Send to Microsoft Outlook

Send to Microsoft Outlook menu item

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The Send to Microsoft Outlook menu item is located on the File menu.

Or use the Send toolbar icon.

Send to Microsoft Outlook dialogue

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:

Memo label descriptions 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.

Memo drop listThe 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).
Importing coordinators 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 fields).

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.
Clear contacts 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.
Import contacts 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.
Import talk options Press the Options button to display a set of additional settings which can be customised to affect how the appointes are created in Microsoft Outlook:

Import options dialogue

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.