Add2Outlook for Calendars, Contacts, Tasks: Outlook Folder Sync for Desktops, Laptops, PDAs, Pocket PC, BlackBerry, Smartphone Sync for MS Exchange & Outlook 813-977-5739

Overview | Features and Benefits | Success Stories | System Requirements | FAQ

Add2Outlook (A2O) was originally developed for Outlook 2000 and that latest version (2.6x) is no longer conforms to the Microsoft Security Model. The new release (4x) has been updated for Outlook 2003 and 2007 and 2010 and with the current release also works with Exchange 2003, 2007 and 2010.

A potential user should QUALIFY to use this product. The only two reasons to use Add2Outlook are if the user has a HOSTED EXCHANGE SERVER or is replicating to a PST file.

Add2Outlook is a 2-way Outlook calendar, contact, & task synchronizer for desktops, and fits a need where Add2Exchange does not fit for consistent replication. If you host your own Exchange, or are moving to hosted Exchange, or want to replicate between a local PST to PST or PST to Exchange, use Add2Outlook,

Which solution is right for you Add2Outlook or Add2Exchange?

The following are key points to consider when determining whether to try Add2Outlook: Add2Outlook requires some changes to the default operation of Outlook which are listed below.

· Add2Outlook cannot sync automatically when Outlook is in Cached Mode. This is a significant drawback that disables your onboard Outlook spam filter mechanism. Add2Exchange, the server based product does not require any change on the Outlook workstation.

· Add2Outlook no longer requires a third party piece of software to be installed to circumvent the normal Outlook built in security model in Outlook 2007.

· With Add2Outlook, the Exchange account no longer has to be the default account for internet email, Add2Outlook does not work with Outlook Web Access and Add2Exchange does.

· With Add2Outlook, the Outlook profile must be open and connected on the workstation for replication/synchronization to occur. Add2Exchange operates as a Windows service on the Exchange Server or a File Server (or dedicated workstation running Exchange System Manager. For synchronizing folders when out of the office, Add2Exchange replicates/synchronizes folders with or without Outlook open. When synchronizing folders when out of the office, Add2Exchange continues to replicate and synchronize on a timed schedule with or without Outlook open.

· With Add2Outlook, the replication process occurs on the workstation and adds “traffic” to your network switch and may result in slightly slower replication and response times. Add2Exchange does not cause lags in Outlook.

· Add2Exchange offers unlimited folder relationships while Add2Outlook offers only a maximum of 50 folder relationships.

· Add2Exchange requires one install on the Exchange server (or file server) regardless of number of relationships. Add2Outlook requires install and licensing on each user’s workstation and has a greater potential for conflicts with other programs..

· Add2Exchange offers centralized folder relationship management while Add2Outlook is decentralized. If the workstation(s) crash or gets stolen, without a copy of the workstation’s registry, the relationship information can be lost and it may cause duplicates if the relationship is recreated later. A backup of the registry on the installed computer is helpful, but not required. A Special tool can assist in this Disaster Recovery mode for only $99 additional.

· Add2Exchange offers the option for public to public and private to private folder replication and Add2Outlook does not.

· Add2Outlook works with PST and Offline Folders while Add2Exchange does not.

· Add2Outlook works with Hosted Exchange Servers and Add2Exchange can if the hosting provider will cooperate.

· Add2Exchange works with all versions of Blackberry, Goodlink and all Outlook-based mobile devices. Add2Outlook works with all Outlook-based mobile devices.

Add2Outlook offers:

2-way replication of new appointments and/or contact entries
4-way synchronization of edits

Number of Folder Relationships:

2 Folder Relationships
One to One (tied)

Type of Outlook Calendar, Contact & Task Replication/Synchronization:

Private to Public, or
Public to Private, or
Pst to Public, or
Pst to Private, or
Public to Pst, or
Private to Pst, or
Pst to Pst (same folder), or
OST (Offline Folder) Aware

Other Highlights:

Works with most Outlook-based mobile devices (PDAs, Pocket PCs, BlackBerry handhelds, Treo Smartphones)
Works with Microsoft Outlook 2000 to 2003 & Exchange 5.5 to 2003.
Works with any language of Microsoft Windows (English, Spanish, German, French, etc.)
Installs on workstation not the server.
No training needed. Uses Outlook's standard calendar appointment, standard contact folder, standard task folder and all synchronization is fully automatic and invisible to the user.
Add2Outlook is licensed separately for Add2Outlook for Calendars, Add2Outlook for Contacts, Add2Outlook for Tasks

Add2Outlook does NOT:

Synchronize unless your workstation is on and Outlook is open.
Allow the creation of more than 2 calendar and/or contact folder relationships.
Allow replication between public folders (public to public) or between private folders (private to private)

NOTE: If you need the above functionality, please see Add2Exchange Standard or Add2Exchange Enterprise Editions.

Add2Outlook (A2O) is a solution designed for those who use Outlook and want client-based, 2 way calendar, contact and/or task synchronization.

Add2Outlook for Calendars is an Outlook add in which combines and can replace the P2P 3.0, CalendWare and Public2PrivateWare 2.6 by providing 2 way synchronization in one workstation based program. Add2Outlook provides a fairly smooth upgrade experience. (For server-based calendar synchronization, see Add2Exchange for Calendars.)
Add2Outlook for Contacts is an Outlook add-in which replaces ContactXchange. (For server-based contact synchronization, see Add2Exchange for Contacts.)
Add2Outlook for Tasks synchronizes public (shared/group) and/or private (mailbox) Outlook task folders. (For server-based task synchronization, see Add2Exchange for Tasks.)

Add2Outlook offers two folder relationships:

A Folder Relationship is a relationship between 2 Outlook calendar, contact or task folders, either private to public or public to private folder combinations available in an Outlook profile. Although Add2Outlook does not have to be connected to an Exchange Server to replicate between calendars within a PST, the most common use of Add2Outlook is to synchronize a group or shared Outlook folder to a private folder and vise versa so that your PDA synchronization software, such as Microsoft’s Active Sync, can bring it to your PDA.

The first time replication occurs, the items are copied from the source calendar, contact or task folder to the destination calendar, contact or task folder (of the same type).
The next time replication occurs; the items are updated, changed, or removed, depending on your predefined Folder Relationship settings.
If the source item was deleted, the destination item can be deleted or marked as deleted, or the A2O relationship can be set to do nothing at all.
If an Add2Outlook user makes changes to their copy of the public folder item, settings in the Folder Relationship within Add2Outlook can be set to untie the original copy to preserve the changes made in the private copy and then make a new tied copy from the source, overwrite the changed copy, or do nothing.
Once set up, Add2Outlook can work on a manual basis and can be set to a timed or reoccurring schedule in the background.
In order for replication to occur, Outlook has to be open in the correct profile in order to synchronize and if syncing from a public folder (calendar or contact), the Exchange Server has to be available and online.
In Outlook 2003, Add2Outlook will not automatically connect to do timed replication from an offline state and any Outlook’s security warnings must be disabled as specified later in this document. For more information on our workstation and Outlook independent server-based product without these limitations, see Add2Exchange . The Add2Exchange solution can be installed on the Exchange server or on a file server for centralized relationship management, and works with Outlook™ Web Access and most every PDA, Smartphone, BlackBerry handheld, and Pocket PC currently made.
Add2Outlook has been designed to include a user selectable date range in the past as well as in the future. Add2Outlook copies all items within the date range from source to destination, and will copy reoccurring items and will handle exceptions to reoccurring items if the original reoccurring item is within the replication period.
NEW! For your convenience, we now offer remote installation services starting at $149 per incident. Please visit our online store to purchase your remote installation service.

Ideal Uses:

The most popular use is for those users of Personal Digital Assistants (PDAs) using Outlook connected to an Exchange Server. Some users wanted to see a copy of the Exchange shared calendar or contact folder on their PDA, so Add2Outlook was designed to copy all the public calendar/contact items to their personal calendar or contact folder, so that ActiveSync could then copy it to their PDA.
Add2Outlook can also be used in conjunction with our server product called Add2Exchange when the users do not have server side mailboxes and want to synchronize their calendars or contacts from a local PST to a server side mailbox, and the user wants to have a public folder replicated to the server side mailbox.

Spectra Interface Success Story

Spectra Interface implements mobility solutions for small businesses to large multi-national organizations. Their mobile solutions focus on Enterprise Resource Planning (ERP) and other accounting functionalities.

Spectra Interface used a notebook to store its organizational calendar in a local .pst file. However, the company needed a solution which could move that information from the notebook to Exchange, so the entire team could share the calendar.

The team chose Add2Outlook as the solution to automatically synchronize Outlook from the notebook to Exchange, so the calendar could easily be viewed by every member on the Spectra team.

Northwest Georgia Oncology Center

Northwest Georgia Oncology Center (NGOC) is a medical practice devoted to the care and treatment of patients with cancer and blood disorders. NGOC specializes in cost effective solutions for oncology and hematology patients in Northwest Georgia. Their physicians, nursing staff, social support professionals, and office management personnel work together to ensure each patient receives the best treatment and care available.

Randy Pierce of NGOC needed a way to synchronize the network (public) calendar at the office with his desktop PC/workstation. Randy chose our workstation-based solution, Add2Outlook for Calendars to have the office calendar updated on his PC "flawlessly".

When asked, Mr. Pierce strongly agreed that the main strength of Add2Outlook is it's ease of use!

Server Software: Microsoft Exchange Server 5.5, Exchange 2000, 2003 or 2000SBS or 2003SBS or newer
Workstation Software: Microsoft Outlook™ 2000 or newer, PDA sync support (not required). Add2Outlook™ can work with other synchronization software, like Intellisync, although it has not been certified. You can have a mix of 2000/XP and 2003 Add2Outlook installs working off the same folders. Add2Outlook can be installed on Outlook™ 2003 with Exchange Cached Mode, but will not connect automatically in order to do timed synchronization.
Permissions: In order to install, each User must have “Administrator” access to the machine during the installation.
Also, because Add2Outlook uses special fields, the user you are installing this to must have “Publishing Editor” permissions to source and destination folders in order to add the fields to the folder.
- If Add2Outlook is being installed from a PST to the same PST, by default; the user has Owner permissions of the folders.
- If Add2Outlook is being installed with a source or destination folder to a server-side mailbox, on all users who use A2O® the users must have publishing editor status of both calendar folders. To test to see if a user has the appropriate permissions, ASK YOUR EXCHANGE ADMINISTRATOR. One way to test to see if you have MORE than Publishing Editor security status, log on as the user, open Outlook™ and right click on the source and destination folder. Go to Properties of the folder and if there is a Permissions tab, the user is an Owner and can give other users Publishing Editor status. By default, if a user creates a folder through Outlook, they have explicit Ownership to that folder.
- If Add2Outlook is being installed with a source or destination folder in the Exchange Public folder system, all users must have PUBLISHING EDITOR Permissions so the custom fields can be added to the source and destination folders. Any user who uses Add2Outlook must always have that status to install and configure Add2Outlook. TIP: Having Ownership to a public calendar is not the best scenario because a user can accidentally delete the public folder. We recommend that the permissions be “ratchet back down” from Owner to Publishing Editor so the user doesn’t accidentally delete the folder in their normal operation from Outlook’s Folder list.

View Installation Guide

Q: Do you have a demo?
A: Yes, there is a fully functional trial version you can download and install on a client machine to test and evaluate the functionality to make sure the solution fits your needs. Before installing the trial version, please review the Product Installation Guide (this document) carefully in order to configure it to your needs. In order to download a trial, you need to register to access the Downloads area.

Q: How long is the Add2Outlook (A2O) trial period? What happens when the trial version expires?
A: The trial version is 10 days and includes both the calendar, contact and task sync modules. You may try one or all modules for 10 days. The 10-day trial begins from the time you install not download the solution. When your trial period ends, it stops working with no effect on any of the items you have already created, however, the program won’t replicate any new calendar, contact or task items.

Q: My trial expired and I want to buy the solution. How can I buy the solution?
A: You can click on the Buy Now button within the application, or from link from our website to order online. You can also purchase the solution online by downloading and faxing your order form to us so we can process your request (Buy Now, Order Forms). Then, submit your registration request for each solution purchased - click here for instructions on getting your activation key.

Q. How is it licensed?
A. Our solutions are licensed for single or multiple or unlimited users in an Exchange organizational unit (OU). Most organizations only have one OU. Add2Outlook is licensed separately for Add2Outlook for Calendars and Add2Outlook for Contacts and Add2Outlook for Tasks.

Q: Do I have to reinstall the program once I buy it?
A: No, since you have the trial version already installed, you won’t need to reinstall the program when you buy it unless a new update has been released. Follow the Instructions for Getting Your Activation Key – send us the information and we will generate your unique key, and email it back to you once your payment is processed. All you need to do is copy and paste the key in Step 3 and we thank you for your support. The solution is then activated until you change your server.

Q: Do I need two different activation keys for each user?
A: Yes, Add2Outlook is licensed by user and per module. Whether you purchased a single user license or a multi-user license, each licensed end user must request a key from their workstation for each module (Calendars, Contacts, Tasks) purchased. For example, if you purchased a 2 user license for Add2Outlook for Calendars, you will need to follow the activation instructions for each user sunce each user needs their own unique key for the Calendars module. On the other hand, if you purchased 2 user license for Add2Outlook for Calendars and Contacts, you will need to follow the activation instructions for each user for BOTH the Calendars and Contacts modules (2 registration requests for keys should be requested per user). Please note: A license key for each user is made per that user's email address (within the same organization unit) and is not transferable to another user or organization.

Q. How do I get a key once I have finished testing?
A. In Outlook, go to the Add2Outlook Console. Click on the “License” button and follow the instructions. You must buy the solution first and, then submit a registration request. You can either copy and paste the registration information in Step 2 into an e-mail to us, or just hit the Send your License button and it will do it for you. This is your domain information that we will create a key with and e-mail you back a key. Then in Step 3, paste this new key into the Add2Outlook License Tab to activate and regiser the solution.

Q. Where is the program installed? I prefer to not use the server.
A. You should NOT install Add2Outlook on the Exchange server. You do not need to load anything on the Exchange Server, but may have to use Exchange System Manager to establish the prerequisites before installing. The suite of Com add-ins programs run on the workstations and not the server. They only use the domain information from Exchange or a Pop3 email account. You can also have multiple profiles on the computer, but need to set up the options for each profile.

Q. Is the Add2Outlook software add-in loaded on both the server and the workstations or just the client pc?
A. Again, no. Add2Outlook is only installed on the workstation/client pc, and is an add-in to Outlook. Outlook should not be installed on the Exchange Server as per Microsoft best practices.

Q. Will the Exchange server have to be taken down during install of Add2Outlook?
A. No. You may need to install the Microsoft .Net services, an advanced option at the windows update site, and then reboot, and then do any service packs to .NET. This may also require a reboot. The A20® install program requires Outlook™ to be closed during the install, but does require a reboot of the workstation.

Q. Does Add2Outlook work without Exchange if I am using Web Access?
A. No. Add2Outlook is designed to operate from the workstation that is connected to your Exchange Server or on a Pop3 account going from folder to folder in Outlook. If you have your public folders set up as favorites, (see Offline Mode in the manual) you do not have to be connected full time to the Exchange Server for Add2Outlook to work. Add2Outlook does not support replication made through OWA, but can be used in conjunction if replication doesn’t have to be made from OWA. If this is a business requirement, Add2Outlook currently does support the use of both Outlook and Outlook Web Access for full replication and most every version of PDA and smart phones.

Q: We have an Exchange hosting service and want to be able to sync our public folders with our private folders. Can we use Add2Outlook for this?
A: Yes. Since Add2Outlook is installed on the workstation, this solution would work if you have an Exchange hosting service.

Technical FAQs

Q: After installing Add2Outlook I opened Outlook and got a message that a program is trying to access Outlook, so I gave access to 10 minutes. Then I got the following error message stating: “You don’t have appropriate permission to perform this operation.” After hitting the ignore button I can go to the options to setup the Add2Outlook parameters. So I clicked enable and want to select the calendar from the public folder, and I receive the same error message. What is wrong?
A: The first time you set up Add2Outlook, you MUST have “ownership” of the public folder you are setting up as the Source folder. After it has been set up, you can ratchet the permissions back to Publishing Editor or anything greater than author.

If you made the folder you should be the owner or at least publishing editor. You can tell if you are an owner if you right click on the public calendar and get a permissions tab - see if you are there with a listed security context. Please note that many Exchange systems need explicit rights - that is you have to have your name there and not inherit permissions from a security group or someone else no matter if your technical support people tell you “will be OK”. Once you know you have that security context, you can get rid of Outlook's security warnings. NOTE: for timed operation, you must have a way to eliminate the Outlook security warnings and remove Exchange Cached Mode. If you want timed Add2Outlook operation, please review the section Eliminating Outlook Security Warnings on page 29 of the Installation Guide.

Q: Why doesn’t the Add2Outlook menu buttons always appear in Outlook?
A: Our “Add to Outlook" programs are Com add-ins and most Com add-ins usually start only when Outlook starts up FRESH. By fresh, we mean that no other Outlook Processes are open at the time of starting up. Outlook doesn't always close ALL the associated programs when loading, especially if Word is your email editor, it can keep Outlook.exe or mapi32.dll in the processes tab of Task Manager. This means Outlook™ hasn't completely closed and therefore, if the program was not loaded, none of the Com add-ins will load until either you reboot, or log off and log back on and then start Outlook. Other more technical ways of doing this is to manually stop all the associated Outlook™ processes from Task Manager so the Outlook.exe can then load "FRESH" and all the Com add-ins will load again when Outlook™ starts up. This could be the reason the buttons don’t always show up. The confusing part is the checkbox next to the Com add-in says it should be loaded, but that only means it will load when Outlook starts up. Most people think the checkbox means that it is in memory. The easiest way is just log out and back in and it should show up. For related information, read the next tip.

Q: How do I re-enable an Outlook Com add-in in Outlook XP or Outlook 2003?
A: This happens when something did not work correctly last time Outlook started or shut down. Outlook tries to disable add ins that could have caused the problem, and often asks you to go into safe mode of Outlook or disable the add ins if they do not work correctly. Always say “No”. If it Outlook™ disabled it, go to the HELP in Outlook, Disabled Items and make sure it is not disabled. If it is, reenable it and then close Outlook™ and wait 7 seconds and then go back into Outlook and it should be there.

Note: If you get security warnings still, that means you either did not implement the Outlook™ Security Module outlined in the manual. If you did, it is not active, or needs to be reinstalled. If you opted for the Default Security settings options, you probably did not put the Outlook™ security settings folder in the top tier of the “All Public Folders” or did not name it EXACTLY as specified, or you may not have at least reviewer access to the folder. If you can see it, or made it yourself, you probably have the right access, but it is not in the right place.

Q. One user has Administrative rights to the local machine and after reinstalling the product, it still does not show up in the list. I have uninstalled Add2Outlook from Add/Remove in control panel. I have also deleted the folder c:\Program File\A2O and searched the registry for Add2Outlook and removed all entries.
A. You must be using Outlook XP or a version of 2002. In XP when there is an abnormal condition, like licensing or settings, Outlook disables the add-in so you can get into Outlook and have time to correct the problem. Let’s start over. Uninstall everything from Add/Remove. Forget about doing anything to the program files and registry. Then make sure you are logged in as the user (with administrative access or at least the ability to install and register programs) and install the program. When you install, we suggest installing FOR THAT USER ONLY. Then go into Outlook and make sure the tab for Add2Outlook in Outlook, the A2O buttons should show up. If it is there, we should be good to go. If it is not there, go into Outlook XP, go to Help, About Outlook, Disabled Items and re-enable the add in. If the tab still doesn’t show up, log off and log back on and go into Outlook again. Next you can go and set up the options in Outlook.

Q. I have CalendWare installed on my computer and just installed A2O as well. CalendWare is working fine but A2O is not making copies in the pubic calendar. I have already set up the source calendar as my private and the destination calendar to be the public calendar. Is this an error when both Com add-ins are in use? Do I need both?
A. Yes, these Com add-ins are designed to work together but you do not need CalendWare anymore. Uninstall CalendWare and set up the other relationship in A2O. You have set up A2O just like CalendWare, but you must do the reverse. In CalendWare, your source calendar is your private calendar and destination is the public calendar because it makes public appointments that tie to your private calendar appointments. In P2P, your source calendar is your public and your destination should be the private so it makes private appointments that are tied to the public calendar.

However, since A2O does two way replication when you set up two relationships, the only reason you would need both applications at once is because CalendWare can make copies of the source appointment to multiple destinations at the time of saving the appointment, but still only one tied copy. If this requirement is not necessary for your application, A2O is all you need. Uninstall CalendWare and make the private to public relationship in A2O.

Q. We are running Exchange 2000 Standard. A2O was tested on a new machine with Win2000. As soon as I activate the Com add-in for Outlook, my p4 CPU just sits at 90% (Outlook.exe). I must have something that is conflicting with something here as it is a working product.
A. While you are logging on to Outlook the program does go to 85-95% it is checking the server for items to synchronize. Although we have not encountered any conflicting programs, there is a potential for any other Com add-ins to conflict with the operation. Look in Tools, Options, Other, Advanced, Com add-ins and note the other Com add-ins. If there are any you do not recognize or you have questions, please call our Technical Support at 813.977-5739, or submit a technical Support Request with all the details.