|The Send to Microsoft
Outlook menu item is located on the File
Or use the Send toolbar icon.
This feature of Public Talks allows you to send database information across into your Microsoft Outlook contacts and calendar appointments.
The actual automation of Microsoft Outlook is handled by another application, OutlookIF.dll, which is a Microsoft .NET COM Assembly. When you installed Public Talks you were given the opportunity to install this extra application. It is required for this importing to operate.
The Microsoft .NET COM Assembly requires the Microsoft .NET Framework 2.0 or higher to be installed. The installer would have offered to download it if it felt it was required. In addition, you will need Microsoft Office 2002 or higher installed.
The dialogue is split into two parts:
|Use the droplists in the upper area to
specify which items of information you want to include when
creating the contacts in Microsoft Outlook.
The label descriptions (highlighted in yellow) that are displayed are governed by the Label program preferences.
The items in the drop down list relate to items in the Microsoft Outlook contact dialogue.
Select <Do not send> if you want to skip this field and exclude it from the created contact entry.
The left hand side pertains to the speaker. Thus the database information being used here is taken from the Congregation Speakers table (the notes and five memo fields).
|The right hand side pertains to the
coordinator. Thus the database information being
used here is taken from the Congregations table
(the CoordinatorNotes and five CoordinatorMemo
Again, use the drop lists to map your database fields as required. However, it is not mandatory to import coordinators. So if you don't want to, just clear the check option and all the controls will become disabled.
At the moment, there are some issues that you should be aware of:
1. Imported coordinators will show under the congregation name in your Microsoft contacts list.
2. You can end up with duplicated entries if your coordinator is also a speaker.
3. Any subsequent changes that you make inside Outlook will be lost when you re-import from here.
|Press the Clear All button to delete all Public Talk speaker and coordinator contacts from your Microsoft Outlook contacts list. Don't worry - it will only remove contacts which have the special user property set to PTSContact.|
|Press the Send button to
send all of your speakers (and optionally your coordinators) across
into Microsoft Outlook using your chosen field mappings.
Note that any existing contacts in Microsoft Outlook (PTSContact) will get deleted first before the importing takes place.
|As previously mentioned, the
lower area is related to the importing of talk assignment details
into the Microsoft Outlook appointments calendar.
The Clear All and Send buttons work is the same way as just described. The only difference is that they are working on the appointments calendar instead and will only work with calendar items with the category Public Talk.
the Options button to display a set of additional
settings which can be customised to affect how the appointes are
created in Microsoft Outlook:
Use this dialogue to specify which memo fields (if any) you want to associate with the coordinator, congregation and speaker respectively.
The details presented in the droplists are obtained from your Memo Label descriptions.
You can also set up reminders so that Microsoft Outlook will alert you in advance of the assignment.
Finally, you can set the sensitivity to private. My understand is, that when set, such appointments will not display in any public calendar that you are using.