Preferences - Users - Sync

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ArchiOffice offers synchronization with Microsoft Outlook, Microsoft Entourage, Apple Mail (or AppleMail), Apple Contacts (or Address Book) and Apple Calendar (or iCal). Use the synchronization preferences on this screen to set each Mac or Windows program configurations for the selected user. For more on data synchronization with Apple products, read the whitepaper.




Go to Contact Record :

Click to go to the contact record for the selected user.


Add New User :

To add a new user account to the Users pane on the left, click . You will be prompted to enter the person's user name, login name, password, and initials. The administrator will then be able to enter user account details for this new user.



Select this check box to assign one of the ArchiOffice user licenses to a selected user.



This column displays the user names.



This column displays a user's status (for example, active, on leave, or terminated.).



Select a work group from this drop-down list to which you would like to assign a selected user. The user will inherit all the privileges of that work group.


Delete :

Click to delete a user. You can see this after selecting or hovering over the user row.


User Filter

The User Filter options provide a convenient method to quickly limit what users are being displayed in the Users list.



Use these options to search for users based on parts of their names.



Select one or more of these check boxes to filter the list by a user's status (that is, active, on leave and terminated).



Make a selection from this drop-down list to filter users by work group.


Synchronization & Email Options

Auto Archive emails on Sync:

This option gives you the flexibility of auto archiving synced emails in the Mac email program (Apple Mail only). The synchronization tool will create a replica of the ArchiOffice folder (called ArchiOffice_Synced) and its sub-folders, and move all the synced emails to the respective mailboxes in the cloned hierarchy. When you sync 100 or more emails, those which have already been synced will get transferred from the main ArchiOffice folder to the archived email folder and the process of syncing will start from the newly added emails rather than all the emails from the start.


Upload email attachments on server:

When syncing emails into ArchiOffice, if this check box is selected, file attachments are added to the ArchiOffice document storage folder. If this check box is not checked, email attachments are not added.


Use Synchronization:

Select this check box if the user should be allowed to synchronize.


Sync Contacts/Emails/Events:

Select one or all of these check boxes to specify the default synchronization options for a selected user. For example, the user might not want to sync their contacts each time, as these rarely change. When you sync emails, they sync against ArchiOffice contacts (both to and from), not just against the projects.


A date and time stamp of the most recent synchronization process displays adjacent to each of these fields. Click to clear this detail.


Mac Email/Contacts/Event Client:

Mac users should have their preferred applications selected for each item type. For example, for events, the Mac user can choose either Entourage or Apple Calendar/iCal. There is no harm in changing your mind later and deciding that you want to begin using Apple Calendar instead of Entourage. However, all the events that were syncing with Entourage will now need to be synchronized with Apple Calendar.

    1. Apple Calendar and Apple Contacts users should note the following:

      • You can add an ArchiOffice contact to Apple Contacts; however, if you edit the contact in Apple Contacts, it will update ArchiOffice on the next synchronization. During this synchronization to update ArchiOffice the Salutation field is dropped (that is, in ArchiOffice it will now be blank). It does not matter if the change in Apple Contacts had anything to do with the Salutation field.

      • If you create an event in ArchiOffice with a start time of 12:xx p.m. (that is, anytime from 12:00 p.m. to 12:59 p.m.) and send the event to Apple Calendar, the event is created in Apple Calendar. However, when you modify the event in Apple Calendar (for example, dragging it to a new day), it will update ArchiOffice on the next synchronization. During this synchronization, the start time in ArchiOffice is changed to 12:xx a.m., even though the start time is still 12:xx p.m. in Apple Calendar.

      • When you add an ArchiOffice contact to Apple Contacts, the field labels will be as follows:Work for the top three phone numbers, Email 1 - 3 for the top 3 email fields, Work Fax for the fax number, Mobile for the cellular number, and HomePage for the URL or web address. Do not change these labels in Apple Contacts. If you do, the phone numbers in ArchiOffice will be deleted.

PC Client:

Select the Outlook check box to enable syncing with Microsoft Outlook.


Outlook Mailbox:

Windows users need to enter the name of their Mailbox into this field. This will either be called 'Personal Folders' or 'Mailbox - [Username]' if you are using an Exchange server. You need to spell it exactly as it appears in Outlook.


Email Signature:

You can also specify a default email signature for the user, so that new emails generated from ArchiOffice have a standard email signature added to it. You can specify the signature in either text or HTML format.


External applications (Microsoft Outlook/Entourage/Apple Mail) will not automatically add your standard signature to new emails created programmatically. You could just use the Insert Signature feature in your external program, but to add the signature automatically each time a new email is created, use this feature in ArchiOffice.


Type (PC Only):

Mac users can only specify a plain text email signature (Entourage and Apple Mail do not support an HTML email body to be added programmatically at this time), while a computer user can specify both a plain text as well as an HTML email signature.

Button Panel


Stores your settings.



Opens the ArchiOffice 2016 Help in the Preferences section.

See Also