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OutboundEngine and Outlook

Sarah Mouton

If you're new to PieSync, this guide will you get started with the essentials.

When you sync OutboundEngine with Outlook, you can customize the following three elements to your sync.

  1. Sync direction
  2. Connection rules
  3. Connection settings
  4. Field mappings

There is no one typical use case, no one best practice that can be documented to sync OutboundEngine and Outlook. We'll provide various different tips, rules, and field mappings for you to draw inspiration from. You don't have to use them all!

Sync direction

Start by choosing the direction of your sync. You can consider three different settings.

  1. Most agents opt for a two-way sync, allowing records to be modified by PieSync in either system. This is the setup we see most commonly as it would enable contacts to move from OutboundEngine into Outlook as well as the other way round.

OutboundEngineOulook 2way arrows

  1. You could choose for a strict one-way sync from Outlook into OutboundEngine. You could for instance only sync certain Outlook contacts into OutboundEngine in a certain way. And you don't want OutboundEngine to be touching your Outlook contacts ever.

Outlook outbound one way arrow

  1. Of course, there's the opposite way too. Through PieSync you define which data can move into Outlook. We will cover more possible filters in the next part on Rules.

Outboundengine-outlook one way arrow

Connection rules

On to the connection rules. These define which contacts are in the scope of the sync. In a secondary use case, rules are capable of translating OutboundEngine states into Outlook states or vice versa. Rules come with filters and actions.

outboundengine outlook rules all to all

With this setup, PieSync would create in Outlook any newly created OutboundEngine contacts (1), as well as in fact create any existing OutboundEngine contacts (2). Once they are created or identified, it would update and keep those contacts in continuous sync (3). It would do the same in the other way round, requiring PieSync to identify which contacts are potentially already present in both systems.

Only in a rare number of cases would you want to run these rules in unfiltered fashion. Here are different rule examples - inspired by you, our customers!

note: Regardless of what rules start out with, they can still see data sync two-way.

Tag syncing

Make syncing dependent from a tag in OutboundEngine. We argue this is the best practice setup. It enables you to keep the sync rule setup simple and constant inside of PieSync. Merely applying (or removing) the tag in OutboundEngine would allow contacts to start (or stop) syncing.

Outboundengine outlook tag syncing

Stages syncing

Some two-way rules here that can be read in both directions, indicating that there is sales outreach happening in both platforms, so the Tag (OutboundEngine) and Category (Outlook) need to move in tandem!

outboundengine outlook tag syncing

Connection Settings

Underneath the rules, we give you some easy toggles to play around with to tweak your connection even more.

Only sync contacts with an email address

'Avoid Duplicates' is enabled in the configuration set-up so that PieSync will only sync contacts that have an email address. We use the email address as the main identifier for a contact in order for us to prevent creating duplicates and to match and enrich contacts where possible in both applications.

outboundengine outlook extra rules

Field mappings

Default field mappings

The field mapping defines how contacts will sync. A huge time & lifesaver in PieSync is that most of these are automatically set for all basic contact fields that OutboundEngine & Outlook share by default.

Typically it's best to keep these default field mappings all activated as they represent the essential contact attributes that you would not want to grow out of sync in any circumstance.

outboundengine outlook default fields

Customizable field mappings

Field mapping also includes ability to custom map both text fields as well as date & checkboxes fields. This is fully customizable not only before setting up a new sync, but it can also be modified for an ongoing sync.

outboundengine outlook custom fields

PieSync syncs more than just Outlook

Being able to sync OutboundEngine with Outlook aids in frictionless selling because it keeps the underlying contact data in sync, and saves time in manual import/export operations.

That ease of use & data consistency comes in handy as well when syncing contacts to a billing app, or a CRM, a VOIP system, or even another dedicated marketing platform.

PieSync is not only a turnkey solution to sync OutboundEngine and Outlook exclusively. In fact, it solves a data problem that goes beyond these two apps. On average, users tend to connect 3-4 applications all through PieSync.

Do I need to sync iCloud, Google Contacts, Outlook, or all three at once?

They are all contacts management clouds. You've probably got data in all three clouds, but you don't need to keep all these accounts in sync.

Whatever you do: you choose one account and stick with it. Watch this PieSync Tutorial Series on 'Contacts Management' to become an expert.

Setting up your iPhone?

Go to your settings and make Outlook your “default account”, as seen in the screenshot below. This ensures that new contacts are added to Outlook and synced to your CRM. Outlook on phone as default

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