Synchronize with Outlook

When you synchronize Zoot with Microsoft Outlook you are synchronizing a Zoot database with an Outlook folder. During synchronization, Zoot examines the items in your Outlook folder, compares them with the items in your Zoot database, and then synchronizes the two sets of items.

Zoot's Desktop Databases line up nicely with Outlook's default folders (Inbox, Sent Items, Tasks, Calendar, Contacts, Journal and Notes), and synchronization with these default folders is point and click simple. You can also synchronize any of your other Zoot databases with any of your other Outlook folders. You don't have to synchronize all of your Outlook folders with Zoot, you can pick and choose the folders you want to synchronize.


Synchronizing Desktop Databases
Zoot provides a quick-sync process for synchronizing Outlook's default folders (Inbox, Sent Items, Tasks, Calendar, Contacts, Journal and Notes) with Zoot's Desktop Databases.

1. Choose Tools | Synchronize | Microsoft Outlook | Desktop Sync from Zoot's main menu (or press Ctrl+K).

2. Zoot displays the Desktop Sync Dialog. Here you select the Outlook folders you want to synchronize along with their corresponding Zoot Desktop Databases. If this is the first time you are synchronizing, check just one folder <-> database matchup, so that you can get a feel for the synchronization process before proceeding with the other folders. Click the OK button and Zoot begins the synchronization.

Note: Before synchronization proceeds, Outlook may display a Security Dialog. You should set the Security Dialog to allow 10 minutes for synchronization, to ensure enough time for the process to complete.

During the synchronization, Zoot creates a folder in which to deposit any incoming Outlook items. When the synchronization is complete, your Zoot database should have the same items as your Outlook folder, with the exception of recurring items (to avoid confusion, Zoot does not synchronize recurring tasks or appointments). Any new incoming Outlook items are immediately processed by the rules and actions in your database; automatic folder assignments are made and any corresponding folder actions are triggered.

Tip: If you are running Outlook 2003 and find its security dialog to be annoying, search the Web for a free utility called "ClickYes", which suppresses the security dialog during synchronization. This is no longer an issue with Outlook 2007.