CRM Help

Using Plug-in for Microsoft 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
  • Automatically synchronize (one-way) Contacts, Tasks and Calendar Events from MS Outlook to Zoho CRM
  • 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

The one way synchronize option pushes Contacts, Tasks, Calendar events from MS Outlook to Zoho CRM. It helps to keep your data updated in both Zoho CRM and MS Outlook and you can avoid duplication of data. Data synchronization can be either manually or automatically.

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. Job Title 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 enable automatic synchronization

  1. In Microsoft Outlook, click Zoho CRM > Settings.
  2. In Settings dialog box, click Contacts/Tasks/Calendar tab.
  3. Select the Allow the changes made in the Outlook contacts/tasks/appointments to reflect in Zoho CRM checkbox.
  4. Click Apply > Save.
    The changes made to the records before you enable the option to automatically synchronize, needs to be manually synchronized.

To manually synchronize contacts, tasks and calendar events

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

Note

  • You can click the View Details link to get the detailed list of changes.

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 Contacts/Tasks/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. From the Zoho CRM Plug-in, click Add Case.
  4. In the Add Case dialog box, select a Status 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 as case to the selected records.
  6. Click Add.
    The email will be added as a case in Zoho CRM.

Note

  • You can search and add the email as a case, only to the selected contacts, if required.
  • While adding it to Contacts, if you select the status and just click Add, then a new record will be created and the following values will be taken in Zoho CRM:
    In MS Outlook In Zoho CRM
    Email Address Email Address
    Contact Name Contact Name
    Subject of the Email Subject of the Case
    Email Content Case Description

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. If not, based on the Mail Settings, emails will be associated to the records in CRM. There are four ways in which you can add emails to CRM:

Add Email option

  • On clicking this option the selected email (receieved or sent) will be added to the lead/contact based on the Mail Settings that is specified.

Search and Add Email option

  • You can search records by criteria and add the email (receieved or sent) to the matching records.
  • This option can be used to associate emails to potentials.
  • Emails are not associated based on the Mail Settings. You have the option here to select the module.

Automatically add outgoing emails

  • On sending an email from MS Outlook, it will be automatically added to the matching contact/lead in Zoho CRM based on the Mail Settings. See Also Configure Mail Settings
  • The email sent will be added in Zoho CRM, only if it is available in the folder specified in the Mail Settings.
  • The contact to whom the email is sent should be listed in the Folder and Category specified in the Contact Settings. See Also Set up Category and Folder Settings
  • For IMAP account users, email may not automatically get associated to the records in Zoho CRM, if the "Save sent items in the Sent Item folder on this computer" is not selected in the MS Outlook settings. To enable:
    1. Open MS Outlook's account settings.
    2. Click More Settings > Sent Items.
    3. Select "Save sent items in the Sent Item folder on this computer".
    4. Click OK.

Send and Add option in the Compose window

  • You can draft an email to your customer and add it to Zoho CRM whenever you send it.
  • If the option to Automatically add outgoing emails is used, then using the Send and Add option will create duplicates of the email in your Zoho CRM account.
  • This option can be used to associate emails to potentials.

To add emails to Zoho CRM (Add Email Option)

  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 folder.
  3. From the Zoho CRM Plug-in, click Add Email.
    Based on the Mail settings the selected email will be added to the lead/contact in Zoho CRM.

To add emails to Zoho CRM (Search and Add Email Option)

  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 folder.
  3. From the Zoho CRM Plug-in, click Search and Add Email.
  4. In the Add Email dialog box, select a Module (Leads, Contacts, or Potentials) from the drop-down list.
    When you select Potentials, another field will be available namely, Criteria (to search records).
    You need to select either Email Address or Potential Name to search the records. On selecting Email Address, 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.
  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. The matching records will be listed.
  6. Click Add.
    The email will be added to the selected leads/contacts/ potentials.

Note

  • While adding it to Leads or Contacts, if you select the module and just click Add, then a new record will be created and the following values will be taken in Zoho CRM:
    • Email address in MS Outlook will be the email address in Zoho CRM
    • Contact name in the mail will be the Contact or Lead name in Zoho CRM.

To edit mail content before adding to Zoho CRM

  1. From the Zoho CRM Plug-in, click Search and Add Email.
  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.

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