2017/03/17

How to export your Outlook tasks?

Backing up your Outlook tasks offline

In absence of Outlook task synchronization with task server or services, such as CalDAV and Exchange servers, people would think about exporting their task entries into iCal files (.ics files), .csv files, .pst files, or Excel files. If you solely work with Outlook, then it is recommended to export them into .pst files for the best import result in the future. 

However, users most likely export Outlook tasks for use on other application or database import. The .csv method is not a good choice because foreign language characters in task entries will be corrupted after exporting. Thus, the best and the most compatible way to export is using iCal method.

EVO staff has once again made some useful Outlook add-in after EVO Collaborator for Outlook. It is called Power Toys for Outlook. This collection of add-ins include a nice Outlook task export tool. There are 2 ways that PTO exports Outlook tasks:
1. Export tasks as vCalendars (Outlook ICal (ics)) – This is as same as Outlook’s Save As except Outlook can only save one task per operation. PTO is able to save the whole task folder at once.

2. Export tasks into one single vCalendar (iCal (ics)) – Since vCalendar protocol is able to store multiple tasks in one single file, PTO saves the hassle of managing 100s or even 1000s of iCal (ics) files.

Here is a general guideline to export your Outlook tasks:

1. Download Power Toys for Outlook from EVO’s Official website.

2. Close Outlook and run setup.exe with administrator’s privilege.

3. Open Outlook and click on Power Toys ribbon at top.


4. Click on Export tasks.

5. Select your Outlook tasks folder.


6. Click on 1 of the 2 export types.



7. A folder created by date will pop up showing all iCal (ics) files accordingly.


As you can see, exporting Outlook tasks becomes as easy as 1-2-3.

How to export your Outlook appointments?

Backing up your Outlook calendars offline

In absence of Outlook calendar synchronization with calendar server or services, such as CalDAV and Exchange servers, people would think about exporting their calendar entries into iCal files (.ics files), .csv files, .pst files, or Excel files. If you solely work with Outlook, then it is recommended to export them into .pst files for the best import result in the future. 

However, users most likely export Outlook appointments for use on other application or database import. The .csv method is not a good choice because foreign language characters in calendar entries will be corrupted after exporting. Thus, the best and the most compatible way to export is using iCal method.

EVO staff has once again made some useful Outlook add-in after EVO Collaborator for Outlook. It is called Power Toys for Outlook. This collection of add-ins include a nice Outlook calendar export tool. There are 4 ways that PTO exports Outlook appointments:
1. Export appointments as vCalendars (Outlook ICal (ics)) – This is as same as Outlook’s Save As except Outlook can only save one appointment per operation. PTO is able to save the whole calendar folder at once.

2. Export appointments as vCalendars (iCal (ics); Olson Timezone UTF8) – This is the same as #1 except saving appointments in term of Olson Timezone and UTF8. Olson Timezone is the most widely used time zone system except Windows Timezone. If you export your calendar events to elsewhere such as Google Calendar or other calendar services, then the receiving party will not be able to recognize it and fail the import. Yet, deployment of UTF8 prevents foreign language characters turning into corrupted characters.

3. Export appointments into one single vCalendar (iCal (ics); Olson Timezone UTF8) – Since vCalendar protocol is able to store multiple appointments in one single file, PTO saves the hassle of managing 100s or even 1000s of iCal (ics) files.

4. Export appointments as Excel Document – PTO enables you to output all Outlook calendar events into an Excel file for better viewing purpose with forking in nearly all commonly used fields in Outlook appointments.

Here is a general guideline to export your Outlook appointments:

1. Download Power Toys for Outlook from EVO’s Official website.

2. Close Outlook and run setup.exe with administrator’s privilege.

3. Open Outlook and click on Power Toys ribbon at top.


4. Click on Export appointments.

5. Select your Outlook calendar folder.


6. Click on 1 of the 4 export types as mentioned above.


7. A folder created by date will pop up showing all iCal (ics) files accordingly.


As you can see, exporting Outlook calendar becomes as easy as 1-2-3.

2017/03/13

How to export your Outlook contacts?

Backing up your Outlook contacts offline

In absence of Outlook contact synchronization with address book server or services, people would think about exporting their contacts entries into vCard files (.vcf files), .csv files, .pst files, or Excel files. If you solely work with Outlook, then it is recommended to export them into .pst files for the best import result in the future. 

However, users most likely export Outlook contacts for use on other application or database import. The .csv method is not a good choice because foreign language characters in contacts will be corrupted after exporting. Thus, the best and the most compatible way to export is using vCard method.

EVO staff has once again made some useful Outlook add-in after EVO Collaborator for Outlook. It is called Power Toys for Outlook. This collection of add-ins include a nice Outlook contact export tool. 
There are 5 ways that PTO exports Outlook contacts:

1. Export contacts as vCards (Outlook VCARD 2.1) – This is as same as Outlook’s Save As except Outlook can only save one vCard per operation. PTO is able to save the whole contact folder at once.

2. Export contacts as vCards (VCARD 3.0) – This is the same as #1 except saving vCards as VCARD 3.0 format.

3. Export contacts into one single vCard (VCARD 3.0) – Since vCard protocol is able to store multiple contacts in one single file, PTO saves the hassle of managing 100s or even 1000s of vCard files.

4. Export contacts as Excel Document – PTO enables you to output all Outlook contacts into an Excel file for better viewing purpose with forking in nearly all commonly used fields in Outlook contact entries.

5. Export contacts into one vCard (for Thunderbird) – In reality, vCard files from Outlook have slight compatibility issues if you were to import them into Thunderbird. PTO does some final touches to perfect exported vCard files so the Thunderbird import would go smoothly as expected.

Here is a general guideline to export your Outlook contacts:

1. Download Power Toys for Outlook from EVO’s Official website.

2. Close Outlook and run setup.exe with administrator’s privilege.

3. Open Outlook and click on Power Toys ribbon at top.



4. Click on Export contacts.

5. Select your Outlook contact folder.


6. Click on 1 of 5 export types.



7. A folder created by date will pop up showing all vCard files accordingly.



As you can see, exporting Outlook contacts becomes as easy as 1-2-3.

How to auto BCC in Outlook?

At work, we write many emails every day. When some recipients should receive a carbon copy (CC), Outlook provides a Rules and Alerts feature, which conducts an automated message forwarding to a list of people under certain conditions. However, this feature cannot fulfill our needs to send a blind carbon copy (BCC) to recipients who are not supposed to be reveled in the mail circulation.

To achieve this auto bcc task, we need to implement VBA codes or use a third-party Outlook add-in tool. I think it is too much a hassle to do the coding, so I would rather use an Outlook add-in. One of Power Toys for Outlook’s features is to auto bcc for you. 
It is quite simple and steps are as below:

1. Download Power Toys for Outlook from EVO’s Official website.

2. Close Outlook and run setup.exe with administrator’s privilege.

3. Open Outlook and click on Power Toys ribbon at top.


4. Click on Configure BCC rule.


5. Enter email address(es) under Automatically send BCC to Email addresses:

6. In fields next to From, To, Subject, Body and Attachment name, select operands among equals, not equals, contains one of, contains none of.

7. In fields next to operands, enter keywords for PTO to compare against.

8. Click on SAVE and QUIT.

This is an easy-to-use auto BCC tool. It is a pity that it only manages one rule. Hopefully, future updates will support multiple rules.

How to get Gmail push notification in Outlook?

Outlook enables users to create their Gmail accounts so they can receive emails on Outlook based on IMAP protocol. However, Outlook only checks emails for users every via a scheduled automatic send/receive feature. The shortest time gap is 1 minute.

Is there any way to deploy Gmail push mail notification under Outlook? 

Yes, there is! 
GGNotify from Power Toys for Outlook can check Gmail for you upon its arrival. 
Here is how:

1. Download Power Toys for Outlook from EVO’s Official website.

2. Close Outlook and run setup.exe with administrator’s privilege.

3. Open Outlook and click on Power Toys ribbon at top.



4. Click on Configure Gmail account.

5. Enter your Gmail account.



6. Click on Authorize Outlook to receive Gmail PUSH notification button to proceed OAuth.

7. Customize options below as stated.

8. Click on Save and Quit.

With this Outlook add-in, Gmail will not deliver mails late again in Outlook.

2016/10/17

Configure Gmail account in Microsoft Outlook 2016

Configure Gmail account in Microsoft Outlook 2016

Applies to: Outlook 2016, Outlook 2013, Outlook 2010, Outlook 2007, Gmail, Google Calendar, Google Task

For various reasons, we like to integrate Gmail accounts into Outlook rather than using Gmail on web browsers. At this point, we use free Gmail account as an example to demonstrate on how to create a Gmail account inside Outlook using IMAP and SMTP protocols.
 


Adding Gmail account

Setting up Gmail account in Outlook can be as simple as a few steps below:

1. Click on [File] at top-left




2. Click on [+ Add Account]


3. Click on [E-mail Account] radial and 
fill in your name, E-mail Address and password. Then, click on [Next >] at lower-right


4. After 10 to 15 seconds of auto-discovery, your Gmail IMAP is successfully configured and click on [Finish] to exit [Add Account] window




5. At Navigation Pane to the left, you will see folders for your Gmail account



Unlike some on-premises mail server that requires us to fill in server host name and supporting ports, Outlook is able to auto-detect Gmail configuration settings.

Managing subscribed folders

You can and you should take a look at the list of subscribed folders in your Gmail account, because you do not necessarily need to subscribe them all. For example, subscription to [Gmail]/All Mail folder can be omitted so that you can save a lot of time and bandwidth.


Streamline your Google experience in Outlook

For Outlook users who stick with Gmail accounts, it would be nice to also integrate their Google contacts, calendars and tasks from their Google accounts on Outlook. I personally recommend sync through Outlook add-ins. Since contacts, calendars and tasks are always changing all over the places, life is easier if things are synchronized throughout all your devices.



Surprisingly, it’s the year of 2016 and Gmail still doesn’t provide Push Mail Notification to Gmail account configured under Outlook. After observation for some time, the only way for me to be notified of new incoming mails for IMAP is if I leave the INBOX of my IMAP account selected.



Sync tools on the market

There are about a dozen of Outlook sync tools on the market, such as gSyncit, Companionlink, OggSync, Sync2, SyncMyCal and EVO Collaborator for Outlook. What if we want an all-in-one solution that synchronizes Google contacts and tasks while providing both real-time calendar sync and Gmail Push Mail to Outlook? EVO collaborator for outlook may be the only answer. I’d recommend Gmail users using Outlook as their default desktop mail client to try this add-in.



2016/10/08

Sync Google Calendar and Gmail with Outlook in real-time Push Notification

Sync Google Calendar and Gmail with Outlook in real-time Push Notification

It has been 2 years since I last wrote the article about “How to synchronize Google Calendar with Outlook”. Lots of things have changed since then. Now, many of you already know how to sync Google Calendar and address book with Office 365, Outlook 2016/2010/2013/2007. Today, I am going to update this article and elaborate on how to also sync Google Task with Outlook, how to sync Google Calendar in real-time, and how to sync Gmail’s INBOX under Outlook in real-time using IMAP and Push Notification technology.





To refresh our memories:


Google Calendar Sync: Error syncing your calendar.Error code: 2016.Please see our Help Center for more information.






The above error message started to pop up back in 8/1/2014 when you were trying to use Google’s free Google Calendar Sync for Outlook. The reason was that Google terminated access of this free application to its synchronization services. Instead of providing free services, users must pay to continue using the successor called GASMO (Google App Sync for Microsoft Outlook) while Microsoft still has not yet implemented a way to sync with Google’s contact/calendar/task in its most recent Outlook 2016. Free Gmail users have been looking for an alternative to GASMO on their Outlook even until now.



Push Technology


Other than GASMO matter, I believe that many of you are using Android smart phones. When your Gmail account has e-mails coming in, your smartphone will notify you. Perhaps you are getting so used to it and you do not realize that it is the Gmail Push Email feature doing the job. With this push notification scheme, you can receive emails in real-time. However, when you use Outlook, it is still only designed to check for emails every few minutes. Is there any way for Outlook to also achieve such real-time Gmail INBOX sync?


What is real-time Google calendar sync with Outlook?

Calendar entries you created elsewhere (for example on an android smartphone) are pushed to your other devices or software immediately.  As far as I know, almost all other sync tools still rely on manual or sync-counter to pull new entries from Google Calendar. 


What is Gmail Push Notification?

Gmail’s new email arrivals can be pushed via Gmail Push Notification. When new mails arrived at your Gmail INBOX, Google will send a notification to your device or software. Then, you will hear an alert sound and automatically initiate a quick mail sync for the Gmail INBOX.

Is it possible for us to sync both Gmail emails and Gmail Calendar with Microsoft Outlook in real-time as mentioned above?


Of course, you can! EVO Collaborator for Outlook is handling the jobs for you. Other than synchronizing Gmail contacts and tasks with Outlook, you will experience the advantage of real-time sync upgrade from timer-sync over Gmail Calendar and your existing Gmail IMAP INBOX.


Technology behind EVO Collaborator for Outlook


EVO collaborator for Outlook uses many different Google API, including Google Contacts API, Google Calendar API, Gmail API, Google Tasks API so that Outlook can talk to Google services. Meanwhile, CardDAV and CalDAV are also implemented to make synchronizations with popular CardDAV and CalDAV services possible, such as iCloud, Synology, Yahoo!, GMX, ownCloud and etc. 


Recap of ECO sync with Google contacts, calendars and tasks

1. Download and install EVO Collaborator for Outlook with Run as administrator

2. Open Outlook 2007/2010/2013/2016 and click on EVO ribbon



3. Click on Configure profile and select Profile #6 



4. Enter your Gmail account (if you have Gmail configured in Outlook, your Gmail account is auto-detected and listed in the email space) and click on TEST to proceed Google OAuth 



5. Once authenticated, click on Apply and Quit to leave Confgiure profile window. Synchronization will take place. Be sure to click on Calendar/People/Tasks section at lower-left within Outlook and you will find your contact/calendar/task entries inside Gmail contacts/Gmail calendar/Gmail task respectively.




An ultimate and complete Gmail companion for outlook is finally here.

With ECO’s Google contacts/calendar/tasks sync as well as Google Calendar Push Notification and Gmail Push Notification on Outlook, now Microsoft’s Outlook and Google’s Gmail are now finally like a family.