Outlook sync failing with appointments and tasks created in Outlook - but map-created ones sync (mostly) OK

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  • Updated 3 months ago
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I am now starting to experience a similar problem to that Tre4b reported a few months ago  which wasn't resolved at the time.

I can send an appointment or a task from Outlook to a map but when I try to sync it I get the "Mindjet MindManager can't synchronize the selected item because it is connected to a different Outlook account" message, which is pretty strange as I'm sending it from the default calendar or to-do list.

With appointments the Outlook link icon is also shown as broken, yet I can open an appointment in Outlook, edit and save it there and the change will appear on the map. Even just the act of opening the appointment in Outlook seems to restore the Outlook linked status, but the sync problem is still there.

The problem with tasks is similar, except that when I open the task in Outlook and edit it, the changes aren't reflected in the map.

Every now and then an Outlook-created appointment will sync OK, but only say 1 in 10 times (with tasks it always seems to fail). If however the item goes the other way, ie, the appointment or task was created in a map and sent to Outlook, then syncing works much more reliably but will still fail every now and then. Edits to the appointment or task will also show in the map more consistently.

I'm using MM version 17.1.167 32-bit with Outlook 16 32-bit (the rest of Office is 64-bit but seems to work OK with MM) and I've never encountered anything like this before.


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Alex Gooding, Champion

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Posted 1 year ago

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Victoria Milhoan

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I am just now experiencing this issue as well. It was working well yesterday, but not this morning. I have a variety of isues - I see the "can't synchronize the selected item because it is connected to a different Outlook account" message but I also see that running an Outlook query creates a main topic but nothing underneath it plus it takes a long time.
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Ary Velstra, Expert Trainer

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As we have not heard from Mindjet about any changes.. what did Microsoft do?? A silent update that causes this?
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Victoria Milhoan

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I talked to MJ support - a repair of Mindjet from Control Panel -> Add/Remove Programs worked to get the sync to Outlook up & running. I also seem to have to be connected to my VPN so that Outlook is connected to the Exchange Server. I hadn't realized that this was required previously.
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Alex Gooding, Champion

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Thanks - I'll give the MindManager repair a go. This would seem to support Ary's theory that an Office update broke something but it is relatively minor and recoverable. I'm completely confused by the VPN thing, however.
(Edited)
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Alex Gooding, Champion

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Good point Ary - I didn't think of that. I wonder if any other programs that sync with Outlook are affected?
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jerry.mings

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Not sure this is the right place to ask this question.

I can get Mindjet to sync with the Outlook (Office 365 + Mindjet 2018) with no problems.  The one thing I would like to see in my Outlook is the Total Work Field populated with the Effort field from the Mind map.  This would provide a nice workflow where I can see the actual time effort assigned to the work.

Any insights?

Jerry
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Alex Gooding, Champion

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Hi Jerry, unfortunately the MindManager/Outlook sync process is fairly fussy about what gets synced and what doesn't. Task info fields (eg Effort) other than the basic task info (such as start date, due date, priority and progress) are ignored, while if you try to add custom topic properties to a task it won't be synced at all.

The custom properties created using the Extended Properties feature in the MAP add-in are a partial exception. This feature turns the task info for any topic into a set of read-only extended properties which are linked to these task info fields. These properties aren't transferred across when the topic is synced to Outlook, but at least they are preserved at the MM end and the sync will proceed.

However, about the only way to get these custom properties to appear in the synced Outlook task is to copy and paste them into the topic notes. It may be possible to develop a macro at the Outlook end to transfer this information into an Outlook task field like the Total Work Field but you would have to talk to an Outlook expert about how to do that.
(Edited)
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jerry.mings

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Thanks for the advice.  I am finding that the map, outlook sync is a great way to
a) see all my projects in the mind map space
b) see only the work required for the day (organized by start date) in my Outlook list
c) have a big picture map of projects and specific Outlook task list for work.

I'll keep plugging away.

Jerry
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Alex Gooding, Champion

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Thanks Jerry. I was wondering if you have had a look at the custom properties feature in the MAP add-in.

While as I indicated there's no easy way to sync these with Outlook, they are unaffected by the sync process. If you do most of your task management in MindManager these provide a great snapshot picture of task data - not only the basic task info, but also stuff like days to task start, days to task due, task days elapsed, on-track status, etc.
(Edited)
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jerry.mings

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We are on the same wavelength.  That is what I am working on now.  I'll let you know how it works for me.

Thanks.