Configuring MS Outlook Plug-in | Online Help - Zoho CRM

Configuring the MS Outlook Plug-in (Windows)

We have deprecated download of MS Outlook Plug-in. The Plug-in will not be functional after May 31st, 2021. Read more about it here

There are some basic settings that you need to do, before you start synchronizing the contact, task and calendar events.

Sign In to Zoho CRM Plug-in

To get started, first you need to sign in to the Zoho CRM Plug-in using your Zoho CRM login credentials. You can also sign in using your Google Apps, Google, Yahoo or Facebook login credentials but with a different password. 

To sign in to Zoho CRM plug-in
  1. In Microsoft Outlook, go to the Zoho CRM tab and click Menu > Sign In.
  2. In the Zoho CRM - Login popup, click Continue to Sign in.

    You will be redirected to Zoho CRM accounts page in your default browser.
  3. Enter the Email Address/Phone NumberPassword, and click Sign In.
  4. Read the information that the CRM Outlook plugin would like to access and click Accept.

    Please note that once you click Accept, it will take approximately 20 seconds for you to sign-in.

    Once signed-in, all the options in the Zoho CRM Plugin for MS outlook will be enabled.


Note

  • If you are not able to view the Zoho CRM Plug-in, then check the following:
    (The following will work for you based on the MS Outlook version that you are using)
  • In MS Outlook, click Help > Disabled Items. Make sure that Zoho CRM is not listed.
    If it is listed under Disabled Items, select it and click Enable. Please note, this option may change based on the MS Outlook version that you are using.
  • In MS Outlook, click Tools > Trust Center > Add-ins. Select Disabled Items from the Manage drop-down list and click Go.
    If Zoho CRM is listed under Disabled items, select and click Enable.

Set Up Categories and Folders for Contacts, Tasks and Calendar

When you set up a synchronization of contacts, tasks or calendar (events), you can specify the category and folder from which the records should be synchronized. 

To set up category and folder for Contacts
  1. In Microsoft Outlook, click Zoho CRM > Settings.
  2. In Settings dialog box, click Contacts tab.



  3. Choose a folder from Contacts Folder.
    The records will be synchronized from the selected folder only.
  4. For Choose Category option, select the categories of your choice to sync only the records under this category.
    By default, the Zoho Category will be selected to sync only the records belonging to the Zoho category. You cannot clear the Zoho checkbox.
  5. Check Automatically sync the changes made in Outlook Contacts to Zoho CRM.
    On selecting this option, contacts from MS Outlook will be automatically synchronized in Zoho CRM.
  6. In the Choose the type of Zoho CRM Contacts to sync with Outlook section, select one of the following options as per your requirement:
    • All Contacts - refers to contacts owned by you and your subordinates in your Role hierarchy as well as contacts shared with you via data sharing rules and territories. (i.e, contacts in the All Contacts view in Zoho CRM).
    • Contacts owned by me - refers to contacts owned by you (i.e, contacts in the My Contacts view in Zoho CRM)
      The same will be applicable to Tasks and Events.
  7. Click Save.

Note

To set up categories for Tasks and Calendar, select the Tasks or Calendars tab in the Settings dialog box. Use the procedure mentioned above for Contacts as reference and select appropriate options for Tasks and Calendars.

Configure Mail Settings

From the Emails tab, you can configure the settings for outgoing emails and also for the Add Email option in the Plug-in.

Outgoing Emails settings - You can specify whether the outgoing emails should be automatically added to the contact in Zoho CRM.

Add Email Settings - Based on the email address of the recipient, the right contact or lead is searched in Zoho CRM and the email is associated to the matching record. If the recipient's email address does not match a record in CRM, you have the option to automatically create a record and associate the email to it. You can define whether the email should be associated to a contact or a lead in Zoho CRM.

To configure mail settings
  1. In Microsoft Outlook, click Zoho CRM > Settings.
  2. In the Settings dialog box, click the Emails tab.
  3. For outgoing emails, do the following:
    • Choose a Sent Item Folder where outgoing emails are stored.
    • Select the Automatically add outgoing emails to Zoho CRM checkbox, if required.
  4. For mail setting, select the following checkboxes, if required:
    • Search the recipient's email address in contacts and associate the sent email to the matching contact(s).
    • Search the recipient's email address in leads and associate the sent email to the matching lead(s).
      If there are no matching leads/contacts, then select Contacts or Leads from the drop-down list to create a new record.



  5. Click Save.

Configure Conflict Resolution Settings

The conflict resolution settings are used when there are duplicate records with a conflict in the field values during a sync. With such conflicting records, the option selected will be applied provided the records are being updated. Note that these options are not applied when new records are added.

To configure conflict resolution settings
  1. In Microsoft Outlook, click Zoho CRM > Settings.
  2. In the Settings dialog box, click the Conflict Resolution tab.
  3. Choose the Conflict Resolution from the following:
    • A pop-up alert will help me decide - You can manually select, which information needs to be added
    • Let MS Outlook Win - The values from MS Outlook will overwrite the Zoho CRM values.
    • Let Zoho CRM Win - The values from Zoho CRM will overwrite the MS Outlook values.



  4. Click Apply > Save.

Note

  • Duplicate check for Contacts is primarily based on the Email ID of the contacts. In the absence of an email address, the duplicates are identified on the basis of the First Name and the Last Name.
  • Duplicate check for Tasks is based on the Subject and End Date.
  • Duplicate check for Events is based on the SubjectStart Date and Time and End Date and Time.

    Zoho DataPrep Personalized Demo

    If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

    Zoho CRM Training

      Create, share, and deliver

      beautiful slides from anywhere.

      Get Started Now





              Zoho CRM Training Programs

              Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

              Zoho CRM Training

                Zoho SalesIQ Resources



                    Zoho TeamInbox Resources




                              Zoho DataPrep Resources

                                Zoho DataPrep Demo

                                Get a personalized demo or POC

                                REGISTER NOW


                                  Design. Discuss. Deliver.

                                  Create visually engaging stories with Zoho Show.

                                  Get Started Now











                                                        • Related Articles

                                                        • Configuring MS Outlook Plug-in (Mac)

                                                          We have deprecated download of MS Outlook Plug-in. The Plug-in will not be functional after May 31st, 2021. Read more about it here.  There are some basic settings that you need to do, before you start synchronizing the contact, task and calendar ...
                                                        • Installing the MS Outlook Plug-in (Windows)

                                                          We have deprecated download of MS Outlook Plug-in. The Plug-in will not be functional after May 31st, 2021. Read more about it here.  Install Zoho CRM Plug-in Installing the Zoho CRM Plug-in for Microsoft Outlook requires the following steps to be ...
                                                        • Installing the MS Outlook Plug-in (Mac)

                                                          We have deprecated download of MS Outlook Plug-in. The Plug-in will not be functional after May 31st, 2021. Read more about it here.  Before you begin installing Zoho CRM Plug-in for Outlook in your CRM account, check out the Overview page to get ...
                                                        • Using the MS Outlook Plug-in (Windows)

                                                          We have deprecated download of MS Outlook Plug-in. The Plug-in will not be functional after May 31st, 2021. Read more about it here.  Using the Zoho CRM Plug-in for Microsoft Outlook, you can do the following: Add records to Zoho Category Remove ...
                                                        • MS Outlook Plug-in - An Overview

                                                          Downloading MS Outlook Plug-in is not available anymore. Kindly click here for more information.  The Zoho CRM Plug-in for MS Outlook is a productivity-enhancement plug-in for synchronizing the contacts, tasks and meetings between Zoho CRM and ...

                                                        Resources

                                                        Videos

                                                        Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                        eBooks

                                                        Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                        Webinars

                                                        Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                        CRM Tips

                                                        Make the most of Zoho CRM with these useful tips.



                                                          Zoho Show Resources