Last Updated: 9th May 2016
We recommend always installing ...
Most Workbooks Users have a wealth of valuable information about their business contacts and communication with those contacts stored in Outlook and visibility of this information within Workbooks is vital.
Additionally, Users want to continue using Outlook alongside Workbooks and to feel confident that the two systems are in synch.
The Workbooks Outlook Connector is a plug-in application for Outlook which automatically synchronises data in Outlook with your Workbooks database, enabling you to work in either product or a combination of both and giving you all the information you want, where you want it, when you want it.
Watch our two helpful videos which cover installing and using the Outlook Connector:
When installing the Outlook Connector, please ensure it meets the System Requirements.
Watch our Using the Outlook Connector video which runs through how to use the Connector and its functionality.
People, Activity and Email records in Workbooks can be synchronised (Workbooks People records become Outlook Contacts, Activities become Tasks or Meetings) and by further synchronising Outlook with your mobile device, you can walk into any meeting with all your Workbooks information at hand.
You can also synchronise Organisations, Cases, Opportunities and Sales Leads, which allows you to link emails sent from Outlook to the relevant Workbooks record(s) so your database is always up-to-date. Similarly, the synchronisation will bring down from Workbooks any related items. For example, if you've related in Workbooks an Opportunity to a Person record, this Opportunity will appear in Outlook as a related item within the Contact record.
By default the Connector synchronises all of the records in your My People view (ie, records that are either Assigned To you or that you're watching) and creates them as Outlook contacts.
ou can amend the filter settings (on a per User basis) to control exactly which records are synchronised. When you're installing the Connector you can control whether or not existing Outlook Contacts are made available for sharing as well as the behaviour of any new Outlook Contacts.
When synchronising emails sent from Outlook, the Connector searches your Workbooks database for People or Sales Leads that have the same email address as the recipient and when it finds a match, links the email to the appropriate record.
If there isn't a matching record at the time you send the email but you later add the email address to a Workbooks record, all the previous emails will be linked to that record. This applies to email addresses held in the Main tab on a Person record as well as to any held in the Contact Details tab.
In order for items in Outlook to be synchronised, they must first have been shared with Workbooks.
Once the Connector is installed, items in Outlook have one of the following 'sharing states':
See the Using the Outlook Connector page for more information on Sharing items.
You can control how frequently the synchronisation takes place. You can schedule automatic synchronisations and can 'force' a synchronisation at any time. The synchronisation runs as a background task so you can carry on working whilst your records are being updated.
Before downloading and installing the Outlook Connector, your database needs to have been configured correctly by your System Administrator. Please speak to them and ask them to check that they have:
Please note that the Outlook Connector can only be installed on one machine accessing any particular mailbox. If you get a second PC you should uninstall it from the first PC before installing it on the second one.
Before you can use the Connector you need to:
Remember to check that your environment meets the system requirements before going ahead. Details of these requirements can be found here.
NOTE: As an alternative to using the Outlook Connector, you might want to use the Workbooks Dropbox to get your emails into Workbooks. Click here to find out more about how the two compare.