In sales activities, smooth communication with customers is a crucial factor that can determine success. However, for those managing multiple clients, manually creating emails each time can be time-consuming and labor-intensive.
Why not solve this issue by using the integration of Salesforce and Outlook?
By integrating these applications, you may be able to handle customer interactions more smoothly. Reducing manual tasks can lead to less operational hassle and shorter working hours.
In this article, we will explain how to integrate Salesforce and Outlook and the specific benefits you can gain from this integration. If you're aiming to improve work efficiency, please take a look!
Recommended for
Those who utilize Salesforce and Outlook
Those considering integrating Salesforce and Outlook to improve work efficiency
Those aiming for quick follow-ups by integrating Salesforce and Outlook
Those aiming to enhance the accuracy of sales activities by integrating Salesforce and Outlook
For those who want to try it immediately
In this article, we introduce the integration method using the no-code tool "Yoom". No complicated settings or operations are required, and even non-engineers can easily achieve it. You can start right away with the template below, so please give it a try!
Send a template email in Outlook based on Salesforce contact information
How to Create a Flow Integrating Salesforce and Outlook
Let's create a flow together using a template to "send a standard email in Outlook based on Salesforce contact information."
This time, we'll use a trigger with a Chrome extension. Using the Chrome extension, you can easily launch the flow with just one click from Salesforce, which is very convenient! If you're wondering, "What is a Chrome extension?" please check the site below.
Step 1: Register Salesforce and Outlook in My Apps!
(1) After logging into Yoom, select "My Apps" from the left column and click "+ Add"
(2) Click on Salesforce from the new connection list in My Apps. (3) The Salesforce login screen will appear. Enter your account "Username" and "Password" and click login.
(4) Click "Allow" on the access confirmation screen. For detailed registration of Salesforce in My Apps, please refer to the site below.
(5) Next, register Outlook in My Apps. Click Outlook from the new connection list in Yoom, just like in (1). (6) Log in with your account from the sign-in screen.
If Salesforce and Outlook are in My Apps, the integration is complete! Next, let's set up the trigger using a template.
Step 2: Set Up the App Trigger!
(1) We'll use the template introduced earlier. Click "Try it" on the banner below.
Send a template email in Outlook based on Salesforce contact information
Click on "Launch from the record of the Contact Object" for the Chrome extension trigger.
(2) From the screen to select the integration account and action for the app launched by the Salesforce extension, confirm the account information linked with Salesforce, keep the action as "Launch from the record of the Contact Object" when launching from the extension, and click "Next". ※ Please refer to the following site for how to set up triggers using the Chrome extension.
(3) From the API connection settings screen of the app launched by the extension, enter the My Domain URL and the URL that serves as a sample for the launch page.
Once the input is complete, click "Test", and if no errors occur, click "Save".
Step 3: Send an Email
(1) Next, set up sending an email from Outlook. Please click "Send an Email".
(2) From the Outlook email settings screen, confirm the account information linked with Outlook.
Scroll further down and enter the email content. By clicking "Add Attachment", you can upload files.
Once the input is complete, click "Next" at the bottom. (3) From the email sending test screen, review the content, click "Test", and if no errors occur, click "Save".
(4) Finally, change the trigger to ON.
This completes the flow bot for "Sending a template email from Outlook based on Salesforce contact information".
By using the Chrome extension, you can easily launch the flow from within Salesforce, saving the hassle of manually searching each time and making your work more efficient!
Send a template email in Outlook based on Salesforce contact information
Other Automation Examples Using Salesforce and Outlook
In addition to the flow introduced this time, you can achieve various business automations by using the APIs of Salesforce and Outlook. All of them can be used with simple settings, so if you find something interesting, please give it a try!
Other Automation Examples with Salesforce and Outlook
When the opportunity object is updated to a specified status, you can issue a quote and send it via Outlook, or create a support request email received in Outlook as a case in Salesforce. Furthermore, when the opportunity status in Salesforce becomes "Closed Won," it is also possible to create a follow-up in the Outlook calendar.
Automatically create a case in Salesforce from support request emails received in Outlook.
■Overview The "Automatically create support request emails received in Outlook as cases in Salesforce" workflow is a business workflow to improve the efficiency of support team's operations. Reduce the hassle of manual data entry and management, enabling quick and accurate support response.
■Recommended for - Support personnel using Outlook and Salesforce for support operations - IT administrators looking to automate case creation from emails for efficiency - Company executives aiming for faster support response and centralized data management
■Notes - Please link both Outlook and Salesforce with Yoom. - For Microsoft365 (formerly Office365), there are Home plans and General Business plans (Microsoft365 Business), and if you are not subscribed to a General Business plan, authentication may fail. - Salesforce is an app available only with Team Plan and Success Plan. For Free or Mini Plans, the operations or data connects set with Flowbot may result in errors, so please be aware. - Paid plans such as Team Plans or Success Plans allow for a 2-week free trial, during which you can use apps subject to restrictions. - Triggers can be set to initiate at intervals of 5, 10, 15, 30, or 60 minutes. - The shortest launch interval varies depending on the plan, so please pay attention.
■Overview The flow 'When the Salesforce Opportunity object is updated to a specified status, issue a quote and send it via Outlook' is a business workflow aimed at improving the efficiency of sales activities. By simply updating the status of an opportunity in Salesforce, sales representatives can automatically create a quote and send it to the customer through Outlook. This eliminates the need for manual quote creation and email sending, enabling quick responses.
■Recommended for ・Sales representatives using Salesforce for sales activities ・Sales team leaders who spend a lot of time creating and sending quotes ・Executives who want to automate operations and streamline the sales process ・Those who want to reduce human errors when creating quotes
■Notes ・Please integrate Salesforce, Google Sheets, and Outlook with Yoom. ・Triggers can be set to activate at intervals of 5, 10, 15, 30, or 60 minutes. ・Please note that the shortest activation interval varies depending on the plan. ・Branches are available from the Mini Plan and above, and Salesforce is an app available only with the Team Plan and Success Plan. In the case of the Free Plan and Mini Plan, operations and data connections set in the flow bot will result in errors, so please be careful. ・Paid plans such as the Team Plan and Success Plan offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Microsoft365 (formerly Office365) has a home plan and a general business plan (Microsoft365 Business), and if you are not subscribed to the general business plan, authentication may fail.
■Overview The flow 'When Salesforce Opportunity status changes to Closed Won, automatically create a follow-up in Outlook Calendar' is a business workflow designed to enhance efficiency in the sales process and ensure follow-ups are carried out without fail. When an opportunity is closed won, manually setting up follow-ups in Outlook can be time-consuming and tedious. Using Yoom detects changes in Salesforce status automatically and creates follow-ups in Outlook Calendar. This allows sales teams to handle important customer interactions smoothly without missing anything.
■Who should use this template ・Sales representatives who manage their sales activities using Salesforce ・Business people who want to operate Outlook Calendar efficiently and ensure follow-ups are conducted properly ・Team leaders or managers looking to automate their sales process and reduce manual workload ・IT personnel from companies looking to improve operational efficiency by leveraging Salesforce Outlook integration
■Notes ・Please integrate Yoom with both Salesforce and Outlook. ・Triggers can be set at intervals of 5 minutes, 10 minutes, 15 minutes, 30 minutes, and 60 minutes. ・Please note that the shortest trigger interval varies depending on the plan. ・Microsoft365 (formerly Office365) has plans for home use and general corporate plans (Microsoft365 Business), and authentication may fail if one is not subscribed to the general corporate plan. ・[Salesforce] is an app available only for team and success plans. In the case of a free plan or mini plan, the operations and data connection of the flow bot being set will result in an error, so please be careful. ・Paid plans such as team plans and success plans offer a 2-week free trial. During the free trial, you can use apps that are subject to restrictions. ・Branching is a function (operation) that can be used with plans above the mini plan. In the case of a free plan, the operations of the flow bot being set will result in an error, so please be careful. ・Paid plans such as mini plans offer a 2-week free trial. During the free trial, you can use apps and functions (operations) that are subject to restrictions.
Create a Folder When an Account is Registered in Salesforce
Since the folder is created automatically, it can potentially reduce human errors such as forgetting to create a folder or mistakes in the folder name.
When an account is registered in Salesforce, create a folder for each account in OneDrive.
Add when a ToDo object is registered in Salesforce
When a ToDo object is registered in Salesforce, the ToDo information is automatically added to another tool, potentially freeing you from the redundant task of manual input.
Add a Google Spreadsheet entry when a ToDo object is registered in Salesforce.
Automatically Reply to Emails from Outlook When a Specific Action is Taken
By sending an email notification detailing the operation via Outlook to a specified email address, you should be able to respond promptly to customer inquiries.
Notify in Outlook when a ticket is created in Zendesk
■Overview When an inquiry is submitted from a form on a website created with Wix, opening Outlook for each one to manually compose and send a reply email can be a time-consuming task. There is also a risk of delayed responses or sending errors. By using this workflow, you can automatically send an email with preset content from Outlook triggered by a submission to a Wix form, enabling reliable first responses and helping improve customer satisfaction.
■Recommended for ・Those who operate a site on Wix and spend a lot of time handling inquiries from forms ・Staff who feel manual template email replies using Outlook are inefficient ・Those who want to automate the first response to leads from forms
■Notes ・Please connect Yoom with both Wix and Outlook. ・Wix outputs can be obtained via JSONPath. For retrieval methods, please see the link below. https://intercom.help/yoom/en/articles/9103858 ・Microsoft 365 (formerly Office 365) has consumer plans and general business plans (Microsoft 365 Business). If you are not subscribed to a business plan, authentication may fail.
Providing detailed communication with customers is one of the most important tasks. By integrating Salesforce with Outlook, you can automatically send template emails from Outlook based on the information registered in Salesforce, which can lead to faster follow-ups. For example, sales representatives can save time and effort when sending contract renewal emails to customers, allowing them to demonstrate quick and detailed responses to the other party. It should also help in building relationships with customers!
Benefit 2: Improved Work Efficiency for Support Teams
The integration of Salesforce and Outlook can be a useful tool for people other than sales representatives. For example, imagine a scenario where you are conducting a campaign to send a large number of emails. With this integration, the sending of template emails is automated, potentially allowing you to complete tasks with minimal operations. By reducing the time spent on simple tasks, you may be able to increase the time available to focus on other tasks.
Summary
By integrating Salesforce with Outlook, you should be able to automate email distribution and share timely customer information in your sales activities. You will be able to use your time more effectively and facilitate smooth interactions with customers.
Salesforce is an app available only with the Team Plan and Success Plan, but you can use restricted apps by signing up for a two-week free trial. Please give it a try!
.avif)
