Synchronizing an Event

If a Calendar Synchronization Type is selected in your IQ System Configuration Settings, then you can synchronize new or existing IQ events directly to a Microsoft Outlook calendar or with iCalendar (i.e. .ics files). Once you've set up an event user for synchronization, the necessary actions and options will be available for this process. You can synchronize events on your own calendar as well as those on all calendars to which you have access. Note: IQ will prompt you to enter your network domain, user-id and password for the first synchronized event for each IQ login session or you can store your login credentials until your network password expires or up to 60 days, whichever occurs first.

To synchronize an event:

Add an event or search for the event you want to synchronize.

If you've added an event, select the Save and Sync action (instead of the Save and Close action) on the New Event page to save the event and synchronize it with Outlook. Note that if the new event does not contain a date, IQ will display a message that unscheduled events cannot be synchronized.

If you've found an existing event or events, on the Daily Schedule page or Search Results page, select the check box next to the event or events you want to synchronize and then select the Synchronize action.

The event is immediately synchronized to your Outlook calendar, and the Synchronization Status column on the Daily Schedule page is updated to reflect the synchronization. If your search results include events for multiple calendars, synchronization occurs for all selected scheduled events (those with a date) for those calendars for which you have synchronization access.

The following fields are synchronized: Date, Begin Time, End Time, Summary, and Notes, as well as the address, city, state and zip code information. If the IQ Event contains an attached file, it will be attached to the Outlook event when synchronized. If the IQ Event does not contain an End Time, the synchronized Outlook Event will contain and end time that is 30 minutes after the Begin Time. The End Time will remain empty in the IQ Event unless it is manually updated. Data is required in the Date and Summary fields in order for synchronization to take place, however, if HTML formatting is used in these fields, the HTML tags will appear in Outlook when the Event record is synchronized. Synchronization occurs regardless of the event's status. The event is synchronized with Outlook all calendars if those users are set up for event synchronization.

When events fail to synchronize, you'll receive a notification message to that effect. A note regarding the non-synchronization of the event to a calendar also appears on the Event Record page and in the Synchronization Status column on the Daily Schedule page.

When an event has been edited but not re-synchronized, a red Not re-synchronized since last edit message appears in the Event record and in the Synchronization Status column on the Daily Schedule page.

Other options for event synchronization include:

Synchronizing recurring events – Click the Recurring Events submenu link and add or access the parent event. In the Recurring Event record, select the Save and Sync action. All events are synchronized and appear on all calendars and all days for which they've been scheduled.
Editing synchronized events – Access and edit the event and select the Synchronize action. Any changes you make are reflected in the Outlook calendar.
Deleting synchronized events – Delete the event from the Event record, the Daily Schedule page, or the Search Results page. The event is removed from both the IQ and Outlook calendars.
Removing synchronized events from Outlook – Select the Remove from Outlook action on the Event and Recurring Record pages and the Daily Schedule page. This action allows you to remove a synched event from the Outlook Calendar(s), but not remove it from the IQ Calendar(s). When you use this action, IQ places an entry in the Status Log to indicate that the synched Event has been removed from Outlook.