8/27/2017 1

Microsoft Outlook Sync

To navigate directly to the section in the manual, click on the bold section in the

manual Table of Contents and it will take you to the section

Overview............................................................................................................................pg 2

Set-Up / Installation...........................................................................................................pg 2

Contact Sync.....................................................................................................................pg 5

Calendar Sync.........................…………………………............………………….…………..pg 6

Email Sync................................…………………………............………………….…………..pg 8

8/27/2017 2

Outlook Sync Overview:

With the enhanced Microsoft Outlook integration, not only can you send emails,

contacts and calendar appointments through Sherpa into Outlook, but you can have

Sherpa automatically sync emails, contacts and updated calendar appointments into

Outlook (or vice versa, from Outlook into Sherpa) once they have been marked to sync.

Just prompt Sherpa to sync and any incoming emails, contact names or calendar

appointments will automatically send and update each other whether you update

them in Sherpa or Outlook. This feature is compatible with Sherpa SQL databases, and

Outlook 2007and newer.

Set-Up / Installation:

Before installing the Microsoft Outlook integration, a Compass Administrator will need to

go to the Database Maintenance tab in the Control Panel and make sure the Outlook

Sync Add-In option is installed. If you do not see this option here, click the Upgrade

Now button and let the Database Maintenance run.

An administrator will also need to give Outlook Sync permissions in the Manage Users

area by checking the Allow Outlook Sync option for anyone you would like to have

permission to use this feature.

Once the Administrative settings have been made, the Outlook Add-In will need to be

installed for each user. From the user’s individual workstation, open a web browser and

8/27/2017 3

go to outlookupdate.sherpasync.net (do not put www. in front of the website) and click

the Install Button at the bottom of the page.

*Please note this Add-In must be installed on each user’s individual workstation in order

for each user to get syncing capabilities between Sherpa and Outlook.

Select Save File when prompted, and then Run.

Once you open Sherpa on the user’s computer, you will see a symbol of a Compass in

the computer tray letting you know that Sherpa is running. You will then need to right

8/27/2017 4

click on the Compass icon in the user’s computer tray, go to the Outlook Sync Settings

option, and check the box to ‘Sync User.’

You can also see in this area the last time a Sync occurred (Last Sync Date field), and

whether the user has Outlook sync permissions set in the Manage Users Area (the

Allowed To Sync field will say Yes or No).

Sherpa will automatically sync with Outlook based on the time

intervals you choose hours, as long as Sherpa is open. Outlook does not need to be open.

To set the times, go to Outlook Sync on the top tool bar of the

Home Page and choose the sync times.

However, the user can always force the sync to occur at any time

by right clicking the Compass symbol in the computer tray and

choosing "Sync Outlook Now.” There is also an Outlook Sync option

on the top toolbar of the main Home screen in Sherpa where the

user can choose to Sync Outlook Now and also view the Outlook

Sync Settings.

You may also get a notification that Updates are available - right

click the Compass icon and choose the "Update Available" option

to download any Sherpa software updates. For previous Compass

Sherpa users, this replaces the pop-up window you would normally

8/27/2017 5

get upon log-in notifying you there is an Update Available.

As previously stated, Outlook does not need to be open for an automatic sync to take

place. When you first sync it will go back 14 days and pull in items to sync. Once installed and going forward it will pull items at the scheduled times you have opted to use. Anything in Outlook that was brought in by the Sherpa Sync Option will have a

Category assigned to it, labeled SHERPA SYNC and will be a dark blue color.

Make sure you have "Categories" turned on in Outlook emails, calendar, and contact

items if you want to see what was a Sherpa item synced into Outlook.

Activities in Compass will also be colored blue showing it is a Synced item with Outlook.

Contact Sync:

From Sherpa to Outlook:

To sync a contact created in Sherpa over to Outlook, click the Sync with Outlook

checkbox to Sync with Outlook and any changes that may be made to the contact.

To stop syncing the contact with Outlook, uncheck the checkbox. When syncing to

Outlook, only the first name, last name, and email address will sync.

If you would like emails to sync to and from this contact also check the Auto Sync

Emails checkbox.

8/27/2017 6

From Outlook to Sherpa:

Synced Contacts will be saved into the Contacts Tab in the Accounts area in Compass

Sherpa. When Compass Sherpa and Outlook are both open, you will see the Sherpa

Outlook Sync footer at the bottom of any Contact Card you open.

1) To minimize or maximize, click the - or + in the upper left corner of the footer

2) To sync the contact into Sherpa, click the Sync this Contact with Sherpa check box

3) To automatically save any future emails that are received from the email address

listed for the contact, check the Auto Sync Incoming Emails check box

4) Search for the account in Sherpa you want to sync the contact to by entering in any

part of the Company Name, Contact Name, Address or City and double click on

the company from the list below. You will see the name of the account appear in

blue text next to "Account:" letting you know which account the contact will be

synced with.

5) To clear the filter and see all accounts, click the Reset Filter button

6) To Save these settings, click on the Save Changes button

7) To stop syncing auto incoming emails for this contact, unclick the Auto Sync

Incoming Emails check box and click Save Changes to revert this auto syncing.

8/27/2017 7

Calendar Sync:

From Sherpa to Outlook:

To Sync a calendar item to Outlook that was created in Sherpa, click the Sync with

Outlook button in the Sherpa Activity to sync that activity and any future changes

made to it. To stop syncing the activity at any time, check the Stop Syncing box.

Please note the Send to Outlook Calendar button (a one-time send feature) is irrelevant

for any activities that are marked to Sync with Outlook (which will send as well as sync).

If an event that is syncing is deleted from Outlook, and not from Sherpa Activities, it will

keep syncing back to Outlook until the Stop Syncing checkbox is checked within the

activity in Sherpa.

Compass now has an additional module, that by request, can be turned on allowing

you to switch the appointment to a meeting invite when selecting the Send to Outlook

Calendar button You will see a list of all reps in Sherpa as well as contacts within the

account to select who you want to send out the meeting invite to. When you submit it,

8/27/2017 8

instead of just sending to your Outlook Calendar it will send to the calendar of everyone

selected you’ve chosen to invite.

From Outlook to Sherpa:

Synced calendar items will be saved into the Activity Tab in the Accounts area. When

Compass Sherpa and Outlook are both open, you will see the Sherpa Outlook Sync

Footer at the bottom of any Calendar item you open or add as new.

1) To minimize or maximize, click the - or + in the upper left corner of the footer

2) To sync the calendar appointment, and then continually sync any changes that are

made to the calendar item, click the Send to Sherpa check box

3) Select the Sherpa Activity type from the drop down list

4) Search for the account in Sherpa you want to sync the activity to by entering in any

part of the Company Name, Contact Name, Address or City and double click on

the company from the list below. You will see the name of the account appear in

blue text next to "Account:" letting you know which account the activity will be

synced with.

5) To clear the filter and see all accounts, click the Reset Filter button

6) To Save these settings, click on the Save Changes button

8/27/2017 9

Email Sync:

From Outlook to Sherpa:

Emails in Outlook can be synced to Sherpa in two ways, either as a single email that is

sent as a one-time sync or as an automatic sync for any incoming emails received from

a specified contact.

Please note that syncing emails from Outlook to Sherpa is only possible with incoming

emails from your Inbox and is not possible with outgoing emails in your Sent Items.

To Set Up a Single Synced Email:

1) Open the email you wish to sync from your Inbox

2) To minimize or maximize the footer, click the - or + in the upper left corner

3) To sync the email, click the Queue for Sync check box

4) Search for the account in Sherpa you want to sync the email to by entering in

any part of the Company Name, Contact Name, Address or City and double

click on the company from the list below. You will see the name of the

account appear in blue text next to "Account:" letting you know which

account the email will be synced with.

5) To clear the filter and see all accounts, click the Reset Filter button

6) To Save these settings, click on the Save Changes button

7) Close the email, and once the Sherpa sync has taken place you will then see

that the Sent to Sherpa box has been checked (you are unable to check this

box yourself as it is a system function).

To Set Up Ongoing Automatic Synced Emails:

The instructions for this are explained above in the Contact Sync section of how

to sync a contact From Outlook to Sherpa. Refer to Step 3 listed in red text as

there is a box within the Sherpa footer of the Outlook Contact that can be

checked to Auto Sync Incoming Emails from that contact.