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Syncing Contacts and Calendar between Outlook and Access 2013

Discussion in 'Business Applications' started by tgrover54, Mar 2, 2014.

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  1. tgrover54

    tgrover54 Thread Starter

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    I have been scratching my head and searching everywhere, but I seem to have only questions and no answers to this one. I have a business where I keep all my clients in an Access 2013 database. The tables and queries include all contact information, and I also enter dates when I have had appointments with each client along with details of our sessions. Each week (or whenever I get around to it) I must do several things:

    1. update all contact info in Access and export the data to a folder in my Outlook Contacts
    2. enter dates from my Outlook Calendar into the Services table (via a form) and fill in details
    3. export updated Contacts from Access to Excel to upload into my Enewsletter program to email newsletters to clients
    4. make sure my Outlook contact info is syncing correctly with my Samsung Galaxy (I use gsyncit, the best app I've found for this)
    5. refer to my contacts on the phone to get addresses as I am on my way to each client's house or business

    Quite a pain, right? If only I could set up a system where any new changes to contact info made EITHER from Outlook OR from Access automatically synchronize AND the address info is included in my Outlook Calendar entry for the person AND a service entry is entered in my Access database for that call, wouldn't my life be easier?! Isn't this why I have Office 365 in the first place? And most importantly, why can't I figure out how to get this done??

    I am a computer consultant--and I am baffled. I need more brains on this issue, and would surely appreciate any help. Oh--and I teach normal people computers and fix many technical issues--but I do NOT write code and would need specific directions if that is part of the solution. Thanks so much.:confused:
     
  2. draceplace

    draceplace

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    This might solve part of your problem. Link Outlook to Access

    I've never done this but it looks simple enough. I have linked the GAL (Global address List) from the enterpise mail server to access before with out issue.
     
  3. tgrover54

    tgrover54 Thread Starter

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    Thanks for your response. I had already investigated this solution. Unfortunately, the linking creates a brand new table, not the Contacts table I now have in Access. And when I chose append to a table, it doubled all my contacts, rather than merging! Now I have an hour of work ahead of me deleting all the duplicates one at a time because Access will not allow me to select multiple contacts. There has to be a way to do this!
     
  4. draceplace

    draceplace

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    I'm guessing you didin't do a back up before you started tinkering with your database? shame shame :)

    The quick way to unduplicate your table is to copy your table, structure only. Go into design and set email address as the key. Then append the duplicated table to it. The duplicates will be rejected by the key.

    You want to Link outlook not create new table, of course the linked table will be new to access(maybe you did that). You need to build two queries that shows unmatched records, Its in the query wizard if you don't know how. going forward you want to use those unmatch queries to sync tables.
     
  5. draceplace

    draceplace

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    Actually after keying the table (delete or rename the old one and rename the new one to your old table name) you should be able to append the linked contacts table any time to syncronize it to access. Only new keys will append the rest will be rejected.
     
  6. tgrover54

    tgrover54 Thread Starter

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    This sounds promising but rather complicated. Funny, I've been using Access for 15 years and still have more to learn! I'm going to try to schedule some time in my office (though client time pays the bills!) and figure this one out. Thanks for your help. Oh, and don't worry--ALL my data is backed up with Carbonite--are you kidding? Went through that once and never again. I believe you meant to save the table over again under a new name, etc. Good idea.
     
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