Synchronization Settings

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123 Sync for Act! and Outlook/Exchange allows you to synchronize data from Act! to Outlook/Exchange and vice-versa, including deletions and modifications to items.

A couple of things about synchronization:

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When synchronizing, make sure that you start with the full set of contacts and stay with them i.e. If you plan to only synchronize a group, start with that group. If you want to synchronize all, start with all.

·

When running interactively, the synchronization will popup a window with a list of synchronization actions to take. It is up to the user to decide whether to go ahead with these actions or not.

·

Contacts, Calendar, and Tasks have individual synchronization settings, including database dominance, the database that wins when an update conflict occurs.

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Synchronization Actions:

1.

Modifications in Act! come automatically to Outlook/Exchange. Any item that is modified in Act!, is automatically brought over to Outlook/Exchange.

2.

Addition of Items in Outlook/Exchange are added to Act!

3.

Updates of Items in Outlook/Exchange are brought over to Act!

4.

Updates of Items in Act! are brought over to Outlook/Exchange

5.

Items Removed in Outlook/Exchange are also removed in Act!

6.

Items Removed in Act! are Removed in Outlook/Exchange

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Dominant Database

The dominant database settings indicates the direction of the record update if the same record has been updated in Outlook/Exchange and Act!. For example, if Dominant Database is set to Act!, if the same record has been updated in Outlook/Exchange and Act!, the Outlook/Exchange record is overwritten by the Act! Record.

Synchronizing Contacts

Contacts are fully synched with Outlook/Exchange with updates and deletions.

Privacy Settings when creating a New Contact: These are the settings in Act! when a new contact is created.

Private

Public

Limited Access

Synchronizing Calendar

Calls and Meetings are brought over to the Outlook/Exchange Calendar. All the data is brought over from Act! over to the Outlook/Exchange Calendar, including re-occurring items. From Outlook/Exchange to Act!, re-occurring patterns are not brought over (next release). Otherwise everything else is supported, including color schemes to be brought over from Act! to Outlook/Exchange.

If the "Create New Contacts if Unmatched" option is set, a new contact is created if a scheduled calendar item from Outlook does not find a corresponding contact.

Synchronizing Tasks

Todo's and Opportunities are synched to the Tasks folder. All the data from the todo's is fully supported to transfer from Act! to Outlook/Exchange, including re-occurring activities. However, re-occurring patterns may be only modified in Act! and are not transferred over from Outlook/Exchange (Next release). Also, Opportunities that are converted into Outlook/Exchange tasks only support modifications in Act!. Only deletions in Act! and Outlook/Exchange are synched both ways.

Intelligent Updater

The intelligent updater dates are our filters that indicate when the last sync was done. These dates are used to filter out new vs. old items that have already been synched.

Synchronization Action Screen
After you run the synchronization (by pressing the Process button), a screen is displayed that indicates the actions that will take to synchronize all the selected folders. From this screen you can do the following:

·

Remove any Synchronization actions you don't want to do. Simply select the item and press the Del button and the action is then removed.

·

Synchronize All the Data.

·

Cancel the synchronization altogether.

Note that any synchronization action that is not done will come up in the next synchronization screen until it is done.