Using Plug-in for MS Outlook

Using the Zoho CRM Plug-in for Microsoft Outlook, you can do the following:

• Add records to Zoho Category
• Remove records from Zoho Category
• Synchronize Contacts, Tasks and Calendar (Events) between Zoho CRM and MS Outlook
• Export Contacts, Tasks and Calendar (Events) from MS Outlook to Zoho CRM
• Add Emails to Leads, Contacts or Potentials in Zoho CRM
• Add emails as Cases in Zoho CRM

Categorize Records as Zoho

In Microsoft Outlook, the contacts, tasks and calendar event can be grouped into categories. Assigning records to categories helps you to sort and then view the records by category. With the Zoho CRM Plug-in, you get an additional category namely, Zoho. You can make use of this category while synchronizing and exporting records to Zoho CRM. For instance, while exporting contacts, tasks, or calendar events to Zoho CRM, you may want to export only selected records. In that case, you can mark the required records under Zoho category. Also, you need to define the settings to transfer only those records marked under Zoho category. See Also Configure Plug-in Settings

To mark records under Zoho Category

1. Select the Contacts, Tasks, or Calendar events.
   Note that the records should be selected from the corresponding folder that you had specified under Folder Settings . See Also Configure Synchronize Settings
2. Click Zoho Category > Mark as Zoho.
   The record will be marked under Zoho category.
   Similarly, you can remove the category by selecting the record and clicking Zoho Category > Remove Zoho
   

Synchronize Contacts, Tasks and Calendar

You can synchronize Contacts, Tasks, Calendar events between Zoho CRM and MS Outlook. It helps to keep your data updated in both CRM and Outlook and you can avoid duplication of data.

Field Mapping

Contact Synchronization

MS Outlook	Zoho CRM	Field Length in Zoho CRM
1. First Name	First Name	40
2. Last Name	Last Name	80
3. Title	Job Title	100
4. Company Name	Account Name	200
5. Department	Department	50
6. Business Telephone Number	Phone	50
7. Home Telephone Number	Home Phone	30
8. Other Telephone Number	Other Phone	30
9. Business Fax Number	Fax	30
10. Mobile Telephone Number	Mobile	30
11. Assistant Name	Assistant	50
12. Assistant Telephone Number	Asst Phone	30
13. Manager Name	Report To	50
14. Business Address Street	Mailing Street	250
15. Business Address City	Mailing City	30
16. Business Address State	Mailing State	30
17. Business Address Postal Code	Mailing zip	30
18. Business Address Country	Mailing Country	30
19. Other Address Street	Other Street	250
20. Other Address City	Other city	30
21. Other Address State	Other state	30
22. Other Address Postal Code	Other zip	30
23. Other Address Country	Other Country	30
24. Description	Description	32000
25. Birthday	Birthday	-

Tasks Synchronization - Field Mapping

MS Outlook	Zoho CRM	Length in Zoho CRM
1. Subject	Subject	255
2. Due date	Due Date	-
3. Start date	------------	-
4. Priority	Priority	-
5. Status	Status	-
6. Description	Description	32000

Calendar Synchronization

MS Outlook	Zoho CRM	Length in Zoho CRM
1. Subject	Subject	255
2. Start Time	Start Date and Time	-
3. End Time	End Date and Time	-
4. Location	Venue	255
5. Description	Description	32000

To synchronize contacts, tasks and calendar events

1. Log in to Zoho CRM from within MS Outlook.
2. From the Zoho CRM Plug-in, click Contact/Task/Calendar > Sync Contact /Task/Calendar.
   The synchronization will automatically start. Based on the Synchronization Settings, the records will be updated.
   See Also Synchronize Settings
   

Export Contacts, Tasks and Calendar

You can export Contacts, Tasks, Calendar events from MS Outlook to Zoho CRM.

To export contacts, tasks and calendar events

1. Log in to Zoho CRM from within MS Outlook and select the corresponding folder whose details you want to export.
2. From the Zoho CRM Plug-in, click Contact/Task/Calendar.
3. Click Export Contact /Task/Calendar.

Add Emails as Cases to Zoho CRM

You can add customer-specific email messages from Microsoft Outlook to Zoho CRM as a Case. Before adding the email messages make sure the corresponding contact to the email exists in Zoho CRM.

To add email messages as Cases in Zoho CRM

1. Select Inbox from the sidebar or the Folder that contains the emails that needs to be added to Zoho CRM.
2. Select the customer-specific Email from the Inbox or custom email folder.
3. Click Zoho CRM > Add Case to Zoho CRM.
   
4. In the Add Case dialog box, select a Status from the drop-down list.
5. Select the Attachmentscheckbox, if you want the attachments also to be added in along with the email. You can also do the following:
   • Edit the Email content and view the Attachments.
   • Search records based on a given criteria and then add the email to the selected records.
     
6. Click Add.
   The email will be added as a case in Zoho CRM.

To edit mail content before adding to Zoho CRM

1. Click Zoho CRM > Add Case to Zoho CRM.
2. In the Add Case dialog box, select a Status from the drop-down list.
3. Click the Edit E-mail link.
4. In the Edit Email dialog box, do the following:
   • Modify the Subject of the email.
   • Under the Email Content tab, edit the HTML code of the content, if required.
   • Under the Attachments tab, view the list of files attached to the email.
     
5. Click Apply to save the changes.

To search records and add case

1. Click Zoho CRM > Add Case to Zoho CRM.
2. In the Add Case dialog box, select a Status from the drop-down list.
3. Click the Search and Add link.
4. In the Search and Add dialog box, do the following:
   • Enter the search Value to filter out the required records.
     Note that you can add emails as cases only to the Contacts Module in Zoho CRM.
     
   • Click Search.
     The matching records will be listed.
   • Select the check box(es) corresponding to the records.
   • Click Add. The email will be added as a case under the selected records in Zoho CRM.

Adding Email to Zoho CRM

You can associate the email messages that you receive in Microsoft Outlook to the Leads, Contacts or Potential records in Zoho CRM. Before adding the email messages make sure the corresponding contact to the email exists in Zoho CRM.

To add emails to Zoho CRM

1. Select Inbox from the sidebar or the Folder that contains the emails that needs to be added to Zoho CRM.
2. Select the customer-specific Email from the Inbox or custom email folder.
3. Click Zoho CRM > Add Email to Zoho CRM.
   
4. In the Add Email dialog box, select a Module (Leads, Contacts, or Potentials) from the drop-down list.
5. Select the Attachments checkbox, if you want the attachments also to be added in along with the email. You can also do the following:
   • Edit the Email content and view the Attachments.
   • Search records based on a given criteria and then add the email to the selected records.
     
6. Click Add.
   The email will be added in Zoho CRM.

To edit mail content before adding to Zoho CRM

1. Click Zoho CRM > Add Email to Zoho CRM.
2. In the Add Email dialog box, select a Module (Leads, Contacts, or Potentials) from the drop-down list.
3. Click the Edit E-mail link.
4. In the Edit Email dialog box, do the following:
   • Modify the Subject of the email.
     
   • Under the Email Content tab, edit the HTML code of the content, if required.
   • Under the Attachments tab, view the list of files attached to the email.
5. Click Apply to save the changes.

To search records and add email

1. Click Zoho CRM > Add Email to Zoho CRM.
2. In the Add Email dialog box, select a Module (Leads, Contacts, or Potentials) from the drop-down list.
3. Click the Search and Add link.
4. In the Search and Add dialog box, do the following:
   • Select the Module where you want to search the records.
   • Enter the search Value to filter out the required records.
     
     When you select Potentials, another field will be available namely, Search Criteria.
     You need to select either Email Address or Potential Name to search the records. On selecting Email ID, the Contacts with the matching email address will be searched in Zoho CRM and the Potential records associated to the matching contacts will be listed.
   • Click Search.
     The matching records will be listed.
   • Select the checkbox(es) corresponding to the records.
   • Click Add. The email will be added to the selected records in Zoho CRM.

To send and add email

1. Go to the Compose Message window.
2. In the Email Compose window, click Add-Ins > Send and Add Email.
   
3. In the Zoho CRM - Send and Add Mail pop-up, select the module to which you want to add the email.
4. Click Send and Add.