Microsoft Extensions

Supported Microsoft applications

Datto has created and is supporting the following extensions to Microsoft applications:

Comparison between Outlook and Exchange

The Autotask MS Outlook Extension and the Autotask MS Exchange Extension perform many of the same functions, but there are differences in the way Autotask synchronizes between these extensions.

  • In general, the Exchange extension is an automated, system administrator-controlled way to synchronize Autotask calendar and contact data to users' Outlook calendar and contacts folder.
  • The Outlook Extension also synchronizes Autotask calendar and contact data, but gives users more control over a manual synchronization process.
Autotask MS Outlook Extension Autotask MS Exchange Extension
Synchronization  
Autotask user must set up and control synchronization interval. Synchronization interval is an MS Exchange integration setting configured for all users by the Autotask Administrator. The minimum synchronization interval is 10 minutes, but actual synchronization time may be longer, depending on other items queued up at the MS Exchange Server.
Get calendar items from Autotask (manually, when launching or closing Outlook, or in scheduled intervals). Synchronize calendar items from Autotask (automatically, as per synchronization interval configured by the Autotask Administrator).
Synchronization will occur only if Outlook is open for the Autotask user. Synchronization occurs at scheduled intervals and does not require that Outlook is open.
User controls what items are synchronized, within the limits established by the Autotask Administrator:

• Appointments (from Outlook and Autotask)
• Contacts (from Outlook and Autotask)
• To-Dos (from Autotask)
• Service Calls (from Autotask)		 User controls what items are synchronized, within the limits established by the Autotask Administrator:

• Appointments (from Outlook and Autotask). Private Outlook appointments will transfer to the Autotask calendar with only "Appointment" as the name. Only the date and time is transferred, not the details.
• Contacts (from Autotask ONLY)
• To-Dos (from Autotask)
• Service Calls (from Autotask)
Contacts  
Get all Autotask contacts or Autotask Contacts I am the Account or Opportunity Owner for (as per Outlook Extension configuration)

NOTE  To synchronize contacts in Outlook when MS Exchange is enabled, use the configuration settings specified in Synchronizing contacts in Outlook with the MS Exchange Extension enabled.

 Synchronize contacts from Autotask (automatically, as per synchronization interval configured by the Autotask Administrator).
Send selected Contacts to Autotask (disabled if MS Exchange is also enabled for same user) Not available. The MS Exchange Extension does not support sending contacts TO Autotask.
Appointments  
Send recurring appointments to Autotask (where they display recurrence symbol and can be deleted as a group). Send recurring appointments to Autotask (without recurrence symbol).
Must manually send selected appointments to Autotask.

NOTE  This is disabled if the MS Exchange Extension is also enabled for same user.

 Option to synchronize all appointments from Outlook to Autotask with full or no appointment details. Private Outlook appointments will transfer to the Autotask calendar with only "Appointment" as the name. Only the date and time transfer, not the details.
Installation and Setup  
Client download and installation to each workstation PC is required.

Download available on the Downloads page in Autotask: > Admin > Features & Settings > Application-wide (Shared) Features > Downloads > MS Outlook Extension for Autotask. Refer to Downloading and installing the MS Outlook Extension.		 MS Exchange Extension page is available for configuration in Autotask ( > Admin > Extensions & Integrations > Microsoft Extensions > MS Exchange). Also, an Autotask Administrator creates a special synchronization account in MS Exchange (requires MS Exchange administrator assistance).

The extension works with:

  • 32-bit: Outlook 2007/Outlook 2010/Outlook 2013/Outlook 2016/Outlook 2019
  • 64-bit: Outlook 2010/Outlook 2013 (v3.1.7)/Outlook 2016/Outlook 2019
 Works with all MS Exchange client devices Your Autotask instance may be configured to use one of the following terms instead: Asset, Configuration Item, Installed Asset, Installed Product. and applications, including Outlook Web Access (OWA), PDAs, and all mail clients supporting MS Exchange.
• Add CRM To-Do
• Add Contact
• Add Contact Note
• Add Contact Note from email
• Enter Project Time
• Add Project Note
• Add Project Note from email
• Add Task Note
• Add Task Note from email
• Enter Start/Stop Time
• Add Service Call
• Add Ticket
• Add Ticket from email
• Add Ticket Note
• Add Ticket Note from email

To enable contact synchronization in Outlook, for all contacts or contacts that the user is the "Account Manager or Opportunity Owner for" (as specified in the MS Outlook Extension configuration), you must enable contact integration in the MS Outlook Extension and turn off contact synchronization in the MS Exchange Extension .

Enable contact integration for the Autotask MS Outlook Extension

  1. In Outlook, select Options from the Autotask menu.
  2. In the MS Outlook Extension Options window, select the Contacts tab.
  3. Select the Enable Contact Integration check box.
  4. Complete other settings as desired.

Turn off contact synchronization for the MS Exchange Extension

These instructions apply to applications where the MS Exchange Extension is already configured. If you are setting up the MS Exchange Extension for the first time, refer to the Configure MS Exchange topic for your version of MS Exchange.

  1. Log into Autotask as an administrator (this user should also be proficient with MS Exchange Server).
  2. Select > Admin > Extensions & Integrations > Microsoft Extensions > MS Exchange. The MS Exchange configuration page opens, with three tabs for configuring the extension.
  3. On the Synchronization tab, under Export Autotask Items to Exchange, locate Allow Contacts where resource is account manager or opportunity owner.
  4. If this option is selected, clear the check box.
  5. Click Save and exit the extension.