This article shows how to install, configure and use the Salesforce Outlook Add-in
Installing and Using the Salesforce Outlook Add-in
Installing the Salesforce Outlook Add-in (Windows)
- Open Microsoft Outlook
- Click on File, Manage Add-ins
- You’ll be taken to the Office 365 website (https://outlook.office.com/owa/?path=/options/manageapps)
- Find Salesforce in the add-in in the list and check the box in the Turn On column
- Go back to Microsoft Outlook and click on the <- arrow in the top left-hand corner of your screen to get back to your Inbox
- Wait about 15 to 20 seconds and you should see the Salesforce add-in appear on your Outlook ribbon
- If you don’t see it close Outlook and reopen it and the add-in should appear
Installing the Salesforce Outlook Add-in (Mac)
- If you have Microsoft Outlook open, close it
- Navigate to the Office 365 website ‘Manage Add-Ins’ Page: (https://outlook.office.com/owa/?path=/options/manageapps)
- Find Salesforce in the add-in in the list and check the box in the Turn On column
- Wait about 15 to 20 seconds and then open Microsoft Outlook
- The Salesforce add-in should appear on your Outlook ribbon
Configuring the Salesforce Outlook Add-in
- Click on the Salesforce Outlook Add-in on the Outlook ribbon (toolbar) to open it
- If you’re using the web version of Outlook you can configure the add-in by clicking on the Salesforce Outlook icon
- Make sure ‘Production’ is selected for the Environment
- Click on “Log In To Salesforce”
- Click on ‘Use Custom Domain’
- In the ‘Custom Domain’ box type:
- For Main SOM Salesforce: yale-som.my.salesforce.com
- For Broad Center Salesforce: thebroadcenteratyalesom.my.salesforce.com
- Click Continue
- You will be logged into Salesforce inside Outlook the add-in
- Once you’ve activated and configured the Salesforce add-in it will be active and configured in all versions of Outlook, both desktop and web versions.
Using the Salesforce Outlook Add-in
- Salesforce Trailhead has a great 3 minute video that shows what you can do with the Salesforce Outlook add-in: https://trailhead.salesforce.com/en/content/learn/modules/outlook_integration/outlook_integration_unit_1
- Some of the more common features are:
- Logging an email from your inbox to a Salesforce record
- Logging an email you compose in Outlook to a Salesforce record
- Using email templates
- Creating a new Event, Task, Case or Account
- Viewing tasks
Pinning the Salesforce Add-in so it stays open
- If you want the Salesforce add-in to stay open and not close each time you leave the screen, you’ll need to pin the add-in. To pin the add-in so it always stays open click the pin. Once you click the pin it will point downward to show the add-in is pinned.
- Note that you’ll have to do this for both your reading screen and your compose email screen.
Logging an Email from your Inbox to a Salesforce Record
- When an email arrives in your inbox you’d like to log to a Salesforce record just click on ‘log email’.
- The search box defaults to ‘Accounts’ but you can click the drop-down arrow to select the record type you’d like to log the email to.
- In the search box type the record you’re looking for
- Select the record from the drop-down search results
- The name will then appear in the ‘People’ or ‘Other’ sections of the Log Email pane
- You can select multiple people by checking/unchecking the boxes of the records you want to attach the email to. In the ‘other’ section you can only choose one option via a radio button.
- When finished with selections click on ‘Save’
- The email has now been logged into the Salesforce record(s) you selected
Logging an Email you Compose in Outlook to a Salesforce Record
- Click ‘New Email’ in Outlook
- If the Salesforce Add-In isn’t open on the side of your screen click on the Salesforce icon in the ribbon to open it
- Pin the add-in to keep it from closing by clicking on the pin at the top of the window
- Type the email address of the person you want to send the email to in the ‘To’ field of the email
- Add a subject and text to the body of the email
- As you add a name to the ‘To’ field and add text to the subject and body of the email Salesforce will start to fill in with items it finds that may match
- Once you’ve completed your email click ‘Log Email on Send’
- You’ll be back at the ‘Log Email’ screen where you can select the People and other items to be attached to this email (same as above)
- Notice there is nothing in the ‘Bcc’ field.
- When completed click on ‘Save’.
- Now notice the Bcc field now has an email address in it. Leave that email address in the Bcc field as that’s how it will be logged to Salesforce.
- Click ‘Send’ in the main Outlook email pane to send the email
- The email has now been logged into the Salesforce record(s) you selected
Using Email Templates
- You can use email templates set up by your or your department to make email communications faster and more consistent.
- Click on ‘New Email’ in the Outlook Ribbon
- Click on ‘Email Templates’ in the Salesforce Outlook Add-In
- Select the drop-down arrow next to the ‘Search Lightning Templates’ box to narrow down the template search.
- Select the category of template you’re looking for
- Select the template you wish to use
- The template will fill in the subject/body of the email
- Make any adjustments needed
- Click the back arrow next to ‘Select Email Template’
- Click on ‘Log Email on Send’
- Add any people or other options to the email (as seen above)
- Click ‘Save’
- Notice there is now an email address in the Bcc field.
- Click ‘Send’ in the main Outlook email pane to send the email
- The email has now been logged into the Salesforce record(s) you selected
Creating a new Event, Task, Case or Account
- To create a new event, task, case or account click on the + icon. When you hover over the + the word ‘Create’ becomes visible. Click on ‘+ Create’ and select the type of item you’d like to create.
- Fill in the required information such as Date, Name, Status, Related to, Assigned to or Description and click ‘Save’ to save the item. The information required for each type will be different.
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