Salesforce.com

Connect for Microsoft Outlook & “Email to Saesforce” Setup

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Connect for Microsoft Outlook

• Free and available within the Salesforce CRM

• Great tool for Current MS Outlook and Salesforce users• Enables end users to attach email records to student leads,

accounts, contacts, and cases

• Aids in data aggregation of all student communication• Please Note: Connect for Microsoft Outlook requires Microsoft Windows

2000, XP or Vista. Also, it requires Microsoft Outlook XP (2002), 2003 or

2007.

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With Connect for Outlook, users can:

• Use the Salesforce.com address book to insert contacts and leads as email recipients

• Add email messages from Outlook to contacts, leads, accounts, assets, campaigns, cases, contracts, and opportunities in Salesforce.com

• Upload email attachments to Salesforce.com• Create a new case in Salesforce.com from a Outlook email• Associate contacts, calendar events, & tasks in Outlook with

records in Salesforce.com• Synchronize contacts, calendar events, & tasks between

Salesforce.com and Outlook• Synchronize custom field data between Salesforce & Outlook

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Installing Connect for Microsoft Outlook

Go to the “Setup” area located in the top right corner https://na3.salesforce.com/help/doc/en/salesforce_outlook_edition_cheatsheet.pdf

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Installing Connect for Microsoft Outlook

Under “Personal Setup” click the “+”next to “Desktop Integration” to expand and view the underlying options and select “Connect for Microsoft Outlook”

Click “Install Now”

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The Outlook Plugin Toolbar

The SF toolbar will allow you to attach an email to an object within the CRM

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The Outlook “Add Email” button dialog box:

Best Practice is to always search to see if a record pre-exists within the CRM

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The Outlook “Add Email” button dialog box:

If a pre-existing record is located select the record and click the “Add to Salesforce” button

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The “Add Email” button dialog box:

If no record is found then “in theory” you could use “Quick Create” links to open a basic form to create a new record, however for organizations using record types this seems to be problematic. It is suggested to simply create the object within the CRM, then attach the email msg

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Gmail, Yahoo, & Other Email Integration

• Free and available within the Salesforce CRM• Use “Email to Salesforce” feature to track messages sent

from Gmail , Yahoo, or other email services within a salesforce record.

• Enables end users to attach email records to student leads, accounts, contacts, and cases by affiliating the email address in the “To” line

• Aids in data aggregation of all student communication

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Setting up Email to Salesforce

Go to the “Setup” area located in the top right corner

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Email to Salesfore SetupUnder “Personal Setup” click the “+” next to “Email” to expand and view the underlying options and select “My Email to salesforce”

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Email to Salesfore Setup

Enter the gmail /yahoo address in the “My Acceptable Email Addresses” dialog box. Separate each address by a comma the click the save button.

Please note you should copy the “Email to Salesforce Address” to your address book to use in the BCC field of any message in which you would like to add the email activity history to a related sf record.

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Google Calendar Sync via Appirio App

• Free and available to non-profits within the Salesforce CRM

• Enables end users to sync appointments & meetings in their Google Calendar with salesforce

• Aids in data aggregation of all student communication and interaction

• Allows you to easily view shared Google calendars within salesforce to check a co-worker’s availability

• Google Apps is already installed for SF Continuing Studies users, but Gmail setup & Appirio Calendar Synch setup is necessary

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Appirio Calendar Synch

Select “Appirio Calendar Sync” from the drop down list

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Appirio Calendar Sync - Setup

Select the “Calendar Sync” tab to enter the setup criteria

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Appirio Calendar Sync - SetupEnter your Salesforce.com password, Google Apps username, and password then click save

You may need to Reset your security token in order to establish the sync connection

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Steps to Reset Security Token (if necessary)

• Setup Personal Setup My Personal Information Reset My Security Token

• Click “Reset Security Token” button

• Check email locate message from Salesforce.com

• Copy Security Token in the body of the message to the end of your salesforce password

• If you have any trouble with these step please view the “Appirio Calendar Sync Setup” video