Configuring Synchronization with Microsoft Outlook

Synchronize data between GoldMine and Microsoft Outlook.

After creating at least one synchronization profile, configure the Server Agents Administrator to automatically synchronize GoldMine and Outlook regularly.

IMPORTANT: Some Outlook synchronization settings must be defined at the local workstation.

NOTE: Outlook must be installed on the synchronizing workstation.

Select Tools > Synchronize > Synchronize with Outlook. The Outlook SynchronizationClosed A proprietary remote synchronization process that can update one GoldMine system with new or changed information that has been entered in another GoldMine system. dialog box opens.

Automatic Synchronization

If you want synchronization to occur automatically with GoldMine, check the Automatically synchronize with Outlook box.

Manual Synchronization

Select from the following options:

■ If you want synchronization to occur automatically with GoldMine, check the Automatically synchronize with Outlook box.

■ If you want to use the setting from the Outlook integration, select the Use the settings for the Outlook Integration option.

■ If you want to select what to synchronize, select the Choose what to synchronize, using the Outlook Sync Wizard and then click Synchronize now (see To Manually Synchronize Now with Outlook).

To Manually Synchronize Now with Outlook

1. Open the Tools menu and select Synchronize > Synchronize with Outlook. The Outlook Synchronization dialog box opens.
2. Select the Choose what to synchronize, using the Outlook Sync Wizard option.
3. Click the Synchronize now button. The GoldMine Outlook Synchronization Wizard opens.
4. Select from the following options:

○ Start a new session. Configure settings for a new synchronization session.

If you selected Start a new session, click Next and continue to the Outlook Synchronization Options dialog box.

○ Sync using the setting of the following Profile. Select a saved profile from the drop-down list.

If you select Sync using the settings of the following Profile, select Finish. The GoldMine ProcessClosed A sequence of two or more events, which are the step-by-step instructions that GoldMine evaluates to perform a defined series of activities. Also known as an Automated Process. Monitor shows the status of the process. Edit settings by clicking Next. The Outlook Synchronization Options dialog box appears.

5. On the Outlook Synchronization Options dialog box, select a send and retrieve options:

○ Send and retrieve: To/From Outlook: Sends and retrieves data between GoldMine and Outlook.

○ Send Only: To Outlook from GoldMine: Sends data from GoldMine to Outlook, but does not retrieve data from Outlook to GoldMine.

○ Retrieve only: To GoldMine from Outlook: Retrieves data from Outlook to GoldMine, but does not send data from GoldMine to Outlook.

6. Select Synchronize Contact Items to send or retrieve contact information.
7. Select Synchronize Calendar Items to send or retrieve calendar information.
8. Click the Advanced button to define the Advanced Options for synchronization.

The Advanced Options dialog box opens. Click the following tabs to set options for the following areas:

○ General defines the telephone extension separator, record modification tolerance, duplicate activity checking by Outlook ID number, synchronizing RSVP, and using categories for activities in Outlook.

NOTE: You can change the information displayed in the Outlook activity Subject line of a retrieved GoldMine activity by editing the GoldSync.ini file (see Adding Macros to the GoldSync.ini File).

○ Deletions defines how deletions synchronize between GoldMine and Outlook.

○ Field Mapping defines mapped fields so GoldMine can place data in the corresponding Outlook fields.

IMPORTANT: If you choose to use a different folder than the default option in the Folder selection area on the Contacts, Calendar, or Task tabs, it is required to define that custom folder path at the system where the profile will be used.

NOTE: The synchronization of Notes is not supported between GoldMine and Outlook.

○ Contacts specifies the location of the Outlook folder in which GoldMine sends and retrieves contact information.

○ Calendar specifies the Outlook folder in which GoldMine sends and retrieves activity information.

○ Task specifies the Outlook folder in which GoldMine sends and retrieves.

9. After configuring advanced options, click OK and you return to the Outlook Synchronization Options dialog box.
10. Click Next.

The dialog box that appears depends on the option you selected:

○ Send and retrieve: To/From Outlook (see GoldMine Record Selection and User’s Calendars)

○ Send Only: To Outlook from GoldMine (see GoldMine Record Selection and User’s Calendars)

○ Retrieve only: To GoldMine from Outlook (see Outlook Record Selection Dialog Box)

GoldMine Record Selection and User’s Calendars

The first two options on the Outlook Synchronization Options dialog box allow you to send‑and‑retrieve or send‑only records to Outlook (see To Manually Synchronize Now with Outlook).

■ Send and retrieve: To/From Outlook

■ Send Only: To Outlook from GoldMine

Both of these option present the following scenario. However, the Send and retrieve: To/From Outlook option will proceed to the Outlook Record Selection Dialog Box when you complete the “send” portion of the wizard.

The first dialog box that appears after selecting either of these options and then clicking Next is the GoldMine Record Selection dialog box.

On this dialog box, make selections to choose the Current contact record, cutoff date/time, filter, contact records and groups to include since cutoff. The Also include contacts with calendar activities from check box enables the start/finish date range boxes. You can also choose to Omit records previously retrieved from Outlook by checking the box.

After you complete the GoldMine Record Selection dialog box, click Next to go to the User’s Calendar Selection dialog box.

Select the Calendar Records that you want to send to Outlook. The My Calendar will only send your calendar. The Others’ Calendar option enables the list of other available calendars to send. Make you selections and then click Next to continue the wizard, or Finish to complete the wizard.

Outlook Record Selection Dialog Box

The third option on the Outlook Synchronization Options dialog box, Send and retrieve: To/From Outlook, allow you retrieve‑only records to Outlook (see To Manually Synchronize Now with Outlook).

The dialog box that appears after selecting this option and then clicking Next is the Outlook Record Selections dialog box.

The Cutoff date/time allows you to specify a starting point for records with a modification date/time until the current date/time for all Outlook records. What that means is that any Outlook record that is newer than the specified date/time will be synchronized. You can also choose to Ignore last synchronized date when sending Outlook records to GoldMine. Make the desired selections and then click Next to continue the wizard, or Finish to complete the wizard.