The information in this article applies to:
This article provides answers to frequently asked questions regarding calendar and contact integration between PracticeMaster and Microsoft® Outlook®.
The following is a list of questions frequently asked by users who have chosen to integrate PracticeMaster software with Microsoft Outlook.
Yes. PracticeMaster offers the following types of integration for calendar records:
One-Way (PracticeMaster to Outlook) - Each time a new record is added in PracticeMaster, the record is automatically added to Outlook. If that record is changed or deleted in PracticeMaster, the record in Outlook is also changed or deleted.
Two-way (Synchronization) - Each time a record is added, changed or deleted in PracticeMaster, the record is automatically added, changed or deleted in Outlook. Additionally, records that are added or changed in Outlook can be synchronized to PracticeMaster when the Outlook Synchronization program is run. Calendar records that are deleted in Outlook can optionally be deleted in PracticeMaster when the Outlook Synchronization program is run.
Yes. PracticeMaster offers the following types of integration for Related Party records:
One-Way (PracticeMaster to Outlook) - Each time a new Related Party record is added in PracticeMaster, the record is automatically added to Outlook. If that record is changed or deleted in PracticeMaster, the record in Outlook is also changed or deleted.
Two-way (Synchronization) - Each time a Related Party record is added, changed or deleted in PracticeMaster, the record is automatically added, changed or deleted in Outlook. Additionally, Contact records that are added or changed in Outlook can be synchronized to PracticeMaster when the Outlook Synchronization program is run. However, PracticeMaster Related Parties deleted in Outlook cannot be deleted from PracticeMaster when the Outlook Synchronization program is run.
One-Way (PracticeMaster to Outlook) - You must first temporarily enable two-way integration within System Configuration. This will allow pre-existing PracticeMaster Calendar records and Related Parties to be synchronized with Outlook.
To synchronize Pre-Existing PracticeMaster Records to Outlook
If you are satisfied, change the integration back to One-Way (PracticeMaster to Outlook) in System Configuration.
Two-way (Synchronization) - Follow the steps as detailed above. Once the initial synchronization has completed, as long as you maintain two-way integration PracticeMaster and Outlook will keep the same records. Any time new calendar or contact records are added to Outlook, the Outlook Synchronization above must be run to integrate those records with PracticeMaster.
No. Outlook entries are synchronized to PracticeMaster when the Outlook Synchronization program is run in PracticeMaster. However, entries added, changed or deleted in PracticeMaster are automatically synchronized to Outlook.
Yes. When configuring Outlook integration, you can enable calendar integration and disable Related Party integration. Likewise, you can disable calendar integration and enable Related Party integration.
Yes. When using Microsoft Exchange Server, adding calendar records in PracticeMaster for other users adds the records to the other user's calendar. However, in order for the integration to work, the other user must be configured in System Configuration to integrate with Outlook and the User ID must be mapped to the corresponding Exchange User.
Yes. In order to integrate a resource in Outlook with PracticeMaster, you must configure a User ID for the resource in System Configuration and map that User ID to the resource in Outlook.
To integrate a resource in Outlook with PracticeMaster, use the following procedure:
Once the User ID is configured in System Configuration, adding calendar records for this User ID in PracticeMaster will schedule the resource in Outlook. Likewise, scheduling the resource in Outlook will create a calendar record for this User ID in PracticeMaster when the Outlook Synchronization program is run. (Note: The User ID running the Outlook Synchronization program in PracticeMaster must be configured to synchronize records for the User ID mapped to the resource. In the Outlook Synchronization window, the resource user must be specified in the Select Users section.)
Note: Once the "resource" User ID is configured to integrate with Outlook and saved in System Configuration, the Logon User check box can be cleared if desired.
Calendar and contact integration with Microsoft Outlook requires Outlook 2007, Outlook 2003, Outlook 2002 or Outlook 2000. Integration with Outlook 2010 64-bit will require PracticeMaster Version 16.
Yes.
Yes. When a calendar record that is linked to multiple users is changed or deleted in Outlook, you will be given the option to change or delete the linked calendar records in PracticeMaster when an Outlook Synchronization is performed.
Yes. When Two-Way integration is enabled, the Outlook Synchronization program can be run to synchronize Contact records in Outlook with PracticeMaster Related Party records.
Yes. When configuring Outlook integration in System Configuration, you can specify what type of Calendar records and Related Parties you want to integrate by clicking the Configure button in the Integration section. When configured for two-way integration, these settings can also be modified in the PracticeMaster Outlook Synchronization program. The following settings are available:
Calendar
Related Parties/Contacts
Yes.
No. Recurring items in Outlook are not synchronized with PracticeMaster. Therefore, you may want to consider entering Recurring Date records in PracticeMaster only. PracticeMaster Recurring Date records will be synchronized to Outlook as individual calendar records. To enter recurring dates in PracticeMaster, click the Recurring Dates button when adding a calendar record.
No. The Outlook list of fields in PracticeMaster is hard-coded. Therefore, new fields added in Outlook will not be displayed in the Outlook Contact Field Mapping window.
No. However, if you are integrating with the Microsoft Exchange Server, it is recommended that Outlook be running when specifying an Exchange User in System Configuration.
Outlook records that span multiple days is synchronized to PracticeMaster as a single record with an End Time of 11:59 p.m. Furthermore, the Outlook record is displayed in the Synchronization Confirmation window until the record is deleted in Outlook and multiple records are added in PracticeMaster. Therefore, it is recommended that you add multiple calendar records in PracticeMaster for the time period instead of adding the calendar record in Outlook.
Yes. In Outlook, select the Private check box on the General tab for the contacts that you do not want to integrate with PracticeMaster. In the Outlook Synchronization window, make sure the Include private Outlook records check box is cleared on the Contacts tab.
Yes. A Start Date field can be added to the PracticeMaster Calendar file that will synchronize with Outlook's Start Date field for tasks. KB article R10889, "Synchronizing the Start Date of Outlook Tasks with PracticeMaster", includes step-by-step instructions for synchronizing the field.
This error indicates that the Windows date format has been changed. Since PracticeMaster uses the default Windows date format, it cannot compare dates with Outlook, which uses the current Windows format. To prevent this error from occurring, you need to change the Windows date format back to its default format.
To change the Windows date format to allow PracticeMaster/Outlook integration
Yes, a hosted Exchange server can be used when integrating Outlook and PracticeMaster. When hosted externally, however, Exchange takes longer to respond, and can thus impact performance. Due to these performance considerations, it may be necessary to enable the Use Cached Exchange Mode check box in Outlook for the Exchange accounts being used. Cached mode has been known to cause an issue with displaying the Global Address List of users in System Configuration Version 15.2 and earlier. Updating to Version 15.3 or later will resolve this issue.
Additional information about configuring an Exchange server can be found in KB Article R11041, "Microsoft Exchange Server Overview".
THE INFORMATION PROVIDED IN THE SOFTWARE TECHNOLOGY, INC. KNOWLEDGE BASE IS PROVIDED "AS IS" WITHOUT WARRANTY OF ANY KIND. SOFTWARE TECHNOLOGY, INC. DISCLAIMS ALL WARRANTIES, EITHER EXPRESS OR IMPLIED, INCLUDING THE WARRANTIES OF MERCHANTABILITY AND FITNESS FOR A PARTICULAR PURPOSE. IN NO EVENT SHALL SOFTWARE TECHNOLOGY, INC. OR ITS SUPPLIERS BE LIABLE FOR ANY DAMAGES WHATSOEVER INCLUDING DIRECT, INDIRECT, INCIDENTAL, CONSEQUENTIAL, LOSS OF BUSINESS PROFITS OR SPECIAL DAMAGES, EVEN IF SOFTWARE TECHNOLOGY, INC. OR ITS SUPPLIERS HAVE BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES. SOME STATES DO NOT ALLOW THE EXCLUSION OR LIMITATION OF LIABILITY FOR CONSEQUENTIAL OR INCIDENTAL DAMAGES SO THE FOREGOING LIMITATION MAY NOT APPLY.
© 1999-2010 Software Technology, Inc. All rights
reserved. Terms of Use
The maker of Tabs3 and PracticeMaster
Tabs3, PracticeMaster, and the “pinwheel” symbol (
) are registered trademarks of Software Technology, Inc.
e-Mail Suggestions for the Knowledge Base to: kb@Tabs3.com
Technical Support via e-mail is not available.
Knowledge Base: http://support.Tabs3.com
Web Site: http://www.Tabs3.com