There are many situations where one might want to synchronize data between Exchange Public Folders and a SQL database. On the other hand you may have data in a SQL Server database that you want to interact with or update using Outlook. On the other hand Outlook users may be updating Public Folder information which must be constantly synchronized back to a SQL database. We look at several typical scenarios where this requirement might exist.

1. Synchronizing your Web Site Database to Outlook
   

   A common scenario is a web site SQL Server database where customers are registering, logging on, etc. that needs to be kept in sync with an Outlook/Exchange Contacts folder that is used for profiling these customers in more detail and e-mailing them information relating to requests logged on the web site.

   Most Internet Service Providers offer a SQL database on a rented basis for the purposes of recording web registrations, etc. Usually one would have some kind of mechanism for the customer to log on and update their profile, which may include changing their preferences for receiving newsletters etc. Ideally you should have this information constantly up to date in-house, if you are using an Outlook database to send mailing, follow-up e-mails etc. to these customers and prospects.

2. Synchronizing your ERP Database to Outlook

   Another example is where you want to keep Outlook Companies and Contacts folders synchronized with a SQL Server-based ERP or accounting system such as Great Plains, so that again the sales and marketing personnel can easily interact with these customers using standard Outlook functionality.

   Examples of SQL Server-based accounting systems include the following:

   • Microsoft Great Plains
   • MAS 90® / MAS 200®
   • Everest Advanced
   • SAP Business One
   • ACCPAC Pro / Advantage
   • Made2Manage
   • Cougar Mountain
   • Solomon
   • Microsoft Axapta
   • Epicor Enterprise
   • Navision
   • STFB
   • Quickbooks Enterprise
     
     
3. Synchronizing your CRM Database to Outlook
   
   Many customers will have a SQL Server-based CRM system, but will not want to have to incur the expense of buying a full CRM client for each user in the company, particularly those users who just want to view or update company and/or contact information, and do not need the advanced functionality that many CRM programs offer (along with the associated complexity). Plus they would rather be able to do this in the familiar environment of Outlook, than have to learn how to use a new CRM client.
   
   

   Examples of SQL Server-based CRM systems include the following:

   • Microsoft CRM
   • SalesLogix
   • Siebel
   • e-Synergy
   • SalesForce.com
   • ADAPTcrm
   • Epicor Clientele
   • SAP Business One CRM
     
     
     
4. Synchronizing Outlook Contacts to SQL
   
   If you have your primary contact database in Outlook there are also several reasons why you might want to synchronize your Outlook data to a SQL Server database.
   
   Easier Reporting
   Reporting in Outlook is difficult, particular cross folder reporting. For example you might want to link the e-mail address of your contacts to the e-mail address of the sender and/or recipient of e-mails in the E-Mail folder in order to get a listing of e-mails by contacts.
   
   Integration with other systems
   It is easier to integrate one database with another. So having the data in SQL make this integration easier.