Overview of OfficeTools by CARET Microsoft Exchange Integration

Microsoft Exchange Integration for OfficeTools by CARET lets you synchronize Microsoft Outlook data with OfficeTools by CARET data directly to Microsoft Exchange servers. This sync happens on a defined interval by a Windows service, even if you are not logged into OfficeTools by CARET.

Microsoft Exchange Integration requires an email account through a hosted Exchange mail server. Abacus Private Cloud (APC) users purchasing email hosting through AbacusNext meet this requirement.

Authenticating to Exchange

1. Select Ctrl+Alt+Del and run Task Manager. Ensure that the OfficeTools Exchange Service is running.

2. Open OfficeTools by CARET and go to Setup > My Company > Information & Settings. On the My Company Information and Settings window, select Integrations.

3. Select the Exchange tab

4. In the Employees box, highlight the user for the integration.

5. Enter the username in the Login box. The username can be in two different formats: user@domain.com (email address) or domain\username. It is recommended to use domain\username only if the server URL is known because Microsoft Exchange Integration will try to auto-discover the server URL if the user does not supply OfficeTools by CARET with one, and autodiscovery can only work if an email address is provided.

6. If known, enter the URL of the Exchange server in the Server box. If the URL is not known, leave the field blank and Microsoft Exchange Integration will try to auto-discover the server URL if an email address was entered in the Login box.

7. Determine whether you want to use OAuth authentication or Basic authentication to authenticate to Exchange. OAuth authentication is more secure for the user since OfficeTools by CARET does not need to store password information.

• For OAuth authentication:

• Click OAuth
• In the browser window that appears, enter the user's login information

• For Basic authentication:

• Check Use Basic Authentication
• Enter the user’s password
• Click Basic

8. If Exchange authentication is successful, Status will display a green checkmark. If unsuccessful, hover over the image that appears for Status for an explanation of the problem. Repeat this procedure to correct the error.

Setting Contact Sync Settings

To define the synchronization between Exchange and OfficeTools by CARET contacts, click Contacts under Sync Settings. The OfficeTools Exchange Contact Options window appears. Change each setting as desired and click OK to save.

The following describes each contact sync setting:

•Sync to the following Exchange folder: The contact folder to sync between OfficeTools by CARET and Exchange.

•*Sync contacts that belong to the following Contact Groups: Syncs contacts that belong to the selected contact groups.

•*Sync contacts that belong to the following Account Managers: Syncs contacts that belong to the selected account managers.

•*Sync contacts with the following Contact Types: Syncs contacts having the selected contact types.

•*Sync contacts with the following Entity Types: Syncs contacts having the selected entity types.

•*Sync contacts with the following Professions: Syncs contacts having the selected professions.

•*Syncs contacts with the following offices: Syncs contacts with the selected offices.

•Sync alt contacts: When checked, alternate contacts are synced to Exchange.

•Sync dependents: When checked, dependents are synced to Exchange.

•Allow Exchange to: Check one or more options to add, update, or delete a contact in OfficeTools by CARET if that contact is added, updated, or deleted in Exchange.

*Not checked if nothing is selected.

Once all the contact sync settings are saved, turn on Contact Sync by changing the Contacts toggle button to ON.

Setting Task Sync Settings

To define the synchronization between Exchange and OfficeTools by CARET tasks, click Tasks under Sync Settings. The OfficeTools Exchange Task Options window appears. Change each setting as desired and click OK to save.

The following describes each task sync setting:

•        Sync to the following Exchange folder: The task folder to sync between OfficeTools by CARET and Exchange.

•        Only sync the following types of project assignments: Syncs tasks with the selected project assignment.

•        Sync tasks from: The task cut-off date for synchronization. Only tasks with the selected date or later will be synced.

•        Sync completed tasks: When checked, completed tasks in both OfficeTools by CARET and Exchange will be synced.

•        Sync the following tasks: Check one or more types of tasks to be synced.

•        Use unicode checkboxes: When checked, checkboxes are added to the body of a task for checklist items.

•        Allow Outlook to: Check one or more options to add, update, or delete a task in OfficeTools by CARET if that task is added, updated, or deleted in Outlook.

Once all the task sync settings are saved, turn on task sync by changing the Tasks toggle button to ON.

Setting Calendar Sync Settings

To define the synchronization between Exchange and OfficeTools calendars, click Calendar under Sync Settings. The OfficeTools Exchange Schedule Options window appears. Change each setting as desired and click OK to save.

Provide step-by-step instructions on how to complete this process/procedure.

The following describes each calendar sync setting:

•        Sync to the following Exchange folder: The calendar folder to sync between OfficeTools by CARET and Exchange.

•        Sync appointments from: The appointment cut-off date for synchronization. Only appointments with the selected date or later will be synced.

•        Allow Outlook to: Check one or more options to add, update, or delete an appointment in OfficeTools by CARET if that appointment is added, updated, or deleted in Outlook.

Once all the calendar sync settings are saved, turn on calendar sync by changing the Calendar toggle button to ON.

Setting Mail Sync Settings

To define the synchronization between Exchange and OfficeTools by CARET email, click Mail under Sync Settings. The OfficeTools Exchange Email Options window appears. Change each setting as desired and click OK to save.

The following describes each mail sync setting:

•        Import email as INBOX items from the following Exchange folders: The email folders that will import email items as inbox items.

•        Import email as SENT items from the following Exchange folders: The email folders that will import email items as sent items.

•        ONLY import email for the following email addresses: The only email addresses for which mail can be imported.

•        DO NOT import email for the following email addresses. The email addresses for which emails should be ignored.

•        ONLY import email for the following contact groups: The only contact groups for which email can be imported.

•        Import unread emails: When checked, unread emails can be imported.

•        Import unknown to (Unspecified): When checked, emails unmatched to a contact can be imported.

•        Sync Emails From: The email cut-off date for synchronization. Only email with the selected date or later will be synced. NOTE: Emails can only be synced up to a week from the current date. Also, once the email sync finishes, the Sync Emails From date will be updated to the date and time a mail sync job successfully finishes.

•        Inbox items document category: The category assigned to emails in the inbox.

•        Sent items document category: The category assigned to sent emails.

•        Delete from Exchange after import: When checked, emails are deleted from Exchange after they have been synced to OfficeTools by CARET.

Once all the mail sync settings are saved, turn on mail sync by changing the Mail toggle button to ON.

Saving the Microsoft Exchange Integration User Profile

After authenticating to Exchange and changing the sync settings on the Exchange Integration Options window, click OK to save the integration profile for the selected user.