How to configure Salesforce integration with Outlook

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Interacting with customers and potential customers via email is an important part of a sales rep’s job. It is very logical that the best CRM software would integrate with your professional email.

Learn to configure Selling power for Microphoneohsweet outlook The integration will give your reps access to a number of features that can help them better manage their conversations. It allows employees to access Salesforce information, such as a contact’s purchase history and past conversations, directly in Outlook.

Additionally, it makes it easy to log email conversations and Outlook events in a Salesforce contact record. The integration even works with Einstein Activity Capture to automate conversation logging from Outlook to Salesforce to save your employees time.

In this guide, we will explain how to set up the Salesforce integration with Outlook. For more information on both products, see our Salesforce Review and our Microsoft Outlook review.

How to set up Salesforce integration with Outlook: Preparation

To integrate Salesforce and Outlook, you must have the Salesforce and Outlook environments already operational. On the Salesforce side, you can use Sales Cloud, Service cloudWhere Salesforce Lightning to implement the integration. Integration is supported for all subscription levels of these products.

It is important to note that setting up the Salesforce Outlook integration requires administrative access to Salesforce. If you don’t have admin access, you may need to work with your company’s IT department to change user roles in Salesforce.

On the Outlook side, you must have Office 365 or Outlook 2019 running on Windows 10. Outlook 2013 and Outlook 2016 are currently supported for integration with Salesforce, but support for these older versions of Outlook will be removed in late 2022. You can also integrate Salesforce with the Outlook web client. In this case, you will need to allow Salesforce cookies in your browser.

Your company’s email should also be managed using a Microsoft Exchange email server. The Salesforce integration supports Exchange Online with Office 365 or GCC High, typically used by government agencies, as well as on-premises servers running Exchange 2019, 2016, or 2013.

Step 1: Enable Outlook integration in Salesforce

The first thing you need to do to connect Salesforce and Outlook is to enable the integration in Salesforce. In Salesforce, go to the Setup menu and search for Outlook. Click Outlook Integration and Lightning Sync, then toggle the Outlook Integration slider.

Setup menu for Outlook and Lightning Sync integration in Salesforce.

Use the Outlook and Lightning Sync integration settings page in Salesforce to enable Outlook integration. (Image credit: Salesforce)

Step 2: Configure your Outlook domains

By default, Salesforce allows Outlook to connect if your Outlook environment is running on one of three standard domains:

  • Outlook.com
  • Office365.com
  • Office.com

If your Outlook environment is running on your own domain, such as email.mycompany.com, you’ll need to whitelist that domain in Salesforce. Scroll down in Outlook Integration and Lightning Sync until you find a section titled Microsoft Outlook Web App Domain. Click New to add a new domain, then enter your domain in the format https://email.mycompany.com.

A list of whitelisted Microsoft Outlook Web App domains in Salesforce.

Salesforce whitelists common Outlook environment domains by default. You can also whitelist domains if your company hosts your Outlook environment in a custom domain. (Image credit: Salesforce)

Step 3: Add the Salesforce app to Outlook

Now move on to Outlook, where the next step is to download and install the Salesforce app from Microsoft AppSource. Open a new email message window and click the three dots to display a menu of actions. Click Get Add-ons to open the Microsoft AppSource Marketplace.

The Microsoft AppSource Marketplace showing the results of the Salesforce query.

Open Microsoft AppSource Marketplace in Outlook to find and install the free Salesforce app. (Image credit: Microsoft)

Search for Salesforce. Several Salesforce-related apps in AppSource might appear, but the one you want is just called Salesforce. Click on the application and click Install to add it to your Outlook environment. The Salesforce app is completely free.

Step 4: Log in to Salesforce via the Outlook app

Go back to the new email you created earlier and click on the three dots again. You should now see a menu item titled Salesforce. Click on it to open the Salesforce app panel, where you will be prompted to log in to your Salesforce account.

A new email in Microsoft Outlook with the Salesforce app panel asking the user to sign in.

Open the Salesforce app in Outlook, select Production as the environment, then click Connect to Salesforce. (Image credit: Microsoft)

Make sure Production is selected, then click Connect to Salesforce. (You can connect to a Salesforce sandbox environment, but it won’t reflect your live Salesforce database.) Click Allow to open a login window and enter your Salesforce login credentials.

You will receive a message confirming that you want to allow Outlook to share data with Salesforce. Click Allow to complete the integration.

Step 5: Start using the Salesforce app in Outlook

At this point, you should have an active Salesforce panel in Outlook. Using this panel, you can quickly create Salesforce contacts, tasks, and events in Outlook. You can also search for contact records in Salesforce to view their full account history and past conversations from Salesforce Chatter. Additionally, you can access your email templates from Salesforce when composing new messages in Outlook.

A new email in Microsoft Outlook with the Salesforce app panel showing a contact record.

You can now use the Salesforce app in Outlook to create new contacts and tasks in Salesforce or view contact records from Salesforce. (Image credit: Microsoft)

Step 6: Enable Enhanced Messaging

Salesforce will not yet save emails sent in Outlook to contact chat histories. For automatic email logging, you must enable the Enhanced Email feature in Salesforce.

To enable Enhanced Email, return to the Outlook Integration and Lightning Sync settings page in Salesforce. Find the section called Log emails to Salesforce when composing, then click Enable and notify reps next to Email Salesforce. Select Edit, check the Active box and click Save. Then go back to the Log emails in Salesforce when composing settings and enable the slider next to Use enhanced email with Outlook.

Configure Email to Salesforce settings in Salesforce.

Enable Email to Salesforce in Salesforce to enable the Enhanced Email feature, which makes it easier to log email conversations in Outlook to Salesforce contact histories. (Image credit: Salesforce)

Step 7: Record an email conversation

Now in Outlook, you can save emails to a contact’s chat history using the Salesforce app panel. Find a record in Salesforce and click the Log button at the top right of the panel. Select one or more people records to save the email as well as the contact the conversation is relevant to.

Saving an Outlook email to Salesforce using the Salesforce app in Outlook.

Choose a contact record in Salesforce and click Log to copy your conversation to the contact’s conversation history in Salesforce. (Image credit: Microsoft)

Click Save and an address will automatically be added to the BCC field of your email.

Step 8: Customize the Salesforce Panel in Outlook

One of the benefits of the Salesforce app in Outlook is that you can customize its appearance to better suit your workflow. Return to the Outlook and Lightning Sync integration settings page in Salesforce and find the section titled Customize Content with App Builder. Make sure the slider is enabled, then click the Create New Panel button.

This will open a drag and drop editor that will allow you to customize the Salesforce app panel in Outlook. You can add components such as report charts, tasks, and rich text fields. You can also integrate data from Salesforce Einstein to find the next best planned action for a prospect when composing emails. The builder makes it easy to remove default components or rearrange components as you see fit.

A drag-and-drop page editor in Salesforce that allows users to customize the Salesforce app panel in Outlook.

You can customize the Salesforce app panel in Outlook to suit your workflow using a drag-and-drop editor. (Image credit: Salesforce)

Once you are done redesigning the app panel, click Save. In Outlook, close the Salesforce panel and reopen it to activate your custom panel layout.

Summary

Setting up a Salesforce integration with Outlook allows your sales team to Harness the power of Salesforce when you correspond via email with prospects and customers. It also makes it easy to track all of your company’s communications with potential customers, including conversations that take place in Outlook.

With the free Salesforce app from Microsoft AppSource, connecting Salesforce and Outlook is quick and easy. You can find most of the relevant settings under the Outlook and Lightning Sync integration settings page in Salesforce. Once the integration is complete, you can customize the Salesforce panel in Outlook using a drag-and-drop editor and enable enhanced email to automate email logging to Salesforce.

If you want to learn more about Salesforce, check out our guides for Selling power and Salesforce Lightning. We have also set up a Salesforce Review as well as a Microsoft Outlook review and covered the best email clients for companies.

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