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Common Functionality Questions

Q. Will A2O sync old appointments and meetings from the dates before I installed the program if I need to capture them all? A. Yes this can be done.   The program has a prior date range which will replicate as far back as you desire.  Using the 0 dates prior and 0 dates post will replicate all calendar and task items. Note: reoccurring appointments do not get replicated unless you select a date range that contains THE FIRST instance of the (master of the series) appointment.

Q. Can I create an item in my private calendar and have it somehow tie into the group or can I only make items in the group calendar with the A2O program? A. YES.  A2O was designed for users with smartphones and mobile devices in mind.  For this scenario, there could even be 2 calendar relationships for this use, one from public-to-private and one from private appointments being replicated to the public folder.  Since the public calendar folders are not available offline on most smartphones and mobile devices, A2O makes a copy from a “group” or “public” calendar of everything within the definable date range and puts a copy in your personal calendar.  Then, to have private items replicate to the public folder, so items from your personal calendar get replicated to your public calendar, you will need to set up the second relationship.

Q. When I set up A2O I set up the replication mode for timed replication for every 2 hours.  Once I have set this up can I also do it on demand and if so how? A. The program can be run both ways.  You can set the program to automatically replicate on a timed basis and you can also press the Sync Now toolbar button in Outlook and it will manually start replicating and reset the timer.  If you wish, you can turn off the Timed option in the Add2Outlook Console.  In order for the program to replicate in manual or timed mode, Outlook has to be open and logged in as that user.

Q. When I create an appointment in the public calendar, A2O copies it to my personal calendar.  Then I make a change to the item in my personal calendar in that appointment at a later date.  Will A2O overwrite the one I changed the next time it syncs?  Also, can I make changes to an item that has been copied over to my personal calendar like meeting notes without it being overwritten? A. First Question, Yes it can be overwritten depending on your relationship, but you can also specify that the program will untie the changed copy and make a new tied copy from the source.  Second Question, Yes you can make changes and keep those changes.  You will need to make sure that you do not have the option in your Add2Outlook Console to “overwrite the changed destination item”, and instead select preserve changes and make a new tied copy.  If overwrite the changed destination item option is selected, the program will overwrite any changes that you make the next time it replicates.  If it is not selected in the rules of the relationship and the option to untie and make a new destination copy is selected, the next time the item is changed, it will untie the changed item and make a new copy of the item and save your changes.  This is a special case use and will create your copy and duplicate the originals, sometimes causing some questions.  Talk to one of our technicians to discuss this further and see if it is best for you.

Frequently Asked Questions

Updated list here: FAQs.

Q. Where is the program installed?  I prefer to not use the server. A. You should not and will not need to load anything on the server.  The Add2Outlook Com add-in program runs on the workstation with Outlook and not the server.  They only use the domain information from Exchange or from a Pop3 email account.  You can also have multiple profiles on the computer, and will need to set up the options for each profile.

Q. Is the A2O software add-in loaded on both the server and the workstations or just the client pc? A. Again, No.  A2O is only installed on the workstation/client pc, for that version of Outlook and is an add-in to Outlook.  Outlook should not be installed on the Exchange Server as per Microsoft best practices.

Q: Do you have a demo?  A. Yes, there is a fully functional trial version you can download and install on a client machine to test and evaluate the functionality to make sure the solution fits your needs.  If the solution fits, you can purchase, request a license, and activate the product in place without reinstalling.  Before installing any trial version, review the Installation Guide carefully in order to configure it to your needs.  Get the trial from Downloads.

Q: How long is the A2O trial period? What happens when the trial version expires?  A. The trial version is 21 days.  When your trial period ends, it stops working with no effect on any of the appointments you have already created; however, the program won’t replicate any new calendar items and the data becomes “Stale”.

Q: My trial expired and I want to buy the solution. How can I buy the solution?  A. You can purchase the solution online by downloading and faxing your order form to us so we can process your payment.  You can also click on the Buy Now link from our website to order online.  Then, visit Product Activation for instructions on getting your activation key.

Q. What do you mean by domain license?  A. An unlimited license per EOU refers to the unique key that covers all users in a single Exchange organizational unit (EOU) as defined in Exchange.  Most organizations have all users in one Exchange Organizational Unit.  A Single user or multiple user licenses are tied to that user’s unique user address and is nontransferable to other users.  An unlimited license per organizational unit covers all users in the organization at any time in the present and any new users in the future.

Q: Do I have to reinstall the program once I buy it?  A. No, since you have the trial version already installed, you won’t need to reinstall the program when you buy it unless a new update has been released – and then it is highly recommended.  Follow the Instructions for Getting Your Activation Key (Purchasing Section Above) once you send us the information we need to issue your activation key, we will generate your unique key, and email it back to you.  All you need to do is copy and paste the key in Step 3 and your solution will be activated.

Q: Do I need a different activation key for each user?  A. It depends: Yes, if you purchased a single user or multiple user licenses, you do have to apply and receive a different activation key for each user.  A Single user key will activate a single user in the Exchange Organizational Unit, but not others and is non transferable.  If you purchased an unlimited-user license, you will use the same key for all users.  An unlimited-user license covers all users in a single Exchange Organizational Unit.  If you purchase 2 single user licenses, you will need to follow the activation instructions on the License screen for each user since each user needs their own unique key.

Q. How do I get a key once I have finished testing?  A. In Outlook, right click a folder and go to the Add2Outlook Console tab.  Select the License dropdown and then the Purchase tab for the part of the application you want to license.  Select Step 2 and fill out the information.  When done, select “License What” and select Add2Outlook.  Press OK and  Accept and the license request has been sent off to Software.  Licensing is a three-step process.  You will need to copy and paste the information in Step 2 into an e-mail and send it to  This is your domain information that we will create a key with and e-mail you back a key.  Then, when you receive the key, copy it to the clipboard and go back into the Purchase screen, go to Step 3 and paste your new license key into Box #1 in the first field of the KKLicense Key (sent to you) option of Step 3.

Q. Will the Exchange server have to be taken down during install of A2O?  A. No.  You may need to install the Microsoft .Net services on your workstation, but the service has nothing to do with  the Exchange Server.  On your workstation, go to Control panel and make sure you have the .Net framework in Add/Remove Programs.  To get it, go to the advanced option at the windows update site, reboot, and then do any service packs to .NET.  This may also require a reboot.  The A2O install program requires Outlook to be closed during the install, but does require a reboot of the workstation.

Q. Does A2O work without Exchange if I am using Web Access?  A. Yes and No.  If you have installed this on a separate workstation as the replication server, then YES!  If you have installed this on someone else's workstation, and their Outlook is open, then YES!  If you have installed this on your Outlook box and Outlook is not open, then No.

Technical Questions

Q: Why don’t the A2O menu buttons always appear in Outlook?  A. Our “Add to Outlook” programs are Com Add-ins and most Com Add-ins usually start only when Outlook starts up FRESH.  By fresh, we mean that no other Outlook Processes are open at the time of starting up.  Outlook doesn't always close ALL the associated programs when loading, especially if Word is your email editor, it can keep outlook.exe in the processes tab of Task Manager.  This means Outlook hasn't completely closed and therefore, if the program was not loaded, none of the Com Add-ins will load until either you reboot, or log off and log back on, or kill Outlook from memory and then restart Outlook.  Technical people know how to manually stop all the associated Outlook processes from Task Manager so the Outlook can then load “FRESH” and all the Com Add-ins will load when Outlook starts up.  This could be the reason the tab doesn't show up.  The confusing part is the checkbox next to the Com add-in says it should be loaded, but that only means it will load when Outlook starts up.  Most people think the checkbox means that it is in memory, but it is not.  Just log out and back in, and it should show up.

Q: How do I re-enable an Outlook Com Add-in in Outlook XP or Outlook 2003? A. Go to Tools then Options.  Go to the software’s tab.  If there is no tab, in Outlook 2003 go to HELP in Outlook, Disabled Items and make sure it is not disabled.  If it is, re-enable it and then close Outlook and wait 7-10 seconds and then go back into Outlook and it should be there.  If this is Outlook 2007 go into Outlook and select Tools Trust Center, and then Com Add-ins, Go and enable.  In Outlook 2010, to File, options, Add-ins and then Com Add-ins, Go and enable.  Then restart Outlook.

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