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Sfo Getting Started Guide

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Getting Microsoft Outlook
and Salesforce in 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

Syncing Microsoft Outlook and Salesforce Basics
Getting a HighLevel View of Your Integration Work
Salesforce for Outlook System Requirements
The Big Picture for Setting Up Salesforce for Outlook
Download the Salesforce for Outlook Installer
Install and Set Up Salesforce for Outlook
Customizing Salesforce for Outlook
Syncing Between Outlook and Salesforce
Adding Emails Events and Tasks to Salesforce Records

SYNCING MICROSOFT OUTLOOK AND SALESFORCE

BASICS

If both Outlook and Salesforce are essential to your daily work routine you can boost your productivity by automatically syncing between
the two systems
Salesforce for Outlook a Microsoft Outlook integration application that you install syncs contacts events and tasks between Outlook
and Salesforce In addition to syncing these items you can add Outlook emails attachments events and tasks to multiple Salesforce
contacts and view Salesforce records related to the contacts and leads in your emails and eventsall directly in Outlook
You may be able to customize what you sync and the sync directions between Outlook and Salesforce Your administrator determines
the level at which you can customize these settings in Salesforce
In this guide youll learn about the most essential details to get up and running with Salesforce for Outlook

What Goes Where
In most cases organizations set up Salesforce for Outlook to sync contacts events and tasks both ways between Outlook and Salesforce
This keeps your data synced automatically Your organization however may differ with what you can sync and the direction you sync
For example your organization may sync only contacts and events from Salesforce to Outlook
If your organization is set up to add email and share activities youll select only the emails you want to add to the Salesforce records of
your choice Specifically you can add an email to multiple contacts and to one other record with which you can associate tasks such
as an account a case or an opportunity

GETTING A HIGHLEVEL VIEW OF YOUR INTEGRATION

WORK

Lets quickly review how youll complete your Outlook and Salesforce integration work using Salesforce for Outlook v or later

Syncing Your Contacts Events and Tasks
Syncing items between Outlook and Salesforce is simple and automatic Before any syncing occurs youll need to decide whether you
want Salesforce for Outlook to sync all of your items or only the ones you specify If you choose to specify the items you want to sync
youll do it like this

Select items you want to sync You can select multiple items when you press CTRL while clicking the items

Rightclick a selected item then select Categorize Sync with Salesforce The items will sync automatically during the next sync
cycle

Working with Salesforce Records Directly in Outlook
We understand that you may spend a majority of your time selling to your customers while you work in Outlook To help you along with
the selling process weve included the Salesforce Side Panel which appears in Outlook
Watch a Demo

Using the Salesforce Side Panel to Work with Records in Microsoft Outlook English only

Getting a HighLevel View of Your Integration Work

When you select an email from the Inbox or an event from the Calendar in Outlook the Salesforce Side Panel displays related Salesforce
contact and lead details directly in Outlook After your administrator enables the side panel in your Outlook configuration the side panel
displays up to contacts and leads from your emails or events From To and Cc fields
In addition the Salesforce Side Panel
Displays as many as four activities opportunities and cases related to the contacts and leads that appear in the side panel
Lets you add Outlook emails and their attachments to multiple Salesforce records
Lets you add Outlook events and tasks to multiple contacts and to one other record with which you can relate tasks such as an
account a case or even a custom object record
Discovers duplicate contacts or leads You choose the most appropriate ones to display in the side panel
Lets you create Salesforce records directly from the side panel
Includes a Search feature to find additional Salesforce records
Includes links to view full record details directly in Salesforce
Heres how youll use the side panel

Select an email or event in Outlook
Review the Salesforce content that appears in the side panel which displays contacts and leads based on the order they appear in
your emails or events From To and Cc fields For each contact and lead its easy to view related activities opportunities and
cases If you want to view full record details just click on a records link to open it directly in Salesforce
To add your email or event to the Salesforce records of your choice click
or
next to those records Email attachments are
included automatically when you add an email to Salesforce unless your organization has enabled the feature that allows you to
select specific email attachments In that case youll see
next to the individual attachments in your side panel Click the icon to
add those attachments to Salesforce

Getting a HighLevel View of Your Integration Work

If you have the Social Accounts and Contacts feature enabled in Salesforce the side panel displays either Facebook or Twitter
profile photoswhichever ones you chose to show in Salesforce for those contacts and leads
Select the other contacts and leads related to your email to view their details along with related activities cases and opportunities
Quickly see the Salesforce records to which youve added emails or events If youd like to create a new account case contact lead
opportunity or a custom object record related to your email click If you dont see records youre looking for click to find other
records and then add emails events or tasks from the Outlook tasks list to them Theres even a collapse feature to hide the
side panel

SALESFORCE FOR OUTLOOK SYSTEM REQUIREMENTS

Lets review these requirements before you download and install Salesforce for Outlook v or later
Basic Resource

Required Version

Salesforce for Outlook

Salesforce for Outlook v or later after Salesforce Disables TLS encryption protocol

Default email program

Any of the following versions of Microsoft Outlook using Microsoft Exchange Online part of Microsoft
Office or Microsoft Exchange Server onpremises along with the latest updates
and bit
and bit
and bit
Salesforce for Outlook supports Outlook installed using ClicktoRun a streaming installer for Microsoft
Office

Operating system

Any of the following versions of Microsoft Windows along with the latest hot fixes
Windows
Windows Pro and Enterprise
Windows

For customers using Apple Mac OS consider setting up Outlook integration and Lightning Sync

Browser

Microsoft Internet Explorer with TLS encryption protocol or later enabled

Other Requirements
Other Features

Requirement

Server configurations

We support using these systems that connect to the Internet through a proxy server
Automatic proxy detection
Manual proxy

NTLM proxy authentication

We dont support using

IMAP and POP email servers

Terminal servers such as Citrix servers Consider setting up the Outlook integration and Lightning Sync
Proxy Automatic Configuration files pac

Installers

If youre an administrator and plan to use the msi installer you may need to install the following tools

Microsoft NET Framework or

Microsoft Visual Studio Tools for Office Runtime

Salesforce for Outlook System Requirements

Other Features

Requirement

Primary Interop Assemblies PIA Redistributable for your version of Microsoft Outlook

Windows msi users must run the command prompt as an administrator and then launch the installer
from the command line For example msiexec i SalesforceForOutlookmsi

Single SignOn

We support using either
Delegated authentication

Security Assertion Markup Language SAML with My Domain

We dont support using a separate online identity provider for single signon

THE BIG PICTURE FOR SETTING UP

SALESFORCE FOR OUTLOOK

Setting up Salesforce for Outlook is quick and easy

From Salesforce youll download the Salesforce for Outlook installer
Youll install Salesforce for Outlook on your computer and then perform an easy configuration procedure
Depending on the restrictions your administrator sets youll customize Salesforce for Outlook settings to sync what you want and
indicate sync directions between Microsoft Outlook and Salesforce
You can now continue to Download the Salesforce for Outlook Installer on page

DOWNLOAD THE SALESFORCE FOR OUTLOOK INSTALLER

Youll download the installer from Salesforce
Close Microsoft Outlook
If youre downloading Salesforce for Outlook for the first time continue to the next step If youre upgrading first close Salesforce
for Outlook by rightclicking the Salesforce for Outlook icon in your system tray and clicking Exit Then follow the steps based
on the version that youre upgrading from
a To upgrade from Salesforce for Outlook v or earlier uninstall your current version from the Microsoft Windows Control
Panel
b To upgrade from Salesforce for Outlook v or later continue to the next step
From your personal settings enter Salesforce for Outlook in the Quick Find box then select Salesforce for Outlook
Click Download Then click Save File If the Download button is unavailable ask your administrator to assign you to an Outlook
configuration

If youre an administrator deploy installations to multiple users simultaneously using the msi version of the installer
Lets now continue to Install and Set Up Salesforce for Outlook on page

INSTALL AND SET UP SALESFORCE FOR OUTLOOK

Now that youve downloaded the installer you can begin the installation and setup process
Open the installation file you downloaded and saved and complete the installation wizard

Note If you dont yet have NET installed the installation wizard installs it for you Keep in mind that the installation wizard

prompts you to restart your machine after it installs NET After restarting run the installation wizard again to complete the

installation process
Open Microsoft Outlook The setup wizard opens and the Salesforce for Outlook icon
doesnt open you can start it manually Rightclick
and click Settings

appears in your system tray If the wizard

If you want to log in to a site other than the default click Change URL and pick the server to which you want to connect If the

server you want isnt listed select Other and enter the URL such as a custom domain used by your organization

Enter your username and password
Click Approve Doing so creates a secure connection between Outlook and Salesforce You dont have to log in again unless you
encounter an error

Note If your organization restricts IP addresses logins from untrusted IPs are blocked until theyre activated Salesforce

automatically sends you an activation email that you can use to log in Doing so lets you connect without IP restrictions from

anywhere
Click Next and review the sync directions set up by your administrator To sync your Outlook items to different folders click Change
Folder and select folders that are within your default folder or the main Mailbox folder

Click Next and then select your sync method
Choose to sync all your contacts events and tasks Mark items that you dont want to sync with the Dont Sync with Salesforce
category in Outlook

Install and Set Up Salesforce for Outlook

Choose to sync individual contacts events and tasks Mark items that you want to sync with the Sync with Salesforce category
in Outlook

Click Next and then select the kinds of private items you want to sync

Click Save A welcome message appears at the system tray icon which is now active If youre configured to sync Outlook

items and you chose Sync Only the Outlook Items I Select for your sync method all items in the folders you

chose start syncing automatically The icon spins during every sync cycle
Well now continue to Customizing Salesforce for Outlook on page

CUSTOMIZING SALESFORCE FOR OUTLOOK

Depending on the restrictions your administrator sets you may be able to customize
What you sync including contacts events and tasks
The direction you sync between Microsoft Outlook and Salesforce
Your ability to manually add Outlook emails to Salesforce records
Well now review and adjust settings in your Salesforce for Outlook configuration
Rightclick the system tray icon

and select Salesforcecom Outlook Configuration

The following image shows how options appear if your administrator doesnt place restrictions on Salesforce for Outlook customizations

Review your email settings and make sure that both Side Panel and Add Email options are enabled This is an important because
these options play a big role in helping you become efficient with your Outlook and Salesforce integration routine
Review what youre set up to sync If you want you can change the types of items you sync here
If you want to change sync directions and conflict behavior use the dropdown lists
Click Save
Youre now ready to continue to Syncing Between Outlook and Salesforce on page

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