Microsoft Exchange - User Guide
In the Microsoft Exchange extension for Zoho CRM, only the administrator can manage all the settings options. The users are restricted to the following actions:
- Authorize the extension
- Access the extension dashboard
- Access emails
- Update the account password
If the administrator has enabled the server with impersonation, the users under that administrator need not to authorize; they will be directed directly to the dashboard. Otherwise, authorization with Microsoft credentials is required.
Authorizing the extension
All users (without impersonation) are required to sign in with their Microsoft Exchange credentials to use the extension in Zoho CRM. Only then will their data be synchronized between the Microsoft Exchange and the Zoho CRM.
To authorize your account:
- In your CRM account, click the MS Exchange Sync custom tab.
- In Account Details, enter the email address, password, and domain name for your Microsoft Exchange account.
- Click Submit.
Accessing the dashboard
Once signed in, you will be taken to your extension dashboard. Here, you can find the sync type based on your sync settings, as well as the date and time of the latest sync. You can also create schedules, set tasks, plan meetings with your team, and view appointments from the Microsoft exchange dashboard in your CRM account.
To schedule a meeting:
- Click MS Exchange Sync web tab.
- In Microsoft Exchange, click New.
- Select Schedule Meeting or Schedule Appointment from the dropdown list.
- Provide a Subject for the meeting.
- Click See availability to view the availability of the added leads.
- Enter the Location and the Start and End time of the event.
- Check Reminder to send reminders to the attendees.
Choose the time for the reminder to be sent. - Click Schedule.
Accessing emails
The emails from the Microsoft Exchange server will be synced and displayed under the related list 'Emails' in Zoho CRM. Once synced, you can handle all your emails from within the Zoho CRM. All further emails sent and received will be in sync between the Zoho CRM and Microsoft Exchange, as per the sync settings.
Note: The email sync feature will only work if the SalesInbox feature is not already being used.
To access emails:
- In your CRM account, click on Contacts, Leads, Accounts, or Deals modules.
- Open a record in the list.
- All the emails corresponding to the record will be displayed in the 'Emails' related list.
Updating your password
If you change your password for Microsoft account in the server, you can update it anytime in Zoho CRM.
To update your Microsoft Exchange account password:
- In Zoho CRM, click MS Exchange Sync web tab.
- Click
icon and select Update Password.
- Enter your new password in the pop-up.
- Click Save.
Your new password will be updated.
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