Cards

To synchronize MYOB cards with Outlook

Note: This feature is active only if MS Outlook 2000 or 2003, MYOB Outlook Sync and MYOB ODBC Direct v7 are installed on your system.

Note: Review your Cards List for duplicate entries before you synchronize cards

The Cards List window should be displayed.

1. Click the Sync Cards button. The Synchronize Cards window will appear.



2. Mark the Premier Accounting card types you want to synchronize with your Outlook contacts.
   
   If you opened this window from the All Cards view of the Cards List window, all four selections are marked. If you opened this window from the Customer view, only Customer is marked, and so on. You can mark or unmark any selection.



3. We recommend that you back up your MYOB company file before each synchronization. (To make a backup)
   
   We also recommend that you back up your Outlook data. (Check your Outlook data documentation.)



4. Click the Synchronize Cards button to open the Outlook Sync Settings window.

Note: If you need more information about the entries in the Outlook Sync windows, be sure to click the Help button at the bottom of each window that you open.

5. Using the Outlook Sync Settings window window, select the Settings and Update Rules you want to use.
   
   If you want to transfer inactive cards to Outlook, mark the box in the Export MYOB Cards to Microsoft Outlook section.

Note: Once your settings have been used for a sync session, they will be remembered for future sync sessions. Each time you start MYOB Outlook Sync, please ensure your settings are correct.

6. Use the Update Rules field to choose to:

• Update existing contacts

• Do not update existing contacts

• Ask me to confirm any updates

7. Click the Settings button to open the Synchronize Cards Settings window to make additional settings selections:

• You have the option to transfer your cards to the default Outlook Contacts folder. This step is required for sharing your contacts with a Personal Digital Assistant (PDA).

• If you want to export your MYOB custom fields to your Outlook contacts, select a matching Outlook field for your MYOB custom fields.

When you're finished, click OK.

8. When you have made all your settings selections, start the synchronization process. Choose:

• Export your MYOB Cards to Outlook (click the Export button)

-OR-

• Import Outlook contacts into your MYOB Cards List (click the Import button)

A window appears, with a progress bar indicating the synchronization is taking place.

9. A Microsoft warning appears. Using the fields in the window, specify a period for your MYOB software to access your Outlook contacts:

1. Select the Allow access for option
2. Select a period from 1 minute to 10 minutes
3. Click Yes.
   
   
   If you receive other alert messages, see Windows and messages during synchronization.

10. Once all the selected MYOB Premier Accounting cards and Outlook Contact items have been processed, the Import Summary/Export Summary window appears. This confirms the completion of the process and itemizes the number of Outlook contacts that have been processed or skipped during an import.

Note: After synchronizing cards, you can view an import or export report

11. Click the Close button to close Outlook Sync.

Related topics

• Synchronizing MYOB cards with Outlook contacts
• Outlook Sync mapping reference
• Backing up company files