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Sync Your Contacts and Events
with Lightning Sync
Salesforce Spring

salesforcedocs
Last updated February

Copyright salesforcecom inc All rights reserved Salesforce is a registered trademark of salesforcecom inc

as are other names and marks Other marks appearing herein may be trademarks of their respective owners

CONTENTS

Lightning Sync Keep Your Microsoft Items in Sync with Salesforce
Get Ready to Sync Events with Lightning Sync for Microsoft Exchange
Get Ready to Sync Contacts with Lightning Sync for Microsoft Exchange
Fix Sync Issues

LIGHTNING SYNC KEEP YOUR MICROSOFT ITEMS IN SYNC

WITH SALESFORCE

Keep your contacts and events in sync between your email system and Salesforce without installing
and maintaining software
Important Starting in Winter Lightning Sync isnt available to new Salesforce customers
Einstein Activity Capture is our longterm solution for syncing contacts and events between
Microsoft or Google applications and Salesforce With Einstein Activity Capture you benefit
from productivityboosting features beyond sync Plus we continue to enhance features and
availability to deliver an enterprise solution to meet your email integration needs To learn
about the latest enhancements and when they come available keep an eye on the Salesforce
release notes
Your productivity increases when your administrator sets up your company to sync contacts and
events between your email server and Salesforce Thats because theres no need for you to duplicate
your work between the two systems Lightning Sync can sync contacts and events you create and
maintain whether youre at your desk or working remotely from your mobile device
Depending on the settings your administrator selected Lightning Sync syncs contacts or events
between your email application and Salesforce Items can sync in both directions or one direction

EDITIONS

Sync available in Salesforce
Classic not available in all
orgs Lightning Experience
and the Salesforce mobile
app
Set up available in
Salesforce Classic not
available in all orgs and
Lightning Experience
Available in Professional
Enterprise Performance
Unlimited and Developer
Editions with Sales Cloud
Service Cloud and Lightning
Platform

Your administrator can select more settings to define your sync experience Ask your administer about how youre set up to sync in these
cases
Are you syncing all calendar events or only the events you relate to Salesforce using Outlook Integration
Are you syncing private events
Are events that you delete in one calendar automatically removed from the other
Are your events automatically related to relevant Salesforce contacts or one relevant lead
Are you syncing event series beta in Lightning Experience

Lightning Sync Keep Your Microsoft Items in Sync with
Salesforce

Lightning Sync for Microsoft Limitations
Currently Lightning Sync doesnt
Sync tasks Instead admins can set up the Outlook integration app to let you work with Salesforce tasks from Outlook
Sync recurring events repeating events created in Salesforce Classic Instead move to Lightning ExperienceLightning Sync can
sync event series repeating events created in Lightning Experience
Automatically remove deleted contacts from the other application
See Lightning Sync Considerations for more details

GET READY TO SYNC EVENTS WITH LIGHTNING SYNC FOR

MICROSOFT EXCHANGE

USER PERMISSIONS

To sync events both ways

EDITIONS

Read and Edit on events

AND

Event sync direction set to Sync both ways in
an active Lightning Sync configuration

To sync events from Salesforce to Exchange Read on events

AND

Event sync direction set to Salesforce to
Exchange in an active Lightning Sync
configuration
To sync events from your calendar to
Salesforce

Create on events

AND

Event sync direction set to Exchange to
Salesforce in an active Lightning Sync
configuration

Sync available in Salesforce
Classic not available in all
orgs Lightning Experience
and the Salesforce mobile
app
Set up available in
Salesforce Classic not
available in all orgs and
Lightning Experience
Available in Professional
Enterprise Performance
Unlimited and Developer
Editions with Sales Cloud
Service Cloud and Lightning
Platform

If admins enable the Automatically relate
events to Salesforce records option in a
users sync configuration users should also
have Read on contacts and leads to take
advantage of that feature

You can choose which events sync from your Microsoft calendar application to Salesforce
Important Starting in Winter Lightning Sync isnt available to new Salesforce customers Einstein Activity Capture is our
longterm solution for syncing contacts and events between Microsoft or Google applications and Salesforce With Einstein Activity
Capture you benefit from productivityboosting features beyond sync Plus we continue to enhance features and availability to
deliver an enterprise solution to meet your email integration needs To learn about the latest enhancements and when they come
available keep an eye on the Salesforce release notes
If your administrator has set up Lightning Sync for Microsoft Exchange your events sync automatically between your Microsoft calendar
to Salesforce Events sync when you create or update them If youve got many events your first sync could take some time
Admins decide in what direction your events sync between Salesforce and your Microsoft Exchange server or just one way Ask your
admin in which direction youre set up to sync so you know where to update your events
Admins can select more settings to define your sync experience Ask your administer about how youre set up to sync in these cases
Are you syncing private events
Are events that you delete in one calendar automatically removed from the other
Are your events automatically related to relevant Salesforce contacts or one relevant lead
Are you syncing event series repeating events created in Lightning Experience or the Salesforce mobile app

Get Ready to Sync Events with Lightning Sync for Microsoft
Exchange

Prevent Personal Events from Syncing
You can prevent events from syncing with Salesforce in different ways
Create a separate calendar in your calendar application to keep track of your personal events Lightning Sync is designed to sync
only your default Microsoft Exchange calendar to Salesforce
Ask your admin if your sync configuration is set up to sync private events If youre not syncing private events you can assign your
personal events with the Private option from your calendar application and those events wont sync with Salesforce
For example you can mark an event as private from Microsoft Outlook like this

Respond to Event Invitations from Your Microsoft Calendar
Your responses to event invitations dont sync from Salesforce to your Microsoft Exchangebased calendar To avoid overwriting your
attendance status learn where is best to accept and decline event invitations based on your sync direction

GET READY TO SYNC CONTACTS WITH LIGHTNING SYNC

FOR MICROSOFT EXCHANGE

Get Ready to Sync Contacts with Lightning Sync for Microsoft
Exchange

Learn how to sync contacts between your companys email application and Salesforce using
Lightning Sync
Important Starting in Winter Lightning Sync isnt available to new Salesforce customers
Einstein Activity Capture is our longterm solution for syncing contacts and events between
Microsoft or Google applications and Salesforce With Einstein Activity Capture you benefit
from productivityboosting features beyond sync Plus we continue to enhance features and
availability to deliver an enterprise solution to meet your email integration needs To learn
about the latest enhancements and when they come available keep an eye on the Salesforce
release notes
Note If youre set up to sync both ways we recommend that you or your admin create
relevant Salesforce accounts before rolling out contact sync Otherwise if you dont resolve
unmatched Salesforce contacts before the next sync cycle Lightning Sync removes the
company from the Microsoft contact
After your administrator initiates contacts sync for you Lightning Sync creates a folder in your email
application called SalesforceSync You can find the SalesforceSync folder under
your contacts directory Any contacts that have synced from Salesforce to your email application
are in SalesforceSync Dont rename move or delete the SalesforceSync folder
or syncing between Salesforce and your email application stops
Ask your administrator which direction youre set up to sync
If youre set up to sync from Salesforce to your email application only syncing is already in
progress and you dont have to do anything else Soon you can access your Salesforce
contacts directly from your email application
If youre set up to sync from your email to Salesforce or to sync both ways its time to move
the contacts that you want to sync into the SalesforceSync folder
In your email application select the contacts you want to sync You can select multiple contacts
at a time

EDITIONS

Sync available in Salesforce
Classic not available in all
orgs Lightning Experience
and the Salesforce mobile
app
Set up available in
Salesforce Classic not
available in all orgs and
Lightning Experience
Available in Professional
Enterprise Performance
Unlimited and Developer
Editions with Sales Cloud
Service Cloud and Lightning
Platform

USER PERMISSIONS

To sync contacts both ways
Read and Edit on
contacts

AND

Read on accounts AND

contact sync direction set
to Sync both ways in an
active Lightning Sync
configuration
To sync contacts from
Salesforce to Exchange
Read on contacts

AND

Contact sync direction
set to Salesforce to
Exchange in an active
Lightning Sync
configuration
To sync contacts from
Exchange to Salesforce
Create on contacts

AND

Contact sync direction
set to Exchange to
Salesforce in an active
Lightning Sync
configuration

Get Ready to Sync Contacts with Lightning Sync for Microsoft
Exchange

Movedo not copyyour selected contacts to the folder SalesforceSync If you copy your contacts you get duplicates
which are a hassle
The contacts you move to the SalesforceSync folder begin to sync every few minutes If you move numerous contacts to
SalesforceSync your first sync can take some time

FIX SYNC ISSUES

If you have trouble syncing between your email application and Salesforce using Lightning Sync
ask your Salesforce administrator to reset your sync process Resetting clears out and then restores
the connections between the records in your email and calendar application and your records in
Salesforce
To reset sync for your contacts make sure your SalesforceSync folder in your email
application contains only the contacts you want to sync with Salesforce
To reset sync for your events make sure the events that you dont want to sync are assigned
the Private option in your calendar application
Ask your Salesforce administrator to reset your sync process

EDITIONS

Sync available in Salesforce
Classic not available in all
orgs Lightning Experience
and the Salesforce mobile
app
Set up available in
Salesforce Classic not
available in all orgs and
Lightning Experience
Available in Professional
Enterprise Performance
Unlimited and Developer
Editions with Sales Cloud
Service Cloud and Lightning
Platform

***