RealNex Knowledge Base

    Synchronizing your RealNex CRM Desktop with Outlook

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    With the RealNex CRM, you are able to synchronize your Contacts, Calendar and Emails with your Microsoft Outlook software, 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).

    To set up the Outlook sync, either click the Sync button  or click File > Synchronize > Microsoft Outlook.

    If you have never synchronized before, you will be asked to confirm that you want to configure the settings. Click Yes on this window and the Outlook Sync Configuration window will appear, opened on the Contacts Tab.

    Once you have set your configuration options, click OK, then OK once again to begin the synchronize. If you would then like to setup the Instant RealNex tool to automatically synchronize the two on a periodic basis, instructions follow towards the end of this article.

    Contact Sync Options

    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. Select this option if you only want to synchronize calendar items.

    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.

    Conflict Resolution

    The conflict resolution settings tell the system what to do when the same contact record was changed in both your CRM and Outlook.

    Move the Outlook record to the RealNex Conflicts folder, and replace it with a new copy of the RealNex Record - Selecting this option will create a new folder in Outlook called RealNex conflicts and move a copy of the Outlook record there, and the CRM record will be in the contacts folder.
    Please note: Users of iCloud or Google Apps for Business sync with Outlook must choose one of the other settings, as those systems don't allow for additional contact folders to be created.

    Replace the Outlook record with a copy of the RealNex record. Changes made in Outlook will be lost - This option, also called RealNex Wins, makes the changes you make within the CRM to take precedence over Outlook. This will only occur on records that are changed simultaneously in both databases.

    Replace the RealNex record with a copy of the Outlook record. Changes made in RealNexwill be lost - This option, also called Outlook Wins, makes the changes you make within Outlook to take precedence over the RealNex CRM. This will only occur on records that are changed simultaneously in both databases.

    Event Sync Options 

    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".

    Do not synchronize alarm settings - Clicking on this setting will not synchronize alarm settings, so if you have an alarm set for a reminder on an event, those settings will not carry over.

    Skip these event types - This setting allows you to exclude certain specific event types from exporting from your RealNex CRM to Outlook. This is useful if you have a specific type of reminder that you wouldn't want to have pop up on your phone.

    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.

    Conflict Resolution

    The conflict resolution settings tell the system what to do when the same contact record was changed in both your CRM and Outlook.

    Move the Outlook record to the RealNex Conflicts folder, and replace it with a new copy of the RealNex Record - Selecting this option will create a new folder in Outlook called RealNex conflicts and move a copy of the Outlook record there, and the CRM record will be in the contacts folder.
    Please note: Users of iCloud or Google Apps for Business sync with Outlook must choose one of the other settings, as those systems don't allow for additional contact folders to be created.

    Replace the Outlook record with a copy of the RealNex record. Changes made in Outlook will be lost - This option, also called RealNex Wins, makes the changes you make within the CRM to take precedence over Outlook. This will only occur on records that are changed simultaneously in both databases.

    Replace the RealNex record with a copy of the Outlook record. Changes made in RealNexwill be lost - This option, also called Outlook Wins, makes the changes you make within Outlook to take precedence over the RealNex CRM. This will only occur on records that are changed simultaneously in both databases.

    Instant RealNex Tool

    To setup the Instant RealNex tool, within Windows, either click the Windows button on your screen or the Windows key on your keyboard and type in Instant RealNex.

    Click on the Red CRM icon for the Instant RealNex Desktop App. This will open the Instant RealNex settings.

    The top checkbox will automatically open Instant RealNex when you restart Windows, so you don't need to remember to open the application each time.

    Click on Server Options to set the tool up with your CRM Database.

    Enter the same credentials you use to login to your RealNex CRM. You can find the Server name at the bottom-left corner of your CRM. It should show something like is shown in the above screenshot, ending with \REALNEX.

    Once you've logged in, click the Automatically synchronize with Outlook button, and select how often you'd like the tool to run and check for changes.

    If you'd like to make any changes to your Outlook Sync settings, click on the Outlook Settings box. The instructions above for setting up the sync tool applies identically to Instant RealNex.

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