Top Producer Outlook Sync allows you to sync your contact details between Top Producer and Outlook. After you have completed the initial setup, select which of your existing contacts you want to sync by adding contacts to the sync list.

Once this is complete, syncs will occur automatically at scheduled times. The following contact details will be synced between Outlook and Top Producer:

  • Name (including spouse)
  • Company name and job title
  • Phone numbers/email addresses
  • Associated websites
  • Birthday
  • Home address information
  • Note: If you make changes to the same contact in both applications between syncs, the changes made in Top Producer will be used and the Outlook changes will be disregarded. For more information, see the Outlook Sync FAQ.

In addition to the above items that are synced, the following items will be copied from Outlook to Top Producer during the initial sync:

  • Business/other addresses
  • Assistants/children
  • Notes
  • Note: The above 3 items will not be synced, but rather copied from Outlook to Top Producer during the initial sync. These items will not be copied from Top Producer to Outlook, nor will they be copied if the contact’s details are already being synced.

Adding Contacts to the Sync List in Top Producer

If you selected the Always Add to Sync options (see below) during setup, new contacts/leads will automatically be set to sync. However, before existing Top Producer contacts are synced, you must manually add them to the sync list.

contact-sync-options

Note: Regardless of the Always Add to Sync options you select, contacts you import will never automatically be set to sync. See the Outlook Sync FAQ for quick steps on how to set imported contacts to sync.

To add contacts to the sync list in Top Producer:

  1. In Top Producer, go to Contacts > Contacts Summary.
  2. From the Contacts Summary page (shown below), select the contacts you want to sync, and then click Sync > Add to Sync.
  3. add-contacts-sync-tp

Tip: You can also add contacts to the sync list from the Contact Record (by clicking outlook-icon in the header) and by performing a search for the contacts and then clicking More Options > Add to Sync.

Adding Contacts to the Sync List in Outlook

When you first set up Top Producer Outlook Sync, you selected the Outlook folder that contains the contacts you want to sync (see below). All of the contacts in the selected folder—including any new contacts you add to this folder—are automatically set to sync. You don’t need to manually add contacts to the sync list in Outlook.

add-contacts-sync-outlook

Important: It is not recommended that you change this folder after the initial setup, as data issues can occur.

Determining Which Contacts are Syncing

In Top Producer, contacts that are set to sync with Outlook will display the Sync google-icon icon in the Contact Record and the Cloud icon in the Contacts Summary.

contacts-summary-sync-icon
 

In Outlook, all of the contacts in the folder you select will be synced. To view the contacts that are set to sync in Outlook, simply view the contents of the folder you selected during setup.

If you aren’t sure which contact folder is set to sync, follow these steps:

  1. If using:
    • Outlook 2010 or 2013: Go to File > Options > Add-Ins. Click Top Producer Outlook Sync > Add-in Options.
    • Outlook 2007: Go to Tools > Options. Click the Top Producer tab.
  2. The folder set to sync appears in the Sync folders section.
  3. outlook-sync-folders

Removing Contacts From the Sync List

In Outlook, all of the contacts in the folder you select will be synced. To prevent a specific contact from syncing, you can move that contact to another folder in Outlook.

In Top Producer, you can remove a contact from the sync list, preventing any future changes from being synced.

To remove contacts from the sync list in Top Producer:

  1. Go to Contacts > Contacts Summary.
  2. Select the contacts, and then click Sync > Remove from Sync.