Working with Zoho CRM Outlook Edition

Table of Contents  [ Hide]

Introduction
Installation Procedure
System Requirements
Installation Pre-requisites
Installing Zoho CRM Outlook Plug-in
Uninstalling Zoho CRM Outlook Plug-in
Re-installing Zoho CRM Outlook Plug-in
Activating Outlook Plug-in in Zoho CRM
Working with Outlook Plug-in
Configuring Zoho CRM Server
Mark/Un Mark Zoho Category
Settings for Sync Zoho Category Alone
Settings for Sync Contacts – Selected Categories
Synchronizing Outlook Contacts with Zoho CRM
Adding Contacts
Resolving Conflicts
Synchronizing Outlook Calendar with Zoho CRM
Adding Appointments
Resolving Conflicts
Synchronizing Outlook Tasks with Zoho CRM
Adding Tasks
Resolving Conflicts
Adding E-mail Messages as Cases in the Zoho CRM 
Zoho CRM - Outlook Fields Mapping
Contact Synchronization - Field Mapping
Tasks Synchronization - Field Mapping
Calendar Synchronization - Field Mapping
Presentations

Introduction

The Zoho CRM Outlook edition is a productivity-enhancement plug-in for synchronizing the contacts, tasks and events between Microsoft Outlook and Zoho CRM. In addition, you can copy customer-specific emails (incoming/out going) from Outlook to Zoho CRM and create cases based on customer(s) email messages.

Installation Procedure

For better understanding, the installation procedure of the Zoho CRM Outlook plug-in is split into the following categories:

• System Requirements
• Installation Prerequisites
• Installing Zoho CRM Outlook Plug-in
• Uninstalling Zoho CRM Outlook Plug-in

System Requirements

• Hardware: x486 with 256 MB RAM or higher with a minimum of 10 MB disk space
• Operating Systems: Windows 2000/XP/2003, Windows Vista
• Software: Microsoft Outlook 2000/2002/2003/2007 and Internet Explorer 6/Internet Explorer 7

Installation Pre-requisites

• You must have administrator privileges.
• You must have valid login details to connect to Zoho CRM server.
• If Microsoft Outlook is running on the system, it must be stopped before installing the Outlook Plug-in.

Installing Zoho CRM Outlook Plug-in

1. Log in to your Zoho CRM account.
2. Download the Zoho CRM Outlook Plug-in from the Setup > Personal Settings > Outlook Plug-in page.
   
   
   

   

3. Run the ZohoCRM_Outlook_Plugin.exe.
4. In the Welcome to the Installation Wizard dialog, click on Next button.
5. In the License Agreement dialog, read the license agreement and click on Yes button to accept the license agreement.
6. In the Directory Choose Destination Location dialog, browse the directory and click on Next button.
   Zoho CRM Outlook Plug-in installation will take a few seconds.
7. In the Installation Completed dialog, click on Finish button to complete the installation.

Note: By default, the destination directory is C:\AdventNet\ZohoCRM Outlook Plug-in.

Uninstalling Zoho CRM Outlook Plug-in

1. Select Start > Settings > Control Panel.
2. In the Control Panel, click on Add/Remove Programs.
3. In the Add/Remove Programs dialog, select the Zoho CRM Outlook Plug-in and click the Remove link. It will take a few minutes to uninstall the Zoho CRM Outlook Plug-in.

Note: If Microsoft Outlook is already running, you need to close the application before uninstalling it.

Re-installing Zoho CRM Outlook Plug-in

You are suggested to clear the Uninstall shield before re-installing the Zoho CRM Outlook Plug-in.

To re-install Zoho CRM Outlook Plug-in:

1. Download the Zoho CRM Outlook_cleanup.exe
2. Run the Cleanup.exe
3. Download the Zoho CRM Outlook Plug-in from Setup > Personal Settings > Outlook Plug-in
   
4. Install Plug-in (Refer: Installing Zoho CRM Outlook Plug-in)

Activating Outlook Plug-in in Zoho CRM

(Access Privilege: Administrator)

New User: Sign up for Zoho CRM account from: http://crm.zoho.com

Existing User: After logging in to Zoho CRM activate your Outlook Account from Setup >Subscription Manager > User Activation page.

Working with Outlook Plug-in

Using the Zoho CRM Outlook Plug-in helps you perform the following operations:

• Synchronize Contacts, Tasks, and Calendar between Zoho CRM and Microsoft Outlook
• Resolve conflicts during synchronization
• Add customer-related emails as cases in Zoho CRM
• Modify the email message before adding to Zoho CRM

Configuring Zoho CRM Server

Before adding or synchronizing Microsoft Outlook E-mails and contacts to Zoho CRM, you need to specify the Zoho CRM login details in Microsoft Outlook. You can use the Outlook Plug-in to connect to the Zoho CRM service.

To configure Zoho CRM login details

1. Run the Microsoft Outlook.
2. Click on Zoho CRM > Login .
3. In the Zoho CRM Login dialog, specify your Zoho CRM login details:
   • Zoho CRM ID: Enter the user name to log in to the Zoho CRM.
   • Password: Enter the password for the user name.
   • Remember Me: Select the check box if you want the system to remember the login details for the next time.
4. Click Save to apply the changes.

Mark/Un Mark Zoho Category

1. Select the Contact(s) and click Zoho Category -->Mark as Zoho to set the Contact(s) Category as Zoho

2. Select the Contact(s) and click Zoho Category -->Remove Zoho to remove the Zoho category for Contact(s).

Settings for Sync Zoho Category Alone

1. In Zoho CRM – Outlook plug-in, click on Zoho CRM > Preferences.

2. In Preferences dialog box, click on Choose Category.

3. From the list, select Zoho.

4. Click Save.
   This will enable the Sync Contact in Zoho Category.

Settings for Sync Contacts – Selected Categories

1. In Zoho CRM – Outlook plug-in, click Zoho CRM > Preferences.

2. In Preference dialog box, click on Choose Category.

3. From the list, select the categories of your choice.

4. Click Save.
   This will enable the Sync Contact that contains the selected categories.

Note:

1. After choosing the categories from Zoho CRM Preference, For Contact Sync go to contact folder and Click Contact Sync.

2. The same steps should be followed for Task(s) and Calendar(s).

Synchronizing Outlook Contacts with Zoho CRM

Synchronization allows you to enter the customer-specific contacts from Microsoft Outlook to Zoho CRM and vice-versa. This updates the information both in Zoho CRM and Microsoft Outlook. It also eliminates duplication of contacts and resolves conflicts if the data is not in sync.

To synchronize contacts between Microsoft Outlook and Zoho CRM

1. Select the Contacts shortcut from the Microsoft Outlook sidebar.
2. Select the required contact(s) from the Inbox.
3. Click the Zoho CRM > Sync Contacts menu.
   The process to read the contacts in Zoho CRM and Microsoft Outlook takes a few minutes. Once reading is complete, do one of the following:
   
   • Add Contacts
   • Resolve Conflicts

Adding Contacts

If you are synchronizing contacts for the first time, follow the steps:

1. In the Synchronizing Status dialog, contacts added, updated, and deleted are displayed. Click the View Details button to view the list of contacts.
2. In the Sync Changes dialog, list of contacts are displayed. Once you are confirmed that all the contact details are correct, click the Close button.
3. In the Synchronizing Status dialog, click the Accept Changes to complete or click the Close button to abort the synchronization.

Resolving Conflicts

After the first time synchronization, when you update the contact details in Zoho CRM or in Microsoft Outlook, there will be differences in contact details present in Zoho CRM and Microsoft Outlook. To update the same contact details in Zoho CRM and Microsoft Outlook, you have to override the data on the other side.

To resolve conflict between Microsoft Outlook and Zoho CRM

1. In the Conflict Resolution dialog, conflicting contact name and the corresponding fields are displayed in a table.
   Select the value to be synchronized (either from MS Outlook column or from Zoho CRM). You can select the following options:
   • Update Outlook Details in Zoho CRM: To update the changes made in Outlook to Zoho CRM.
   • Update Zoho CRM Details in Outlook: To update the changes made in Zoho CRM to Outlook.
2. Click Save.
3. Once contacts details are updated click the Accept Changes button.

Synchronizing Outlook Calendar with Zoho CRM

Synchronization allows you to enter the customer-specific calendar appointments from Microsoft Outlook to Zoho CRM and vice-versa. This updates the information both in Zoho CRM and Microsoft Outlook. It also eliminates duplication of appointments and resolves conflicts if the data is not in sync.

To synchronize contacts between Microsoft Outlook and Zoho CRM

1. Select the Calendar shortcut from the Microsoft Outlook sidebar.
2. Select the required appointments from the Inbox.
3. Click the Zoho CRM > Sync Contacts menu.
   The process to read the appointment in Zoho CRM and Microsoft Outlook takes a few minutes. Once reading is complete, do one of the following:
   
   • Add Appointments
   • Resolve Conflicts

Adding Appointments

If you are synchronizing appointments for the first time, follow these steps:

1. In the Synchronizing Status dialog, appointments added, updated, and deleted are displayed. Click the View Details button to view the list of appointments.
2. In the Sync Changes dialog, list of appointments are displayed. Once you are confirmed that all the appointment details are correct, click the Close button.
3. In the Synchronizing Status dialog, click the Accept Changes to complete or click the Close button to abort the synchronization respectively.

Resolving Conflicts

After the first time synchronization, when you update the appointment details in Zoho CRM or in Microsoft Outlook, there will be differences in appointment details present in Zoho CRM and Microsoft Outlook. To update the appointment details in Zoho CRM and Microsoft Outlook, you have to override the data on the other side.

To resolve conflict between Microsoft Outlook and Zoho CRM

1. In the Conflict Resolution dialog, conflicting appointment name and the corresponding fields are displayed in a table.
   Select the value to be synchronized (either from MS Outlook column or from Zoho CRM). You can select the following options:
   • Update Outlook Details in Zoho CRM: To update the changes made in Outlook to Zoho CRM.
   • Update Zoho CRM Details in Outlook: To update the changes made in Zoho CRM to Outlook.
2. Click Save.
3. Once appointment details are updated click the Accept Changes button.

Synchronizing Outlook Tasks with Zoho CRM

Synchronization allows you to enter the customer-specific tasks from Microsoft Outlook to Zoho CRM and vice-versa. This updates the information both in Zoho CRM and Microsoft Outlook. It also eliminates duplication of tasks and resolves conflicts if the data is not in sync.

To synchronize tasks between Microsoft Outlook and Zoho CRM

1. Select the Tasks shortcut from the Microsoft Outlook sidebar.
2. Select the required Task(s) from the Inbox.
3. Click the Zoho CRM > Sync Tasks menu.
   The process to read the tasks in Zoho CRM and Microsoft Outlook takes a few minutes. Once reading is complete, do one of the following:
   
   • Add Tasks
   • Resolve Conflicts

Adding Tasks

If you are synchronizing tasks first time, then follow these steps:

1. In the Synchronizing Status dialog, tasks added, updated, and deleted are displayed. Click the View Details button to view the list of tasks.
2. In the Sync Changes dialog, list of tasks are displayed. Once you are ensured that all the task details are correct, click the Close button.
3. In the Synchronizing Status dialog, click the Accept Changes or the Close button to complete or abort the synchronization respectively.

Resolving Conflicts

After the first time synchronization, when you update the task details in Zoho CRM or in Microsoft Outlook, there will be differences in task details present in Zoho CRM and Microsoft Outlook. To update the task details in Zoho CRM and Microsoft Outlook, you have to override the data on the other side.

To resolve conflict in between Microsoft Outlook and Zoho CRM

1. In the Conflict Resolution dialog, conflicting contact name and the corresponding fields are displayed in a table.
   Select the value to be synchronized (either from MS Outlook column or from Zoho CRM). You can select the following options:
   • Update Outlook Details in Zoho CRM: To update the changes made in Outlook to Zoho CRM.
   • Update Zoho CRM Details in Outlook: To update the changes made in Zoho CRM to Outlook.
2. Click Save.
3. Once contacts details are updated click the Accept Changes button.

Adding E-mail Messages as Cases in the Zoho CRM 

You can add customer-specific E-mail messages from Microsoft Outlook to Zoho CRM as a Case. Before adding the E-mail messages make sure the corresponding contact to the E-mail exists in Zoho CRM.

To add E-mail messages from Outlook to Case in Zoho CRM

1. Select the Inbox shortcut from sidebar.
2. Select the customer-specific E-mail message from the Inbox.
3. Click Zoho CRM > Add Case to Zoho CRM menu.
   Note: If the corresponding contact's E-mail address is not available in Zoho CRM, an error message "No matching contacts for <Email Address>" is displayed. When this error message is displayed, first add the contact in the Zoho CRM before adding the E-mail message.
4. In the Add Selected Message to Zoho CRM dialog, the Contacts tab is displayed where the selected E-mail details are displayed.
5. In the Contacts table, click the View link to view the contact details in Zoho CRM.

   Note: When you click the View link, a default browser is displayed. Here, enter the Zoho CRM login details. First time, it will not display the appropriate contact details. You have to click the View link again to view the selected contact details.

6. Some times you may not require archiving the complete E-mail in Zoho CRM. In such a case, you can modify the E-mail message before adding it to the Zoho CRM.
   Follow the steps given below to modify the E-mail message:
   
   
   1. Select the E-mail message to be modified from the Contacts table.
   2. Click the Edit Message tab.
   3. Modify the content in the Edit Message text area.
7. You can also attach the files related to the e-mail message. Click the Attachments tab and view the list of attached files. You cannot attach files with more than 1 MB file size.
8. Click the Add to Zoho CRM button to add the E-mail message to the selected contact in Zoho CRM.
9. Once the E-mail message is added to Zoho CRM, the "Successfully Added" message is displayed. Click the Close button to complete the operation.

Zoho CRM - Outlook Fields Mapping