RealNex Knowledge Base

    Synchronize Your Online CRM with Office 365/Outlook (Contacts, Calendar and Emails)

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    With the RealNex online CRM, you are able to synchronize your Contacts, Calendar and Emails with your Office 365 account, allowing you to maintain a consistent list of items in both your CRM as well as Outlook (and anything else being powered by that account, such as your phone contacts and events).

    Please Note: At this time, this functionality is only available to users of the online CRM only, that do not utilize the Desktop software. For synchronizing with Outlook, see This Article. For setting up Outlook to record emails as history records, see This Article.

    If you utilize Google Contacts, Calendar and Gmail, and only use the Online CRM, This Article will walk you through setting that up.

    Setting up the Office 365 Sync

    To set up the Office 365 sync, click on My Account, then Personal, then Outlook Sync. 

    This will open up the Outlook Sync settings window. 

    The first step is to link your RealNex CRM with your Office 365 account. To do this, click the Link Account button at the top of the window. This will open up a login page for Microsoft Office 365.

    Enter your Office 365 credentials here and click Sign in. You will then need to allow for certain permissions. Once you have clicked to allow the link, you will be taken back to the RealNex CRM page, and your Account Name should now be filled in, and the Link Account button should now show UnLink.

    The next step is to set up the options for any of the 3 sync types: Contacts, Events and Emails. A description of all of the options is in the next section, on Sync Options.

    Once you have set the options, clicking the Sync button will begin to synchronize those types of records from Office 365, if you choose to do the sync manually (as opposed to on a periodic basis). Please be patient, as the first time this is done might take some time while it populates. While it is working, you will see a spinning icon until the process has completed. This process should speed up significantly after the initial synchronization.

    Setting up Sync Options

    Contact Setup

    Action

    Synchronize RealNex and Outlook contacts - This option is a two-way sync, and new contacts and updates to contacts in both systems will flow to the other.

    Export RealNex contacts to Outlook - This option will export contacts and updates to contacts only from your CRM to Outlook. Changes to Outlook contacts will not flow into your CRM.

    Import Outlook contacts into RealNex CRM - This option will import contacts from your Outlook/Office 365 contacts into the CRM. Any changes you make or additions to the contacts in your RealNex CRM will not be reflected in Outlook.

    Do not synchronize contactsAs the name implies, this option will not synchronize contacts. Selecting this option is relatively meaningless at this time, as you could simply not set up sync options for contacts instead.

    Configuration

    RealNex Group This drop-down allows you to select with group in your CRM to import new contacts into, and which group of contacts to export to Outlook. Only contacts within this group in the CRM will be synchronized with your Office 365/Outlook contacts.

    Outlook Folder - This drop-down will allow you to select which Contacts folder you wish to synchronize with. Only contacts in this folder in Outlook will be imported into your CRM, and all contacts from the CRM will be placed within this Outlook folder.

    For new contacts imported from Outlook - Team - This option allows you to select which team you want new contacts to be a part of. This means you can set these records as public or private based upon the team selected.

    Auto Sync

    Start Sync Each - This setting allows you to select a duration of time between each synchronization. You can also Sync Data Manually, which will require you to click the Sync button on the Outlook Integration settings page each time you wish to synchronize.

    Event Setup

     

    Action

    Synchronize RealNex and Outlook events - This option is a two-way sync, and new events and updates to events in both systems will flow to the other.

    Export RealNex events to Outlook - This option will export events and updates to events only from your CRM to Outlook. Changes to Outlook events will not flow into your CRM.

    Import Outlook events into RealNex CRM - This option will import events from your Outlook/Office 365 events into the CRM. Any changes you make or additions to the events in your RealNex CRM will not be reflected in Outlook.

    Do not synchronize events - As the name implies, this option will not synchronize events. Selecting this option is relatively meaningless at this time, as you could simply not set up sync options for events instead.

    Configuration

    My personal events only - This option applies to events synchronzing from the CRM to Outlook. Selecting this will only synchronize events where you are both a Participant and the Record Owner. This will skip any events that are created by someone else on your team.

    All events from my schedule - This option also applies to events synchronizing from the CRM to Outlook. Select this option will synchronize all events in your CRM where you are marked as a participant, regardless of who created it.

    Do not sync events older than XXX days - This setting will limit how far into the past the synchronize will go. This applies both to events imported into the CRM as well as events exported to Outlook/Office 365.

    Mark events finished if older than XXX days - This option only applies to events that are imported from Outlook to your RealNex CRM. This will automatically mark any events as finished that are older than the number of days selected. This will mean that they can be hidden from view from your calendar by unchecking "Finished".

    Outlook Folder - This drop-down will allow you to select which Calendar you wish to synchronize with. Only events in this calendar in Outlook will be imported into your CRM, and all events from the CRM will be placed within this Outlook folder.

    For new events imported from Outlook - Team - This option allows you to select which team you want new events to be a part of. This means you can set these records as public or private based upon the team selected.

    Auto Sync

    Start Sync Each - This setting allows you to select a duration of time between each synchronization. You can also Sync Data Manually, which will require you to click the Sync button on the Outlook Integration settings page each time you wish to synchronize.

    Email Setup

    Please note - At this time, this feature will only import emails from the present day.

    This feature captures incoming and outgoing emails sent through your Office 365 accounts and creates history records connected to the contact record in your CRM that the email was sent to or sent from. Only emails that are connected to a contact in your CRM will be imported.

    Sync Configuration

    Subject, date and time only - The history records created from your emails will only include the Subject Line as well as the Date and Time from the email.

    Message text, subject, date and timeExactly like the other option, except it includes the body of the email in the notes section of the history record.

    On outgoing email

    These options allow you to check the CC and BCC addresses in your emails to associate these emails as history records with all contacts that were on a given email exchange. This will not create duplicate history items, but will instead create one history item that is connected to all contacts, including CC or BCC as your options dictate.

    Auto Sync

    Start Sync Each - This setting allows you to select a duration of time between each synchronization. You can also Sync Data Manually, which will require you to click the Sync button on the Outlook Integration settings page each time you wish to synchronize.

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