Save Outlook Meetings to Ungerboeck (Appointments)

You can push Outlook Meetings to Ungerboeck using the Outlook Add-In. Outlook Meetings pushed into Ungerboeck are called Appointments. 

You can also create Appointments directly in Ungerboeck from either the Accounts or Contacts screen. You can view an account or contact's appointments using the Appointments tab on the Accounts or Contacts screen. Appointments are only connected to accounts or contacts; you cannot connect them to Ungerboeck events.

Outlook Meetings require attendees and are saved as Appointments in Ungerboeck. Outlook Appointments do not have attendees, and you cannot push them to Ungerboeck.

The following rules are used when pushing an Outlook Meeting to create an Ungerboeck Appointment:

  • Only the Outlook Meeting organizer (the person who creates the Outlook Meeting) can push the Outlook Meeting to Ungerboeck.
  • Only the Outlook Meeting organizer can make changes to the Outlook Meeting in Ungerboeck.

Before pushing Outlook Meetings to Ungerboeck, you need to:

After you have configured Ungerboeck, you can:

Configure Appointment Statuses

Appointment statuses track the progress of an Outlook Meeting, such as Firm or Cancelled. You need to make any changes to a meeting, other than cancelling it, in Outlook and then re-push it to Ungerboeck.

  1. Click the Appointment Statuses link from the Main Menu. The Appointment Statuses screen opens.
  2. Click the Add button. The Add Appointment Status screen opens.
  3. Enter the necessary information:
    • Description - Name of the status.
    • Weight - Controls the order the status displays in the drop-down. Statuses display from lowest to highest numeric order.
    • Text Color - Color of the text when the status displays in drop-downs and on screens throughout Ungerboeck.
    • Background Color - Color of the background when the status displays in drop-downs and on screens throughout Ungerboeck.
    • Active - If checked, the status is available for selection.
  4. Select the Additional Information tab.
  5. Check all the designations which the appointment status applies. 
  6. Click OK. Repeat steps 2-6 to add additional appointment statuses.

Configure Appointment Types

Appointment types classify the Outlook Meeting in Ungerboeck. Some examples include Conference Call or On-Site Visit.

  1. Click the Appointment Types link from the Main Menu. The Appointment Types screen opens.
  2. Click the Add button. The Add Appointment Type screen opens.
  3. Enter the necessary information:
    • Description - Name of the appointment type.
    • Active - If checked, the appointment type is available for selection.
  4. Select the Additional Information tab.
  5. Check all the designations which the appointment type applies.
  6. Click OK. Repeat steps 2-6 to add additional appointment types.

Configure a Note Class

You can configure a note class used specifically for Outlook Meetings or you can use an existing note class. To configure a new note class, see Note Classes.

Install and Configure the Outlook Add-In

To push Outlook Meetings to Ungerboeck, you must install and configure the latest Outlook Add-In. See Microsoft Outlook, Office & Excel Reporting Add-In Install for more information. Prior to installing a new Outlook Add-In, you must uninstall any previous version.

Configure the Outlook Add-In from Ungerboeck

  1. From within Ungerboeck, click the Outlook Add-in Configuration link from the Main Menu. The Outlook Configuration screen opens.
  2. Select the Appointments tab.
  3. Select the Ungerboeck appointment status to assign to the Outlook Meeting based on the Show As status set on the Outlook Meeting. The Outlook options are: Free, Working Elsewhere, Tentative, Busy and Out of Office. If a status is not selected, then you cannot push Outlook Meetings with that Show As status into Ungerboeck.
  4. Select the Ungerboeck appointment status to assign to cancelled Outlook Meetings from the Cancel drop-down.
  5. Select the Note Class for the note that is included with the Outlook Meeting when it is pushed to Ungerboeck from the Default Note Class drop-down.   
  6. Click OK.

Save an Outlook Meeting to Ungerboeck

  1. Open the Outlook Calendar.
  2. Click the New Meeting button. The Meeting screen opens. Clicking Add Appointment button does not allow you to save the appointment in Ungerboeck.
  3. Enter the meeting details. Add at least one attendee. Location is not required to save a meeting. Once you add an attendee, the Ungerboeck tab appears in the ribbon.
  4. Send the meeting request.
  5. Navigate to the meeting in your Outlook Calendar.
  6. Double-click to open the meeting.
  7. Select the Ungerboeck tab in the Outlook ribbon. If the Ungerboeck tab does not display, verify the Ungerboeck check box is checked in the Customize Ribbon screen (File -> Options -> Customize Ribbon).
  8. Click the Post to Ungerboeck button. The Post to Ungerboeck screen opens.
  9. Select the account and/or contact where the Outlook meeting needs to be saved.
  10. Add a meeting description, appointment type and note, if desired.
  11. Click OK. The Outlook screen opens.
  12. Click Send. The meeting is saved in Ungerboeck on the Appointments tab for the account and/or contact selected in step 9.

Once an Outlook Meeting is saved in Ungerboeck, you need to re-push the meeting to Ungerboeck if there are any changes to the Outlook Meeting. The exception is if the meeting is cancelled. In that case, the status automatically updates in Ungerboeck.

View and Edit Outlook Meetings in Ungerboeck

To view the Outlook Meeting in Ungerboeck, navigate to the account and/or contact for the Outlook Meeting and select the Appointments tab. If you are the meeting organizer, you can edit the meeting in Ungerboeck by right-clicking on it and selecting Edit. 

Cancel an Outlook Meeting

Cancelling an Outlook Meeting automatically updates the status in Ungerboeck to the status selected in step 4 of Configure the Outlook Add-In from Ungerboeck.

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Comments

18 comments

Date Votes
  • Sherri Hines

    The link to the ftp site does not work.

    I logged into my ftp site but I don't know what version of the Outlook add-in we are looking for.  Please state the version number.

    Thanks,

    ---Sherri

    0 upvotes

  • Kris Corrigan
    • Edited

    I have downloaded the latest outlook add-in and plus outlook add-in, created the appointment as noted above, upon going to the appointment and the Ungerboeck ribbon not showing, when I am adding this the tick box is active but the ribbon is still not showing on the appointment.

    Any idea why this might be.

    Thanks

    Kris

    0 upvotes

  • Carrie Spalding

    Sherri, I've corrected the link, my apologies on that.  Currently the most current version of the Add-In available is the 2090_Plus_Ungerboeck Outlook Add-in, modified on 8/31/17.

    --Carrie

    0 upvotes

  • Carrie Spalding

    Kris, are you using the 2090_Plus version?  And did you first uninstall the Add-In version you were using?

    I will update the article to include that step (removing any old versions before installing the new).

    --Carrie

    0 upvotes

  • Sherri Hines

    Ok, I have that version installed but I don't have the Ungerboeck option on the ribbon to add.

    Where do I find this?

     

    0 upvotes

  • Kaitlyn Batliner

    Hi Kris,

    A couple things to double check. First, after installing the new Outlook Addin, I would recommend closing Outlook and reopening. Second, make sure the Addin is not disabled (I have had this happen to me before. In Outlook, go to File >> Options >> Add-ins >> make sure Ungerboeck Outlook Add-in is listed under Active Application Add-ins). Lastly, please double check and make sure that in Outlook, you are adding a Meeting. Appointments in Outlook cannot be pushed to Ungerboeck.

    Thanks,

    Kaitlyn Batliner

    Consultant

    0 upvotes

  • Carrie Spalding

    Sheri,

    This happened to me too, so try this before we decide there's a bug: Click "Add a New Meeting," and add an Attendee, any Attendee.  Does "Ungerboeck" then show in your ribbon?  

    Let me know!

    --Carrie

    0 upvotes

  • Kris Corrigan
    • Edited

    Thanks Carrie

    Kaitlyn - It was uninstalling the previous version and installing the plus add-in where I was going wrong.

     

     

    0 upvotes

  • Sherri Hines

    Nope

    0 upvotes

  • Carrie Spalding

    Okay, then I'm sorry that didn't work and would suggest a call to support so they can check any and all configurations.

    Thanks!

    --Carrie

    0 upvotes

  • Kris Corrigan

    Carrie -  how does cancellations work, I cancelled the appointment in outlook but no ribbon is displaying to post to Ungerboeck and once deleted this doesn't delete within Ungerboeck, you cant delete the appointment in Ungerboeck without doing so via outlook

    0 upvotes

  • Carrie Spalding

    Kris,

    Once you cancel the meeting in Outlook it should automatically change the status of an appointment in Ungerboeck to cancelled, as well.  You don't have to push it to Ungerboeck for a cancellation.  If you are not seeing that functionality, please call Support and let's have them verify everything is configured correctly.

    Thanks,

    Carrie

    0 upvotes

  • Levin Shum

    Hi there,

     

    Wondering if there's a way to push Outlook Meetings into Ungerboeck as a new Event? If not, is this feature on the road map? Just curious as my team asked me that.

     

    Thank you,

    Levin

    0 upvotes

  • Sean Tame

    Hi Levin,

    There is an Outlook Room Booking module but I cannot seem to find any reference to it on this forum??

    0 upvotes

  • Lee Tickett (Tickett Enterprises Limited)

    Does this discussion help https://supportcenter.ungerboeck.com/hc/en-us/community/posts/115009177748-Appointments-and-Outlook-integration ?

    0 upvotes

  • Levin Shum

    Thank you Sean for the information. I will submit a ticket to ask for some info on the Outlook Room Booking module.

     

    Hi Lee, I looked at the discuss there. It seems that it is creating an Appointment in Ungerboeck when pushed from the Outlook Meeting, but it does not create a new event in Ungerboeck. Is it correct?

     

    Thank you,

    Levin

    0 upvotes

  • Ellie Davis

    Hi, can this work in reverse (UB Appointments be sent to Outlook calendar)?

    0 upvotes

  • Ryan Canny

    Hi Ellie,

    At this time it is not possible from Ungerboeck appointments to be sent to the Outlook calendar. I would suggest you post in our General Product Ideas page (link below) so our Product Management team can review this as a possible future enhancement.

    https://supportcenter.ungerboeck.com/hc/en-us/community/topics/360001795413-General-Product-Ideas 

    Thanks,

    Ryan

    0 upvotes

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