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Salesforce and Outlook Integration: Products & Guide

Salesforce and Outlook integration

You use Outlook. And you use Salesforce. Why not use them together?

If both Microsoft Outlook and Salesforce are crucial for your daily activity, you can force your performance by auto-data synchronization.

What is Salesforce and Outlook integration, and why are we talking about it? First and foremost, this is about gaining time and raising efficiency and profitability. By combining Outlook and Salesforce, it becomes possible to waste less time duplicating info and shifting between systems. Furthermore, it helps sales departments access and track significant Outlook emails and pertinent Salesforce records. And all this is about concentrating on the key aspects: sales and clients!

So, what is Salesforce Outlook integration? Can Salesforce integrate with Outlook? How to add Salesforce to Outlook? All answers are in this article. And even more.

Preparation Steps: Best Salesforce Outlook Integration Products

Outlook Integration

The Outlook email Salesforce integration is free. This option helps track customer actions and operating on Salesforce deals exactly in Outlook.

Top features: 

  • Replacement of previous modules “Salesforce for Outlook” & “Lightning for Outlook”.
  • Ability to bring into step emails & calendar events with Salesforce by hand.
  • Salesforce tasks control.
  • Creation of emails based on Salesforce patterns.

Click here to learn more.

Einstein Activity Capture

Let's register messages and meetings in auto mode. It links to Gmail or Office 365, synchronizing everything to Salesforce. When messages and events are delivered or received, this tool adds them to Salesforce – no handheld I/O required.

Top features:

  • Auto email and calendar synchronization — catch all emails/meetings established in Gmail or Office 365.
  • Activity accounting — ensure data-driven reputation training using the leaderboard performance.
  • Quick & simple Setup — connect to Gmail and Office 365, and Einstein will do everything for you.
  • Sharing configurations — keep confidentiality: pick who can get acquainted with your personal data.
  • Saving time resources — making money, not entering data.
  • Availability — first 100 licenses are chargeless.

Click here to learn more.

Einstein Automated Contacts

This product is based on email and action data. It can either supplement contacts to Salesforce in the auto mode or ask the user if the suggested contacts must be supplemented. You will know which contacts were included via Einstein.

Top features:

  • Applying email and event action to find new contacts.
  • The suggestion of the new data or auto supplementation of it to Salesforce.
  • The necessity of paid licenses and server-side set.

Click here to learn more.

Salesforce Inbox

This product is paid, it provides additional features in the Salesforce side-panel in Outlook, and has an independent mobile app.

Top features:

  • Connection with Sales Cloud Einstein License.
  • Even more functionality in the Salesforce side panel in Outlook.
  • An independent mobile application.
  • Extra functions:
  1. meeting planning automation;
  2. scheduling messages to transmit subsequently;
  3. tracking the opening of messages and passing the links;
  4. contact messages to custom records just from the schedule of related records.

Click here to learn more.

Send Through Office 365

This product is free, it forwards messages from Salesforce via Office 365. You can prepare and send messages from Salesforce, access direct emails.

Top features:

  • Manual dispatch of customers’ emails from Salesforce via Office 365. No applying to emails that were submitted mechanically via the auto instruments.
  • The possibility to pick whether to submit across Office 365 or Salesforce.
  • No configuration needed.

Click here to learn more.

Email to Salesforce

This is a module in Salesforce that lets you observe all your conversations in Salesforce.  You may keep these messages in Salesforce despite the app you use. How does it work? Upon activation, a unique address is generated for each customer. All you must do is enter it during the message submission process in the Bcc line.

Top features:

  • Allowing forwarding messages via any profile.
  • No configuration is required.

Click here to learn more.

Email Relay

With this product, each message that needs to go out from your Salesforce Org will be sent through your enterprise’s email (SMTP) Server, not through Salesforce SMTP Servers.

Top features:

  • Forward any emails forwarded from Salesforce via your mail server.
  • Prevention of email fake by Salesforce.
  • It is chargeless, customization is obligatory.

Ok, you have a general concept of Outlook integration for Salesforce and its best products, let’s go deeper into exploring what tools we need and in which cases to implement them.

Click here to learn more.

Lightning Sync

Carry contacts & events in synchronization due to this module. It is free and demands customization. Lightning Salesforce Outlook Sync for Microsoft Exchange can bring into step contacts & events amongst your Microsoft Exchange-based calendar and Salesforce. Presently, the product doesn’t synchronize tasks/events, doesn’t exclude deleted contacts in automatic mode.

Top features: 

  • Carrying of Contacts and Meetings in synchronization between MS Exchange and Salesforce without adjustment & processing software on a computer by hand.
  • Possibility to decide whether to sync contacts & meetings or exceptionally contacts or exceptionally meetings.
  • Possibility to decide on the manner of sync: Salesforce & MS Exchange server or in one direction.
  • Synchronization of items.

Note that Salesforce Lightning for Outlook is not accessible to the newbies anymore. Customers who purchase Salesforce in 2021 won’t have access to Lightning Sync setup.

Click here and here to learn more.

Checklist. What Tools Do We Need? 

Does Salesforce integrate with Outlook? Definitely. What is essential for this? Let’s discover.

Salesforce Essentials Outlook Integration Products

  • Outlook Integration. It is vital for those who plan to interact with Salesforce via MS or Google apps. This product allows controlling sales efficiently without permanent shifting between systems.
  • Outlook Integration with Inbox and Einstein activity capture. Unit messages and meetings with Salesforce with a kit of performance enhancement functions.
  • Lightning Sync for MS Exchange. Sync emails and meetings without setting or handling software.
  • Email to Salesforce. Email input function allows appointing any data in Salesforce, so, you track sales-related conversations without any difficulties.
  • Salesforce for Outlook (plugin for data sync). This product mechanically syncs data between Outlook and Salesforce: you can observe actual Salesforce data while you’re scrolling messages in your Outlook.

And a little more about this product. Salesforce for Outlook has retired. It was discontinued at the end of last year. And what does it mean?

This means nothing more than that the time has come to pick an alternative product from the new generation of Salesforce Outlook connectors. And what’s even better — we have two great analogs for you! Yes, these are SALESFORCE OUTLOOK INTEGRATION and EINSTEIN ACTIVITY CAPTURE about which so much has been said today.

How to Set Up Outlook Integration Salesforce: a Step-by-Step Guide

Ok. Now let’s speak about how to integrate Salesforce with Outlook. So, what should you have to follow this manual?

  • Salesforce Developer Org or Sandbox;
  • Microsoft Account (Free or Paid);
  • Outlook Desktop Client.

Salesforce Outlook Integration: Play-by-Play Guidance

  1. Enable Outlook Integration
  • Check in to your Salesforce org as an administrator and press ‘Setup’.
  • Type ‘Outlook’ in the search line & choose ‘Outlook Configuration and Sync’.
  • Switch ‘ON’ the ‘Outlook Integration’.

Finish! Outlook Integration is Enabled. Now we will set up a plugin Outlook Salesforce.

Enable Outlook integration

  1. Install Salesforce add-in to Outlook 
  • Press ‘get the Outlook Integration’ link.
  • You will be redirected to the Microsoft Apps website. Click ‘Get it Now’.
  • Enter your Microsoft Account email ID and ‘Sign In’.
  • Enter ‘Password’ — ‘Sign In’ — ‘Continue’.
  • You will get into Office 365, where the procedure will be finished.
  • Press ‘Install’ — ‘OK’.
  • Turn on the adjusted Salesforce plugin.

We have embedded Outlook Integration and established Salesforce add-in for Outlook. It is time to link Outlook with Salesforce.

Install Salesforce add-in to Outlook

  1. Connect to Salesforce from Outlook client
  • After adjusting the Salesforce Outlook plugin, log out of your Outlook desktop client and enter again.
  • Salesforce plugin is in the dashboard.
  • Press on any email, then on Salesforce.
  • Pick the ‘Environment’ and press ‘Check In to Salesforce’.
  • Pick ‘Use Custom Domain’ if you apply it. If you do not have it, you can input your login details on this page and log in.
  • Fill in your ‘Custom Domain’ & click ‘Continue’.
  • Fill in ‘Username’ & ‘Password’, press ‘Log In’, then ‘Confirm’.
  • Kindly wait till Outlook links to Salesforce.
  • Salesforce is joined up.
  • Back in Salesforce, a ‘User Mapping’ will get created automatically.

Now you will find for yourself smth new about the Salesforce pane and discover what options are accessible to be implemented.

Connect to Salesforce from Outlook client

  1. Familiarize with Salesforce Pane
  • In the left block ‘Salesforce’, choose the command ‘Create’. This is a publisher Layout with actions to generate records in Salesforce.
  • The field ‘Search’ is the Global Search to detect records.
  • Nearby there is a pop-out sign for opening a particular record in Salesforce.
  • Bell sign is here to show notifications.
  • Your Avatar is here to customize parameters, get help, etc.

Now you’re familiar with the Salesforce Pane. Let’s customize it further for users with various profiles.

Familiarize with Salesforce Pane

  1. Customize Salesforce Pane
    Toggle  ‘ON’ the ‘Customize Content with App Builder’. If you need to have various layouts for Salesforce panes for various profiles then you can follow along. Otherwise, you can skip this tutorial and go to the ‘Relate emails to records’ section.
  • Press ‘New’ under ‘Email App Panes’ — ‘Pages’ & ‘New Page’ — ‘Confirm’ — ‘Email App’ Pane.
  • Specify ‘Label’ and press ‘Next’.
  • ‘Clone Salesforce Default Page’ — ‘Email Application Pane Default’ — ‘Finish’.
  • Find the field ‘Cases’. You can include relevant components for your users as per their requirements. For now, we’ll just remove the ‘Cases’ & ‘Other Logged Record’ components.
  • ‘Save’ — ‘Activate’ — ‘Next’.
  • Choose the account for which this layout will be applied and press ‘Next’.
  • Review Assignments and press ‘Activate’.
  • The layout is applied.
  • Similarly, create one more layout and assign another profile.
  • Click ‘Back’.

And now let’s customize the publisher layout for each profile.

Customize Salesforce Pane

  1. Customize Salesforce Pane Publisher layout
  • Press ‘New’ under ‘Email App Publisher Layouts’.
  • Specify ‘Publisher Layout Name’ and press ‘Save’.
  • Add or remove actions that users can take in the Salesforce Pane. For now, we’ll just remove the ‘New Case’ action.
  • Click ‘Save’.
  • Email App Publisher Layout is created.
  • Press ‘Publisher Layout Assignment’ — ‘Edit Assignment’.
  • Choose the profile for which this layout will be applied.
  • Pick the ‘Publisher Layout to Use’ and save.

Customize Salesforce Pane Publisher layout

  1. Relate messages to Salesforce Records
  • Check in to Outlook and press on the received message. Then press on the Salesforce plugin.
  • You must add this email in Salesforce and connect to a new Lead. So, press ‘+’.
  • Notice there is no ‘New Case’ action here. This is the publisher layout that was set up for your profile.
  • Press ‘New Lead’ — enter prospect’s details — ‘Save’ — ‘Log Email’.
  • Pick Lead from dropdown, press in the search line, and pick the Lead you created now.
  • Messages such as 'Category added' and 'Email added' confirm that the message is united with the Lead.
  • Back in Salesforce, email is connected with the Activities in the Lead record.

Ok, let’s associate an email to a present record.

Relate messages to Salesforce Records step 1

Relate messages to Salesforce Records step 2

  1. Now you must register one more email to Contact & Opportunity.
  2. ‘Log Email’ — ‘Contacts’ —  look for and select someone’s Contact.
  3. Similarly, pick the correct Opportunity. It gets listed under ‘Other’
  4. Press ‘Save’.
  5. Email is linked to Contact and Opportunity.
  6. Now, log into Outlook as another user. Notice, you must see another template for the Salesforce dashboard. Even the publisher layout differs as per your customization.
  7. Press on the received message.
  8. Record it in Salesforce, so press ‘Log Email’.
  9. Pick profile from dropdown, press in the search bar, and select the necessary profile.
  10. Press ‘Save’ — press on the Tasks tab and generate a Task.
  11. Back in Salesforce, all the activities get recorded under that Account for convenient reference in the future.

salesforce outlook new lead creation form

  1. Log Outlook Meetings as Events in Salesforce
  • Press New Items and select Meeting in Outlook.
  • Fill in the Meeting details and press on the Salesforce.
  • Notice, there is a ‘Log Event’ mode for Meetings.
  • Click ‘Log Event’ and pick the Contact record. Click ‘Save’.
  • ‘Event Related’ message confirms that event is logged.
  • This happens and appears below the activities in the contact record.
  • It also gets logged on the Account record. How come? Because Salesforce rolls up all the activities of all Contacts on their Account record. That is cool!

Log Outlook Meetings as Events in Salesforce

In Conclusion

Salesforce and Outlook integration is about rationalism and convenience. Boost your productiveness, manage sales more profitably, work smarter and faster. Save more time, close tasks quicker, and identify new opportunities. By yourself or with our help. Ergonized development company has extensive experience and successful cases of integration.

Focus on priority current tasks, while Ergonized is focused on your success.

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Written by

Dmitriy Ogol

Experience in various CRM systems as Zoho, SugarCRM, Hubspot and Pipedrive helped to reach the right expertise level in the CRM systems, which, consequently, lead to significant Salesforce potential. So now, Dmitriy helps to create various solutions on the Salesforce platform.
Starting from 2008, Dmitriy helps in the development of CRM solutions for such industries as Real Estate, Marketing, Insurance and Healthcare.

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