How to sync tasks between Outlook and Capsule CRM?

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Start syncing Outlook and Capsule CRM tasks two-way with SyncPenguin! We ensure you stay up to date with all your work across all apps used.

Outlook connector can be used to sync tasks of work and personal Microsoft accounts, including:

Cloud Office 365 (Microsoft 365)
Outlook.com
Hotmail
Skype
MSN

With SyncPenguin you can:

Merge historical task data (existing tasks).
Add filters, conditions, and custom rules to the sync.
Add custom task fields to the field mapping.

This guide explains in detail how to create, configure and start the sync.

If you'd like to start syncing right away, feel free to create an account and set up the sync on your own. Go back to the guide in case of any ambiguity or questions. You can also contact us for any questions, requests, or feedback.

Step 1. Create a SyncPenguin account

The first step is to create a SyncPenguin account. We offer a free 14-day trial (without a credit card) to make sure everything works well before your commitment. Please follow the link below to create an account.

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Step 2. Create the sync

The next step is to create a sync in the Synchronizations section of the dashboard by clicking the + New sync button. You'll see a wizard page, where you have to do the following three steps:

Choose Personal Outlook To Do Tasks for the first app.
Then choose Capsule Tasks for the second app.
Then select syncing direction.
Then click the Create button.

Step 3. Provide access to Outlook and Capsule CRM

Now that your sync is created, the next important step is to grant SyncPenguin access to your task data. You'll see two Account sections for both apps involved in the sync. Below we explain how to connect and configure accounts.

How to connect Outlook?

The Personal Outlook To Do Tasks account connection section will look like this:

How to connect Capsule CRM?

The Capsule Tasks account connection section will look like this:

Please make sure both apps are properly connected before starting the task sync.

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If you're concerned about the security of your private data, please check out the Security Practices page.

Step 4. Sync settings

In the Sync settings section you have the ability to adjust some of the default properties of your integration flow:

The name of your sync.
Sync direction (two-way or one-way).
Sync interval (by default the sync is triggered every 10 minutes).

Additionally, in Field mappings & rules you can customize the way task data is mapped between the apps, or add some filters or custom rules to the sync behavior. This is done using our simple no-code visual interface, which allows you to do both simple adjustments as well as implement complex custom scenarios.

You can learn more about our customization interface here.

Step 5. Start the sync

The last step is to start the sync. To do that, click the Start syncing button.

You'll then be prompted with the following four options:

Only sync new data, meaning anything that will be added or updated starting from now.
Merge all historic data two-way: take all Personal Outlook To Do Tasks and Capsule Tasks and merge them together. Any data that already exists on both apps should be merged instead of creating a duplicate.
Merge Personal Outlook To Do Tasks to Capsule Tasks: take all Personal Outlook To Do Tasks and add/merge them to Capsule Tasks.
Merge Capsule Tasks to Personal Outlook To Do Tasks: similar to the previous option but in the opposite direction.

We'll be checking every 10 minutes for changes in your data.
What should we do initially with already existing tasks?

Nothing, just sync new tasks Merge all tasks two-way Merge Outlook → Capsule CRM Merge Capsule CRM → Outlook

Please note that initial merge might take some time to complete

We recommend backing up important data before merge

Once you make your choice, just click Start syncing. In case you decide to do the initial merge, it'll be instantly queued. Once it's done, we'll be checking for task changes every now and then (depending on the sync interval specified) and syncing accordingly. Each sync execution can be seen in the Sync history at the bottom of the sync page.