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Q10077 - HOWTO: Installing and Configuring the Autotask Outlook Extension

 

 

Downloading and Installing the Autotask MS Outlook Extension

The Outlook integration with Autotask requires each user to install a plug-in on their PC.

This plug-in can be downloaded by your company's Autotask Administrator from Admin > Downloads. The download is a 9 MB .zip file. You will need either a copy of WinZip, or Microsoft XP operating system, which has built-in WinZip capabilities.

NOTE: If the Autotask MS Outlook Extension download is not enabled for your company, please contact Autotask.

Because an Administrator security level is required, we recommend that your Autotask Administrator places the downloaded application on your network, to allow users without access to Admin to install the plug-in on their PC.

Supported Versions

The Autotask MS Outlook extension supports Outlook 2007 and 2010 on the following operating systems:

  • Windows 7 32 bit - Outlook 2007 and 2010
  • Windows 7 64 bit - Outlook 2007 and 2010 32 bit
  • Windows Vista 32 Bit - Outlook 2007 and 2010
  • Windows Vista 64 Bit - Outlook 2007 and 2010 32 bit
  • Windows XP sp2 - Outlook 2007 and 2010

To install the plug-in, do the following:

  1. Double-click on the file named Autotask_MS_Outlook_Extension_Setup.exe to launch the installer.
  2. You will be prompted to install the 2007 Microsoft Office Primary Interop Assemblies. Click Install to proceed.
  3. You must have .net framework 2.0 or higher installed on your desktop. If you already have .net framework 2.0 installed, you will be prompted to install the Microsoft .NET Framework 3.5. To download and install the .net 3.5 framework manually, please use the following link. http://www.microsoft.com/downloads/details.aspx?FamilyId=333325FD-AE52-4E35-B531-508D977D32A6&displaylang=en. This will require downloading a 200 MB file, and depending on bandwidth, will take between 10 - 20 minutes, or more.

You will also be prompted to install Visual Studio Tools for Office 3.0. Click Install to proceed.

If you are installing the Autotask MS Outlook Extension for the first time, you will be prompted to install the Autotask certificate. Click OK to proceed.

  1. After you have installed the Microsoft Outlook Extension, launch Outlook. The Autotask Options window will open automatically and allow you to configure the MS Outlook extension.

If you are opening MS Outlook the first time after you install the Autotask MS Outlook Extension, you will be prompted to install a customization to MS Outlook. Click OK to proceed.

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Configuring the MS Outlook Options

 

  1. After installing this extension from the network location specified by your Autotask Administrator, open Outlook. The Autotask > Options window will open automatically and prompt you to configure your Autotask MS Outlook Extension user settings. This window can be opened anytime from the Autotask menu by clicking Options....

  1. On the Login tab, enter your Autotask username and password.
  2. Click Test Connection to make sure you have entered a valid login.
  3. Click OK to save your settings.
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Calendar Tab

When you install the MS Outlook extension, calendar integration is initially disabled.

To enable calendar integration, do the following:

  1. From the Autotask Menu, select Options.... The MS Outlook Extension - Options window will appear.
  2. Select the Calendar tab.

  1. To enable calendar integration, click the Enable Calendar Integration check box.

All other options, which appeared grayed out, are now enabled.

  1. Accept or edit the settings of the Get Past Calendar Items and Get Future Calendar Items fields. They determine the time window for which calendar information is added or updated from Autotask. Get Past Calendar Items can be set to Not before today (default), or 1, 2 or 3 weeks before today. Get Future Calendar Items can be set to 1 week from today (default) , 2, 3 or 4 weeks from today.
  2. Accept or edit the settings for Send Recurring Appointments (from Outlook to Autotask only). These fields establish the time window for sending future recurring appointments to Autotask. Recurring items in Outlook can be established without an ending date, but Autotask requires a date range in order to display the items on the consolidated calendar. All recurring Outlook appointments that fall into the date range established here will be sent to Autotask.
  3. Optionally, configure when you want Outlook to Automatically Get Autotask Calendar Items.
  • If When Opening Outlook is selected, calendar items are refreshed from the Autotask master database each time you open Outlook while connected to the Internet.
  • If When Closing Outlook is selected, automatic updates from the Autotask Master Database happen each time you exit Outlook while connected to the Internet.
  • Or you can determine the number of minutes, hours, days, or weeks that should pass between automatic updates from Autotask's calendar Outlook remains open by using the Every checkbox. The default synchronization interval is 10 minutes.

NOTE: Any combination of the 3 selections is allowed. If none are checked, you can use the manual Autotask > Get from Autotask > Calendar Items functionality. Note that a GET is also triggered when a new item is added to Autotask from Outlook (Add Appointment, Add To-Do, or Add Service Call).

IMPORTANT NOTE: If When Closing Outlook is selected and you close Outlook, the application will appear closed but the synchronization will still be running in the background. If you attempt to re-open Outlook during that time, the Autotask toolbar will have disappeared. Close Outlook again and re-start after the synchronization has finished.

  1. In the Default Calendar Item Settings section, select the default Item Type you want to use when you transfer an Outlook Appointment to Autotask. If you are a salesperson and you are scheduling mostly sales appointments, select To-Do, if your Outlook appointments are mostly private appointments, select Appointment.
  • If Appointment is selected as your default, the Action Type selection is grayed out. If To-Do is selected, a default Action Type also needs to be selected from the dropdown list. Refer to Adding Action Types.
  • The default calendar item settings can be left blank and the calendar item type can be selected when the appointments are sent.
  1. Click OK to save your settings

 If you have any problems with the installation or configuration processes please contact Chris or Vince @ (949) 582-6300

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Created on 4/22/2008.
Last Modified on 3/29/2011.
Last Modified by Chris Chinnery.
Article has been viewed 1941 times.
Rated 5 out of 10 based on 5 votes.
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