Synchronizing Meetings, Contacts, and Tasks with Office 365
Synchronize Zoho CRM Meetings with Office 365
When you enable Meetings Sync for Office 365, you'll have the option to choose a calendar from the list of available calendars in your Office 365 account for setting up synchronization. Once the sync is enabled, meetings from your selected Office 365 calendar will automatically appear in Zoho CRM, and any meeting created in this calendar will be synced to Zoho CRM. Only meetings owned by you in CRM will be synchronized with Office 365. Additionally, you'll have the option to choose between one-way or two-way sync during the setup.
If a lead or contact invites you to a meeting, and you accept the invitation, that meeting can be added to your selected Office 365 calendar as well. You can set this up by enabling the 'Check for customer's meeting invitation emails and add them as Meetings in Zoho CRM' checkbox. This functionality extends beyond leads and contacts; if the invited person to a meeting is also a Zoho CRM user, those meetings will also be synchronized into the CRM system.
Furthermore, you can automatically mark yourself as unavailable within CRM based on events in the calendars of your choice from Office 365. This can be set up by enabling the Automatic Time Blocking feature and selecting the required calendars while setting up Office 365 Sync.
To enable Zoho CRM meetings synchronization with Office 365
- Go to Setup > Marketplace > Microsoft.
- In the Office 365 tab, click Enable under Meetings.
You will be redirected to Microsoft to log in with your Office 365 credentials. - On the pop-up for Sync configuration do the following:
- Enable the sync.
- Select the Office 365 calendar you want to sync.
- Choose any one of the Sync Options:
- Two-Way Sync
- One-Way: Zoho CRM Calendar to Office365 Calendar
- One-Way: Office365 Calendar to Zoho CRM Calendar
- Enable automatically block time in the Zoho CRM calendar based on meetings in your Office365 calendar if needed.
You may select up to 5 calendars you want to be considered for blocking time.
The meetings you schedule in Zoho CRM or your Office365 calendar will now be synchronized with each other.
After the synchronization setup is complete and you have enabled the option to block slots according to these calendars, it will indicate that you are not available during the specific time slot, providing information about the meeting.
Other users within your organization will be able to view the unavailability but will not have access to the meeting specifics.
Note
- If the User ID is the same for your Office 365 and Zoho CRM, the sync will be enabled immediately. If the Login User ID is different for Zoho CRM and Office 365, you have to sign in to your Office 365 account to enable the sync. This is required when you are enabling it for the first time.
- The participants added to a meeting in Zoho CRM will not be synchronized with Office 365.
- If the Check for customer's meeting invitation emails and add them as Meetings in Zoho CRM is enabled please note the following:
- The meeting will be synced from My Calendar in Office 365 to Zoho CRM if the meeting organizer is a lead/contact in your CRM account. Apart from Leads/Contacts, even if the (Meeting) invited person is a CRM user, those Meetings will also synced to the Zoho CRM.
- The user who enables the Check for customer's meeting invitation emails and add them as Meetings in Zoho CRM will by default be the host of the meeting as a user in Zoho CRM can only be the host.
- If multiple users have configured the Check for customer's meeting invitation emails and add them as Meetings in Zoho CRM and if all of them are invited to a meeting, then the meeting will be created individually for all the users and not as one common meeting.
Events that are marked as "Free" by the user are not synced with Zoho CRM. This behavior ensures that only events marked as "Busy" or with other statuses are included in the synchronization process.
Disable Meetings Synchronization
To disable meeting synchronization
- In your Zoho CRM account, click Settings > Setup > Marketplace > Microsoft.
- In the Meetings section, click Disable.
Calendar synchronization between Office 365 and Zoho CRM will now be disabled.
Alternatively, you can also disable the synchronization by deleting the Zoho CRM Calendar in your Office 365 account.
Note - When you disable the synchronization or delete the Zoho CRM calendar from Office 365, the meetings synchronized will be deleted from Office 365. The meetings will however remain intact in Zoho CRM.
- Recurring meetings cannot be synced with Office 365
Synchronize Zoho CRM Contacts with Office 365
You can synchronize Zoho CRM Contacts with Office 365 so that you can work with your contacts efficiently from either place, without having to switch between the two applications. Contact synchronization can be enabled by any user in Zoho CRM between their Zoho CRM account and Office 365 account. Once the sync is enabled, the Zoho CRM Contacts folder gets created in Office 365. When contacts are added to this folder in Office 365, they automatically get captured in the Zoho CRM's Contacts module. Only the contacts owned by the user will synchronize with Office 365.
To enable Zoho CRM Contacts synchronization with Office 365
- In your Zoho CRM account, click Settings > Setup > Marketplace > Microsoft.
- Under the Contacts section, click Enable.
- In the Configuration popup, map the Microsoft fields with that of Zoho CRM. A default mapping is already available - you may edit it if required.
- Select the checkbox if you want to delete Zoho CRM Contacts when it is deleted in Office 365.
Note that the Microsoft Contact fields unsupported via APIs will not be available for mapping in this Configuration pop-up.
Contact synchronization between Office 365 and Zoho CRM will now be enabled. You will see a Zoho CRM Contacts folder in your Office 365 account.
Contacts that you create in either application will now synchronize with each other. Note that the synchronized contacts will be seen in the Zoho CRM Contacts and not other contacts.
Points to remember:
- When Office 365 contact integration is enabled, a maximum of 10,000 contacts will be synchronized.
- If users employ a category structure rather than folders, it's necessary to categorize their contacts under "Zoho CRM Contacts - Users' Org Name." This is a category specifically created by Zoho CRM when the MS Contact Sync feature is enabled. By categorizing contacts in this way, users can facilitate the synchronization of contacts between O365 and Zoho CRM.
Disable Contacts Synchronization
To disable the Zoho CRM Contacts synchronization with Office 365
- In your Zoho CRM account, click Settings > Setup > Marketplace > Microsoft.
- In the Contacts section, click Disable.
Contact synchronization between Office 365 and Zoho CRM will now be disabled.
Alternatively, you can also disable the synchronization by deleting the Zoho CRM Contacts folder in your Office 365 account.
Note
- When you disable the synchronization, the Zoho CRM Contacts folder will be deleted from Office 365. The contacts will however remain intact in Zoho CRM.
Synchronize Zoho CRM Tasks with Office 365
Tasks that are created in Zoho CRM can be synchronized with Office 365 and vice versa which allows you to keep track of all your tasks from one place. Once the synchronization is enabled, a folder named Zoho CRM Tasks is created in the Office 365 account where all your tasks from CRM will be displayed. When tasks are created in Office 365, they will be immediately captured in the Tasks Module of Zoho CRM.
To enable Zoho CRM tasks synchronization with Office 365
- Go to Setup > Marketplace > Microsoft.
- In the Office 365 tab, under Tasks, click Enable.
- In the Configuration page, map the fields in Microsoft Office 365 with Zoho CRM.
- Click Next.
- Map the additional field values present in Zoho CRM with Microsoft Office 365.
- Click Enable.
You can also click Edit Sync Options and change the field mapping if required.
Note
- To synchronize Zoho CRM and Office 365, the user should have Create, Edit, and Delete permissions for the Tasks module.
- Recurring tasks and reminders cannot be synced between Zoho CRM and Office 365.
- If the task owner is changed in Zoho CRM, then the task will be deleted from Office 365.
- If the task is moved from the Zoho CRM Tasks folder in Office 365 to another folder then, it will be deleted from Zoho CRM.
- If a task is deleted in either of the services: Zoho CRM or Office 365, it will automatically be deleted from the other service.
Disable Tasks Synchronization
Disabling the Tasks 365 synchronization will delete the Zoho CRM Tasks folder from Office 365 along with the synchronized tasks. However, the tasks that are created from Zoho CRM will be retained as it is.
Note
- The synchronization will be disabled if you manually delete the Zoho CRM Tasks folder from Office 365.
To disable the synchronization
- Go to Setup > Marketplace > Microsoft.
- In the Office 365 tab under the Meetings section, click Disable.
Invite users from Office 365
Once Zoho CRM for Office 365 is enabled you can invite users from your Office 365 account as users in Zoho CRM. Inviting users consists of the following cases.
Note
- Users from Office 365 can be added to Zoho CRM only if the Login User ID is the same for both accounts. If it's different, you will not be able to add users from Office 365 to Zoho CRM.
Case #1: Administrator sending a user invitation to a fellow Office 365 user
In this case, an administrator sends an invitation to an Office 365 user and the user in turn accepts the invitation.
To invite users from your Office 365 account
- In your Zoho CRM account, click Settings > Setup > Users & Control > Users.
- In the Users page, click Office 365 user.
The New User option is used to invite a new user, who does not necessarily use Office 365, to your Zoho CRM account. - In the Add User popup, select the required user from the list and click Save.
An invitation email will be sent to the selected user.
To accept a Zoho CRM invitation
- Click on the invitation link in the email you have received from your Office 365 account administrator.
Alternatively, in your Office 365 account, browse for and click the Zoho CRM app from the Apps section - In the Zoho CRM login page, accept the terms and conditions to join your organization's CRM account.
If you wish to associate an existing Zoho CRM account registered with another email address, click Associate My Account and log in using your existing Zoho CRM credentials. Please note that in this case, you will not join the account for which you have been sent an invitation, but the other Zoho CRM account for which you are already a part.
Case #2: An Office 365 user requesting to join Zoho CRM
In this case, an Office 365 user requests the administrator to add him/her to the CRM account and the administrator approves the request.
To request to join your Zoho CRM organization account
If you have not been invited to join your organization's CRM account, but wish to join it, you can send a request to join the account.
- In your Office 365 account, click the Apps icon.
- Browse for and click the Zoho CRM app.
On the Zoho CRM page, you will be informed that your organization already has a Zoho CRM account. - Click Request to Join.
An email request will be sent to all users who have the Manage Users permission enabled in their Zoho CRM user profile.
To approve an Office 365 user's request to join your Zoho CRM account
- Click on the approval link provided in the request email you have received from the Office 365 user.
You will directly be taken to the Users section in Zoho CRM.
Note that you will be able to add a user only if you have the Manage Users permission enabled in your Zoho CRM user profile. - In the Add New User popup, click Approve & Add.
The Office 365 user will now added as a Zoho CRM user.
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