Microsoft Outlook add-in for Zoho CRM
Our Outlook add-in brings your CRM to your inbox. You can view customer data, update records, and take action on deals without ever leaving Outlook.
Once added, you can:
View the lead/contact details (stored in the CRM) when you receive an email from them in Outlook
Add leads or contacts
Convert leads
Create new activities for leads and contacts
Add a new deal for a contact
Associate a single email with multiple records in the CRM. When you are within the CRM, this email will appear in that record's related list.
View records from the Leads, Contacts, Deals, Campaigns, and Accounts modules
Add notes to the CRM records
View campaigns associated with the leads or contacts
Installing the Add-in
You can install the add-in from your MS Outlook account or from MS Appsource.
How to install an Outlook add-in | How to access the add-in once installed
To install from MS Outlook
Log in to your Outlook account.
Select an email and click the Apps icon. Click Get add-ins.
In the search bar, type Zoho CRM for email. You'll see the add-in among the search results. Click Add.
Read the license terms and privacy policy. Click Continue.
Once the installation is complete, the Zoho CRM for Email add-in will be pinned for quick access. If you are not able to see this shortcut, you can pin the add-in manually by following these instructions.
To install from MS Marketplace (formerly Appsource)
Go to the Microsoft Marketplace website.
In the search bar, type 'Zoho CRM' and click search.
In the search results check for the app Zoho CRM for email, which has Outlook mentioned in the details.
Click Get it now and follow the steps for email signup.
You'll be taken to Outlook. Click Add in the popup.
The Zoho CRM for Email add-in will be added and pinned for quick access. If you are not able to see this shortcut, you can pin the add-in manually by following these instructions.
Pinning the Zoho CRM Add-in for quick access
Select an email and click the ellipsis button (...) and select Customize actions.
Under Add-ins, check or uncheck Zoho CRM for email and click Save.
You should now be able to see the add-in.
Understanding the add-in
Once the add-in is installed, the Zoho CRM for Email option can be accessed by following these instructions:
Select any email.
Click the Apps icon and select Zoho CRM for Email.
If you've pinned the add-in, you can simply select an email and click the Zoho CRM icon to access the add-in.When you access the add-in, a sidebar will appear. If you get a message asking you to allow Zoho CRM to open a new window, click Allow.
When you access the add-in for the first time, you will be asked to authenticate using your Zoho account credentials. Do so. Once this is done, the add-in menu will list the different CRM orgs you are a part of. Select one.
You're now ready to use the add-in!
You can always access the Add-in menu by clicking the icon shown in the screenshot below:
Next, let's look at the different actions you can perform.
Adding Leads or Contacts
You can add users either as leads or contacts to the CRM account directly from your outlook email.
To add leads or contacts
Choose any email from your Outlook inbox.
Click the pinned Zoho CRM for Email icon or navigate to Apps > Zoho CRM for Email.
If the user has not been added as lead or contact, you will see a +Add option (under People in this mail).
Click either the Lead or Contact tab to add as lead or contact, respectively.
Enter the details.
Mandatory fields will be marked red. Once they are filled they will change into green.
Click + more fields to add additional details.
Click Add Lead or Add Contact.
Associate emails to a CRM record
You can associate emails with multiple CRM records based on your requirements. You can find this email in the Emails Related list on the record details page.
To associate an email
Choose any email from your Outlook inbox.
Click the pinned Zoho CRM for Email icon or navigate to Apps > Zoho CRM for Email.
Click Associate Email.
Select the CRM module from the dropdown.
Select the record.
Click Associate.
Note
You can associate an email with multiple records in CRM.
Attachments from the email can also be included in the association.
If you are viewing a CRM record, you can associate the email with the record by clicking the associate icon.
Converting Leads
You can convert a lead to a contact right from your outlook inbox. While converting, you can add the contact to an existing account or create a new account. You can also choose to notify the record owners of the account or contact about the record addition.
To convert a lead
Choose an email from the outlook inbox.
Click the pinned Zoho CRM for Email icon or navigate to Apps > Zoho CRM for Email.
Click the lead.
Click the More icon next to the lead name and select Convert.
Select the record owner for the new records.
Click Convert.
Editing or Deleting Leads or Contacts
In case you want to edit or delete any information of a lead or contact, you can click the More icon and choose the necessary options.
To edit or delete a lead or contact
Choose an email from the outlook inbox.
Click the pinned Zoho CRM for Email icon or navigate to Apps > Zoho CRM for Email.
Click the lead/contact.
Click the More icon next to the lead/contact name and select Edit or Delete.
Adding Activities and Notes
You can add activities and notes to a record from your inbox.
Choose an email from your inbox, click the lead or contact, and click the drop-down arrow.
Click the Activities tab and go to Create a new activity.
Click the Notes tab to create a note.
If you choose to create an activity, select Task, Meeting, or Call.
Enter the details and click Add Task/Meeting/Call.
Once the record has existing activities, click the more shortcut and select + (Select a new activity) to create a new activity.
Viewing Campaigns
You can only view the campaigns that a lead or a contact is associated with.
To view campaigns
Choose an email.
Click the pinned Zoho CRM for Email icon or navigate to Apps > Zoho CRM for Email.
Click the lead/contact.
Click the down-arrow.
Select the Campaigns tab.
All the campaigns that are associated with the lead or contact will be displayed.
Add a new deal for a contact
Choose an email.
Click the pinned Zoho CRM for Email icon or navigate to Apps > Zoho CRM for Email.
Click the contact.
Select the Deals tab and click Create a new deal.
Fill in the details and click Add Deal.
Other options
You can view CRM records from Leads, Contacts, Accounts, Deals, and Campaigns modules. You can reload the add-in to ensure if you face issues. You can also switch the CRM org. To perform these actions, you can access the Add-in menu.
To access the Add-in menu
Choose an email.
Click the pinned Zoho CRM for Email icon or navigate to Apps > Zoho CRM for Email.
Click the Add-in menu icon.
Select the option you need.
Deactivating MS Outlook Add-in
You can deactivate the add-in whenever required. The changes made to the CRM through the add-in will be retained as is after deactivation.
To deactivate the Zoho CRM for Email add-in
Log in to your Outlook account.
Select an email and click the Apps icon. Click Get add-ins.
Go to the My add-ins tab. For the Zoho CRM for email add-in, click the more icon (...) and select Remove.
Troubleshooting
I'm not able to see the add-in after installing it.
First, please check if you're using a supported version.
Supported versions for web and desktop versions:
Windows OS: Office 2019 or later
Mac OS: Office 2016 or later
Valid Office 365 Subscription
For Exchange Accounts:
Exchange 2016 or Exchange 2019 is required.
Second, if you are using a supported version, please follow these steps:
Navigate to your Outlook Inbox.
Select any email (read mode).
Click on the apps as highlighted as per the screenshot below.
Search for the "Zoho CRM for Email" add-in.
If you're still facing issues, please contact us at support@zohogadgets.com.