NTEGRATING WITH MICROSOFT® OUTLOOK

INTEGRATING WITH MICROSOFT? OUTLOOK?

Outlook Edition is a convenient Microsoft? Outlook? plug-in that allows you to use either Salesforce or Outlook to manage your information, without sacrificing data consistency. Use Outlook Edition to synchronize your data, add your Outlook emails into Salesforce, find people in the Salesforce Address Book and add them to your outbound Outlook emails, and access Salesforce pages from within Outlook.

Getting Started with Outlook Edition

Outlook Edition is available in Personal, Team, Professional, Enterprise, and Unlimited Editions. To begin:

1. Back up your Outlook data, saving each of your folders as a .pst file: File | Import and Export | Export to a File | Personal Folder File (.pst).

2. Back up your Salesforce data. We recommend you run reports of your contacts and activities and then export them to Excel. Alternatively, you can ask your Salesforce administrator to back up your organization's data using weekly export; see the "Exporting Backup Data" topic in the online help.

3. Uninstall any previous versions of Outlook Edition. 4. Optionally, uninstall Intellisync for . Before uninstalling

Intellisync for , perform a final sync to reconcile any outstanding data changes. You cannot use Intellisync for with Outlook Edition. 5. Exit Outlook, making sure to close all Outlook windows. 6. In Salesforce, click Setup | Desktop Integration | Outlook Edition | Install Now. 7. Click Yes when prompted to install and run the plug-in. 8. Follow the prompts in the setup wizard to complete the installation. 9. Start Outlook. A wizard will guide you through the Outlook Edition options. 10.The Intellisync Upgrade Utility opens. Click Start to run this upgrade tool if you previously used Intellisync for . To change your Outlook Edition options, select Tools | Salesforce Options in Outlook. Your Outlook Edition language is determined by your Windows language setting.

System Requirements

? Outlook? XP (2002) or later ? Windows? 2000 or later ? Microsoft Exchange Server ? Word 2002 or later is

recommended for full email integration; the toolbar buttons Send and Add and Salesforce Address Book are not available if you have an earlier version of Word.

Administrative Controls

? Administrators can enforce data quality by restricting users' synchronization options, such as not allowing users to change which objects are synchronized.

? See the Advanced Outlook Administration tip sheet.

Synchronizing Contacts, Tasks, and Calendar Events

To synchronize your information, follow this procedure: 1. First, select one or more records in Outlook. You can use Ctrl+click to select multiple records individually or Shift+click to select multiple records as a group. 2. Mark the records that you want to synchronize: either click Mark for Sync in the Outlook Edition toolbar, or right-click and choose Mark for Sync from the shortcut menu. In Outlook, the record is automatically added to the "" category. If you previously used Intellisync for , any items with the "" category are automatically marked for synchronization. 3. Click Sync in the Outlook Edition toolbar. Your very first synchronization may take several minutes, because your data is comparison-checked in order to prevent duplicates. 4. If records will be added to Outlook or Salesforce as a result of the synchronization, a dialog box summarizes these changes and asks you to confirm them. If you decide not to accept them, click Cancel. 5. If necessary, you will be prompted to resolve any data conflicts (see below). 6. When the synchronization process completes, click OK. In Outlook, synchronized records will now have icons with a green checkmark.

If you want to synchronize contacts owned by other users, set your sync profile before synchronizing; see "Setting Your Sync Profile" in the online help.

Using Shortcut Menus

Outlook Edition is integrated with the shortcut menus that display when you right-click: ? Choose Mark for Sync to mark a

record for synchronization. ? Choose Unmark for Sync to

revert a record that was marked for synchronization. ? Choose View in Salesforce to open a record's page in Salesforce in your browser. ? Choose Add Email to add an email to Salesforce. ? Choose Create Case to create a new case in Salesforce.

? Copyright 2000-2006 , inc. All rights reserved.

Last Update: March 20, 2006

Resolving Data Conflicts During Synchronization

The conflict resolution tool allows you to choose which information to save if a record has been modified at more than one location. For example, if you changed a contact's phone number in Outlook and then changed that contact's address in Salesforce, you will need to identify which values are the most recent and correct.

1. View which records and fields have data conflicts. In the conflict resolution window, the left side of the window displays a list of the records that have data conflicts. The right side of the window displays the fields that have conflicting data.

2. Optionally, use the drop-down list to switch between a list of all fields or a list of only the fields that have conflicting data.

3. To specify the information that should be saved, either select the appropriate radio button or click the pencil icon and type directly into the "Your Values" column.

4. Click Submit.

Synchronizing From Scratch

To force a resynchronization of your data: ? Go to Tools | Salesforce

Options. ? Check Delete history and

synchronize from scratch. ? Click OK. ? Click Sync. ? The synchronization process will

run as if you were synchronizing records for the very first time.

Adding New Outbound Emails to Salesforce

Send emails from Outlook and quickly log them as tasks in Salesforce, associating them with contacts and leads as well as accounts, assets, campaigns, cases, contracts, or opportunities.

In Microsoft Outlook, click New to compose a new email. If desired, use the Salesforce Address Book to add contacts and leads as

recipients of the email. Click the Send and Add button. Associate the email with a contact or lead, and then select the Related To

tab to optionally associate it with another record (see sidebar). Optionally, select the Message tab to change the message text that is added

to Salesforce. This does not change your stored Outlook email. Click the Add to Salesforce button in the dialog. The email is added as a task in the Activity History related list of the

associated records. The task is automatically given a Type value of "Email." Also, any email attachments are not added.

Adding Sent or Received Emails to Salesforce

Add your sent and received emails as tasks or cases in Salesforce. In the Microsoft Outlook, open the email that you want to add. Click the Add Email button to add the email as a task. Associate the email with a contact or lead, and then select the Related To tab to optionally associate it with another record (see sidebar). Optionally, select the Message tab to change the message text that is added to Salesforce. This doesn't change your stored Outlook email. Click the Add to Salesforce button in the dialog. The email is added as a task in the Activity History related list of the associated records. The task is automatically given a Type value of "Email." Also, any email attachments are not added.

To add your email as a case, click the Create Case button. Click Yes when prompted to create the case. Outlook Edition immediately displays the new case in a browser window for you to view.

Associating Emails to Contacts, Leads, and Related Records

? When linking emails to contacts, you can choose one other related record; for leads, you cannot choose another related record.

? In the dialog's Contacts and Leads tab, the plug-in matches the email's To, Cc, and Bcc fields with the Email field of contacts and leads, or you can search manually by any field accessible in sidebar search.

? For emails that you have received, the plug-in matches the email's From field with the contact and lead Email field.

? In the Related To tab, you can search for accounts, assets, campaigns, cases, contracts, or opportunities to associate with the current email. You can search within any field accessible via the sidebar search in Salesforce.

? When searching for records, you can also use Boolean operators such as AND and OR.

? In the search results, click the View link to open that record.

? The related record you select does not need to be linked to the selected contact.

? Copyright 2000-2006 , inc. All rights reserved.

Last Update: March 20, 2006

Finding Contacts and Leads in the Salesforce Address Book

Use the Salesforce Address Book to add contacts and leads as recipients of your outbound emails.

Within a new email, click the Salesforce Address Book button. In the search box, enter all or part of the Email, First Name, Last Name,

Phone, lead Company, or any field accessible in sidebar search for contacts and leads. For example, enter mi or mike or meyers to find Mike Meyers. Click Search, and then select names from the matching contacts and leads. Click the To, Cc, or Bcc button to add the names as recipients of the email. Click OK to finish.

Viewing Salesforce Records from Outlook

? To view Salesforce records in

Outlook, click in

your Outlook folders list or Shortcuts pane, and click any folder or shortcut name to display that tab. ? To open a Salesforce record in a browser, select the record in Outlook, and click View in Salesforce to open that record in your browser.

Looking Up Accounts

When you create a new contact in Outlook, you can populate the Company field with an existing Salesforce account name.

1. In Outlook, open your Contacts folder. 2. Click New to create a contact. 3. Click Lookup Account. 4. Enter a search term (see sidebar), and click Search. You can search for

information in any standard or custom field of type text, text area, long text area, email, or phone. 5. Double-click an account name in the list to associate it with the contact.

Account Search Tips

? The wildcard character is the asterisk (*). For example, to search for all accounts that begin with "Acme," type "Acme*" into the search box.

? To search for all accounts, use only the wildcard character as your search term.

? Searches are not case-sensitive. ? Special operators such as double

quotation marks are not supported, although Boolean operators like AND and OR are.

Configuring Outlook Edition

Choose Tools | Salesforce Options within Outlook to set various options, including: Setting the Outlook folders that are synchronized. Turning on scheduled synchronizations, which can run every 1 to 8 hours. Specifying the directions in which data will flow between Salesforce and Outlook. Sending the Outlook Edition log file to Customer Support. Verifying your Salesforce username and password. Mapping custom Salesforce fields to standard or custom Outlook Fields: 1. From the Contacts, Events, or Tasks tabs, click Advanced | Field Maps | New Mapping. 2. Choose a field from the Salesforce Field drop-down list. 3. Choose a field from the Outlook Field drop-down list. To map to a custom Outlook field, create it within the dialog by typing its name into the box. The custom Outlook field name must be a single word (no spaces) with only letters and numbers. 4. With very few exceptions, accept the default Conversion field value, "Use type." See the sidebar for details. 5. Leave the Matching score and Nonmatching score fields at 50. If you modify these fields, it may cause duplicate records to be created. Modifying these fields is an advanced customization and we recommend that you leave the default values. 6. Click OK to save the new mapping.

Conversion Types

The following are the only circumstances in which you should

change the Conversion field from

its default value: ? If you are mapping a field that

represents either a date or a date and time combination, then choose "date" or "datetime," respectively. ? If you are mapping a field that represents the urgency of a task, then choose "Priority." ? If you are mapping a field that represents the status of a task, then choose "Status." ? If you are mapping a field that represents how other users see this time in your calendar, then choose "BusyStatus."

? Copyright 2000-2006 , inc. All rights reserved.

Last Update: March 20, 2006

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download