Microsoft Outlook add-in for Zoho CRM

Microsoft Outlook add-in for Zoho CRM

The Zoho CRM add-in for MS Outlook enables you to view details of your CRM account right within your outlook account. The installation will allow you to do the following from your MS outlook account:

  • Add leads or contacts 

  • Add notes to the CRM records

  • Create new activities for the leads or contacts

  • View campaigns associated with the leads or contacts

  • Convert leads

  • Associate leads, contacts, and deals emails to their record

Installing the Add-in

You can install the add-in from your MS Outlook account.
To install from MS Outlook

  1. Log into your Outlook account.

  2. Select an email and click Get Add-ins icon. 
    You will be redirected to the list of Add-ins for Outlook.
    Alternately, click the More (...) icon and select Get Add-ins from the dropdown list.



  3. In the search bar, type Zoho CRM for email and click Add.

  4. Confirm the privacy policy and license term.

Once the installation is complete the Zoho CRM for Email add-in will be pinned in your email for quick access. 



To install from Microsoft Appsource

  1. Go to Microsoft Appsource website appsource.microsoft.com or click here.

  2. In the search bar, type Zoho CRM, and click search.

  3. In the search results check for the app Zoho CRM for email, which has Outlook mentioned in the details.

  4. Click Get it now, and follow the steps for email signup.

Understanding the add-in

Once the add-in is installed, Zoho CRM for Email option will be displayed under the list of add-ins. You can click on the down arrow on the top panel of your emails to access it. Once you click on the icon a separate section for Zoho CRM for Outlook will be added to the right side panel in your inbox. 


You can also open an email and click the Zoho CRM for email icon at the top.


You can click on the add-in menu to view the following:
  1. All Leads - View all the leads you have in your CRM account.

  • All Contacts - View all the contacts you have in your CRM account.

  • All Deals - View all the deals created or added in your CRM account.

  • All Campaigns - View all the Campaigns assigned to the contacts using your CRM account.

  • All Accounts - View all the accounts created or present in your CRM account.


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 contact

  1. Choose any email from your Outlook inbox.

  2. Click Zoho CRM for Email, from the drop-down arrow.
    If the user is not added as lead or contact, Add Lead or Contact option will be displayed.

  3. Click either Lead or Contact tab to add as lead or contact respectively.

  4. Enter the details.

    1. Mandatory fields will be marked red. Once they are filled they will change into green.

    2. Click +more fields to add additional details.

  5. Click Add Lead or Add Contact.

Associate emails to Leads, Contacts or Deals

Associate email function makes it easier to track email communications with your leads or contacts. You can associate emails with multiple CRM records based on your requirements. You can find this email in the Emails Related list in the record details page.

To associate an email

  1. Choose any email from your Outlook inbox.
  2. Go to the Info tab and click the Zoho CRM for Email icon and click Associate.

  3. If the user is not added as lead, contact or deal, click Add Lead, Contact or Deal.
    Once the email is associated you will receive a success message.

Note
You can associate an email with only one record. If there are multiple email addresses in an email and when you log that email for any lead/contacts with that email address, it will no longer be available for association for other records. The record can be associated to different email messages but each email message can only be associated with one record.  

Converting Leads

You can convert a lead to 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

  1. Choose an email from the outlook inbox.

  2. Click the More icon > Convert.

  3. In the Convert Lead popup, check Add to existing contact or Create new contact.

  4. Check Notify record owner.

  5. 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 on the More icon and choose the necessary options.

Adding Activities and Notes

You can add activities and notes to a record from your inbox. 

  1. Choose an email from your inbox and click the drop-down arrow.

  2. Click the Activities tab and go to Create activities.
    Click the Add note option to create note

  3. In choose an activity, select task, call or event.

  4. Click Add.

Viewing Campaigns

You can only view the campaigns that a lead or a contact is associated with. 

To view campaigns

  1. Choose an email and click the down-arrow.

  2. Select the Campaigns tab.
    All the campaigns that are associated with the lead or contact will be displayed.

Deactivating MS Outlook Add-in

You can deactivate the add-in whenever required from the manage add-in option under the MS Outlook settings. The leads or contacts added through the add-in will be retained as is after deactivation.