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Things to Know
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| · | Deleted Contacts in ACT! or Outlook - There are two options in the synchronization interface that deal with this issue:
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| a. | Remove ACT! Contacts when Removed in Outlook. Any contacts in ACT! that are deleted/removed are removed from the Outlook.
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| b. Remove Outlook Contacts when removed in ACT!. Contacts deleted in Outlook are subsequently removed in ACT!
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| These options, when set, ensures that there is a 1-to-1 contact equivalence between ACT! and Outlook. So if you remove a contact in Outlook or ACT!, that contact is removed from both databases.
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| One interesting side-effect of this mechanism is when the removal options are NOT set. For example, you remove a contact in ACT! and on the next synchronization, nothing is done to remove that contact from Outlook. This also implies that the contact in Outlook is not brought over to ACT! on the next synchronization because ACT-Outlook Synchronizer keeps track of the 1-to-1 relationship between the ACT! and Outlook contact and keeps an index that reflects such relationship.
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| So every time you run a sync, the contacts that have been deleted in ACT! will not be updated from Outlook. EVEN IF THE OUTLOOK CONTACT HAS BEEN UPDATED.
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| There are 2 remedies for this issue:
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| 1. | Enable the contact removal options. The software then established a 1-to-1 relationship between the ACT! contacts and Outlook and vice-versa. Any contact deleted in 1 database is deleted on the other.
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| 2. | Normalize the databases using the Tools->Indexes->Normalize Indexes. This option will search for any non-matches in the index databases and remove these index entries. At the next sync, the synchronizer will then ensure that all the new data in Outlook is then brought over to ACT! (and vice-versa).
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| · | Contacts and Activities are not brought over from Outlook to ACT!. In general, this tends to happen when you are testing ACT-Outlook Synchronizer. Deleting contacts, setting different options, etc., tend not to clean up the index file when it should. When this behaviour occurs, Normalize the index database. That re-evaluates the index database and establishes validity.
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| · | Outlook Tasks and Calendar Items are not being brought over. There are 2 types of Outlook Items that ACT-Outlook Synchronizer handles differently:
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| · | Dependent or assigned items. These items are assigned to an Outlook Contact. The contact name is listed on the contact link space
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| All these Outlook items are brought over to ACT! and assigned to the proper ACT! Contact.
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| · | Independent items. These items are not assigned to any person in Outlook. Instead, they are independent within Outlook. By default, ACT-Outlook Synchronizer does not synchronize Outlook independent items. To enable synchronization of Independent items you must set it on the sync panel options. Click here to find out how.
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| · | Outlook Activities linked to Contacts that do not exist in ACT!. When synchronizing, you may find Outlook activities that are linked to a contact in Outlook that does not exist in ACT!. When this happens, the Outlook contact is created in ACT! and the activity is then brought over to ACT!. Note, this happens also when you are synchronizing only activities.
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| · | Cleared ACT! Meetings. Unfortunately, the cleared status that exists in ACT!, does not exist in Outlook. When a meeting in ACT! is cleared, the corresponding Outlook item is not cleared. Only the reminders in Outlook are disabled. To remove the meeting in Outlook, you must erase the meeting in ACT!.
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| · | Number of Records in ACT! do not match the number of records in Outlook. In our tests, we have found that the number of records displayed in ACT! does not match the number of records that exist in the database. Actually, in some cases, the end of the database is reached before all the records are read which indicates that the database display of the number of records is different from the actual records in the database. You'll find that you have less records in Outlook than in ACT! but there is no loss of data. The only explanation we have for this is that ACT! displays the total number of records, including deleted ones, on the record number display.
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