Synchronizing Meetings, Contacts, and Tasks with Office 365

Synchronizing Meetings, Contacts, and Tasks with Office 365

Synchronize Zoho CRM Meetings with Office 365 

When Zoho CRM app is installed in MS Office 365, a  Zoho CRM Calendar will be automatically added to MS Office 365, where meetings from CRM will be available. Any meeting created in this Zoho CRM Calendar in Office 365 will be automatically captured in Zoho CRM.  Once the sync is enabled, only meetings owned by the user will be synchronized with Office 365. Additionally, when a lead or contact invites you to a meeting and once the invitation is accepted, it will be added to your Office 365 calendar. These meetings can also be synchronized with Zoho CRM by enabling  Add Customer's Meetings Invitation. Apart from Leads/Contacts, even if the (Meeting) invited person is a CRM user, those Meetings will also synced in the Zoho CRM. 

To enable Zoho CRM  meetings  synchronization with Office 365
  1. Go to Setup > Marketplace > Microsoft. 
  2. In the  Office 365 tab, click  Enable under  Meetings.
    The sync status will be marked  Active.

    You will see a Zoho CRM Calendar in your Office 365 account.
    Meetings that you create in either application will now synchronize with each other. Note that the synchronized meetings will be seen in the Zoho CRM calendar and not on other calendar
  3. Enable the  Add Customer's Meeting Invitation toggle switch to synchronize the meetings to which you were invited by a lead/contact.
Note
  1. 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.
  2. The participants added to an meeting in Zoho CRM will not be synchronized with Office 365.
  3. If the Add Customer's Meeting Invitation is enabled please note the following:
    1. 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 in the Zoho CRM. 

    2. The user who enables Customer's Meeting invitation will by default be the host of the meeting as a user in Zoho CRM can only be the host.
    3. If multiple users have configured the 'Customer's Meeting Invitation' and if all of them are invited to an meeting, then the meeting will be created individually for all the users and not as one common meeting.

Disable Meetings Synchronization

To disable  meetings  synchronization
  1. In your Zoho CRM account, click Settings > Setup > Marketplace > Microsoft.
  2. 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
  1. 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.
  2. 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. Contacts synchronization can be enabled by any user in Zoho CRM between their Zoho CRM account and Office 365 account. Once the sync is enabled, 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

  1. In your Zoho CRM account, click Settings > Setup > Marketplace > Microsoft.
  2. Under the  Contacts section, click Enable.


  3. 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.

  4. 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.
    Contacts 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.

Disable Contacts Synchronization

To disable the Zoho CRM Contacts synchronization with Office 365

  1. In your Zoho CRM account, click Settings > Setup > Marketplace > Microsoft.
  2. In the Contacts section, click Disable.



    Contacts 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
  1. 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, it will be immediately captured in the Tasks Module of Zoho CRM. 
This is being released in phases. You will soon be able to access it in your account. 

To enable Zoho CRM tasks synchronization with Office 365
  1. Go to Setup > Marketplace > Microsoft.
  2. In Office 365 tab, under Tasks, click Enable.

  3. In the Configuration page, map the fields in Microsoft Office 365 with Zoho CRM.

  4. Click Next.
  5. Map the additional field values present in Zoho CRM with Microsoft Office 365.

  6. Click Enable.
    You can also click Edit Sync Options and change the field mapping if required.
Note
  1. In order to synchronize Zoho CRM and Office 365, the user should have Create, Edit, and Delete permissions for the Tasks module.
  2. Recurring tasks and reminders cannot be synced between Zoho CRM and Office 365.
  3. If the task owner is changed in Zoho CRM, then the task will be deleted from Office 365.
  4. 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.
  5. 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 
  1. The synchronization will be disabled if you manually delete the Zoho CRM Tasks folder from Office 365. 
To disable the synchronization
  1. Go to Setup > Marketplace > Microsoft.
  2. 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
  1. Users form Office 365 can be added to Zoho CRM only if the Login User ID is same for both the 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

  1. In your Zoho CRM account, click Settings > Setup > Users & Control > Users.
  2. 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.
  3. 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

  1. Click on the invitation link in the email you have recieved from your Office 365 account administrator.
    Alternatively, in your Office 365 account, browse for and click the Zoho CRM app from the Apps section
  2. 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 another Zoho CRM account of 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.

  1. In your Office 365 account, click the Apps icon.
  2. Browse for and click the Zoho CRM app.
    In the Zoho CRM page, you will be informed that your organization already has a Zoho CRM account.
  3. 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

  1. 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.
  2. 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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