Steps To Set Contact Records in Outlook To Private in Tour deForce

Purpose

The purpose of this document is to outline the steps associated with setting the Contact records in Microsoft Outlook to Private, as well as to provide an overview related to the Tour de Force Mailbox Sync utility since this utility is crucial to the synchronization process of Contact records in Microsoft Outlook and Tour de Force.  

Note:  The screen shots associated with this document are screen shots associated with the interface between Tour de Force and Microsoft Outlook 2010.  

1. Overview of the Tour de Force Mailbox Sync Utility
2. Accessing the Tour de Force Mailbox Sync Utility
3. Setting Contact Records in Microsoft Outlook as Private

 

 

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1. Overview of the Tour de Force Mailbox Sync Utility

 

The Tour de Force Mailbox Sync utility is designed to help users keep the Contacts records associated with Tour de Force synchronized with the Contact records in Microsoft Outlook.  

 

The Tour de Force Mailbox Sync utility can be used to perform the following functions:

1. Create new Contact records in Tour de Force based on the information associated with the Contact records in Microsoft Outlook.

 

2. Create new Account and Contact records simultaneously in Tour de Force based on the information associated with the Contact records in Microsoft Outlook.

 

3. Link the Contacts records in Microsoft Outlook with the Contact records associated with Tour de Force in order to keep the information related to the Contact records synchronized.

 

4. Set Contact records associated with Microsoft Outlook as Private to keep these Contact records from affecting Tour de Force.

 

Note:  Since functions 1 – 3 are beyond the scope of this document, please reference Technical Bulletin 5102 – The Mailbox Sync Utility and Technical Bulletin 5401 – Enhancements to the Mailbox Sync Utility for more information related to the Mailbox Sync utility associated with the Tour de Force.

 

When first accessing the Tour de Force Mailbox Sync utility, the utility scans all of the Contact records in Microsoft Outlook and displays only the Contact records that have not been set to Private or have not been linked to a Contact record in Tour de Force.  The New Item field is checked by default when the Tour de Force Mailbox Sync utility is accessed.

 

Contact records associated with Microsoft Outlook that have not been set to Private or have not been linked to a Contact record in Tour de Force are considered a new Contact records in Tour de Force.

Note:  The goal of the Tour de Force Mailbox Sync utility is to have the window blank or have no Contact records display when the New Items field is checked.  

 

 

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2. Accessing the Tour de Force Mailbox Sync Utility

 

Use the following procedures to access the Tour de Force Mailbox Sync utility:

 

1. After starting Microsoft Outlook, click the Mailbox Sync icon associated with the toolbar of Tour de Force.

 

2. After the Mailbox Sync icon is clicked, the Tour de Force Mailbox Sync utility displays.

 

 

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3. Setting Contact Records in Microsoft Outlook as Private

 

When starting the process of trying to get the Contact records in Microsoft Outlook and Tour de Force synchronized, all of the Contact records associated with Microsoft Outlook display in the Tour de Force Mailbox Sync utility since all of these Contact records are considered new Contact records in regards to Tour de Force.  

 

 

The first step associated with the synchronization process of Contact records in Microsoft Outlook and Tour de Force is to set all of the Contact records in Microsoft Outlook that are considered Personal Contacts records to Private.  Personal Contact records in Microsoft Outlook are Contact records that are not business related and therefore are never going to be Contact records in Tour de Force.

 

Examples of Personal Contact records in Microsoft Outlook include:

• Friends
• Family
• Doctors
• Lawyers
• Teachers
• Coaches

 

There are three methods for setting Contacts records in Microsoft Outlook as Private:

1. The Contact form associated with Microsoft Outlook
2. The Tour de Force Mailbox Sync utility
3. A Contact view associated with Microsoft Outlook

 

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1. The Contact form associated with Microsoft Outlook

 

Open each Contact record in Microsoft Outlook and then click the Private icon on the ribbon.

 

 

Note:  Although all of the Personal Contact records associated with Microsoft Outlook can be set to Private by opening the Contact record, this method is not efficient since only one Contact record can only be processed at a time.

 

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2. The Tour de Force Mailbox Sync utility

 

In the Tour de Force Mailbox Sync utility, a Contact record can be set to Private by selecting the Key icon in the Flag field.

 

For example, to set the Contact record of AJ at TruGreen to Private, click the down arrow associate with the Flag field and then select the Key icon.

 

 

Note:  Using the Key icon associated with the Flag field only allows one Contact record to be processed at a time.

 

 

 

 

 

 

 

 

 

 

 

 

The Tour de Force Mailbox Sync utility allows users to set multiple Contact records associated with Microsoft Outlook to Private simultaneously using the Set Privacy Status and Mark as Private options related to the Quick Events menu.

Use the following procedures to set multiple Contact records to Private simultaneously:

1. Click the Mailbox Sync icon associated with the toolbar of Tour de Force to access the Tour de Force Mailbox Sync window.

 

2. In the Tour de Force Mailbox Sync window, use the mouse to highlight all of the Contact records associated with Microsoft Outlook that needs to be set to Private.

 

For example, select or highlight the Contact records of Amanda Brown, Any Weisengerber, Brian Carlson, and Carey Rhoten.

Note: Use the Ctrl key on the keyboard to select multiple Contact records associated with Microsoft Outlook that are not in squential order.

 

 

 

 

 

 

 

 

 

 

 

 

 

3. Right click the mouse, select the Set Privacy Status option, and then select the Set as Private option from the Quick Events menu.

 

Note:  The Quick Events menu can be used to set multiple Contact records associated with Microsoft Outlook as uncategorized simultaneously by selecting the Set Privacy Status option and then select the Set as Uncategorized option from the Quick Events menu.

 

 

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3. A Contact view associated with Microsoft Outlook

 

Microsoft Outlook gives users to make changes to information quickly and efficiently in views.  

 

Use the following procedures to add the Private field associated with the Contact records in Microsoft Outlook to a view:

 

1. Click the Contact icon associated with Microsoft Outlook.

 

 

2. Click the List icon associated with the ribbon in Microsoft Outlook.

 

 

Note:  The List view displays the Contact records associated with Microsoft Outlook in a grid or spreadsheet layout.

 

3. Use the mouse to right click over any Column Header and select the Field Chooser option from the menu.

 

 

4. In the Field Chooser window, click the drop down arrow and select the All Contact Fields option from the menu.

 

 

 

 

 

 

 

 

 

5. Use the scroll bar associated with the Field Chooser window to locate the Private field.

 

 

6. Use the mouse to click and drag the Private field to the Column Header of the List view.

 

 

Note:  The Private field is not added to the List view until the Private field is in the Column Headers section of the view.

 

 

 

 

 

7. Check the Private field for all of the Contact records associated with Microsoft Outlook that are Personal.

 

 

Once a Contact record in Microsoft Outlook has been set to Private, the Contact record does not display in the Tour de Force Mailbox Sync utility when this utility is first accessed since the New Item field is checked.

 

To only view the Contact records associated with Microsoft Outlook in the Tour de Force Mailbox Sync utility that have been set to Private, uncheck the New Items field and check the Private Items field.

 

 

Note:  All Contact records associated with Microsoft Outlook that are set to Private can be recognized quickly since the background color is Red.

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