Your CRM enables you to sync your CRM Calendar with your Outlook for Office 365 Calendar tasks and appointments.
When you create a new task or appointment in a synced CRM Calendar, the Lead’s important contact information will automatically transfer to the Outlook Calendar.
The details which the CRM syncs with the Outlook Calendar include who the meeting is with, the meeting address, the contact's phone number and the Lead URL.
Additionally, your sales reps will be able to add their meeting notes right from the Outlook mobile app. Any notes entered into an Outlook event will appear on the Lead automatically as a new lead Note.
Outlook Calendar Event Updates
When you create a new Lead appointment in the CRM, a new event will also be created in your synced Outlook Calendar. The new Outlook event will automatically populate with the Lead’s address, contact person, phone and URL:
Note that there is a special line in the event description box which reads "^^^ Enter Meeting Notes Above ^^^":
Once you type your comments above this line and then save the event, a new Note will be automatically added to the CRM Lead. Here is how the Note from the above example appears on the Lead:
When an appointment is changed from Not Confirmed to Confirmed within a Lead, the [Not Confirmed] text in your Outlook event’s name will change automatically to [Confirmed]:
If you need to reschedule an appointment, you can do so in the Outlook Calendar in which case the appointment will be automatically rescheduled in the CRM Calendar as well.
Quick Steps To Enable Outlook Calendar
To set up your CRM appointments and tasks to sync with the Outlook Calendar, open your CRM Calendar, click on the Sync Calendar button and choose the Outlook Calendar option:
You will now be redirected to the Microsoft account login page. Log in with the Outlook account that you wish to sync:
On the next prompt which appears click Accept:
You will now be redirected to your CRM Calendar settings page in order to finish configuring your sync settings:
Firstly, select whether to sync Appointments, Tasks, or both:
Next, pick the users and the associated Outlook Calendars which will be synchronized. Each Outlook Calendar drop-down contains a list of all of your Outlook Calendars:
If needed, you can also create a new Outlook Calendar for a specific user automatically by selecting the Create New Outlook Calendar option and entering the name of the new calendar:
To locate specific users faster, start typing their name in the user search box and the user list will automatically refresh and show the top matches:
Once you have configured your sync settings click on the Continue button:
The sync procedure will now begin and a progress bar will show the procedure's progress:
If an error is encountered during the setup, the progress log will display an appropriate error message.
Once the sync is complete, the progress bar will reach 100% and all of the tasks will be marked as successfully synced. You will then be redirected back to the Calendar page and a pop-up message will appear in the top-right corner of the page indicating a successful sync:
You can now go to your Outlook Calendar and verify that the sync has been performed successfully and that all of your existing CRM Calendar events appear in the Outlook Calendar correctly.
Also, if you chose to create any new Calendars during the setup process these Calendars will appear in your list of active Outlook Calendars:
Finally, you may also verify that your existing Outlook Calendar events are now showing up in your CRM Calendar. Note that all day and repeat events will not sync to the CRM.
At this point your Outlook Calendar has been synchronized with your CRM Calendar.
Whenever you (or your users) create a new appointment either in the CRM or in Outlook Calendar, the event will appear on both Calendars automatically.
Manage Outlook Calendar Sync
Once you have set up a Calendar sync, the Sync Calendar button will change to become the Manage Sync button on the Calendar page:
The Manage Sync button opens the sync settings page where you can now un-sync previously synchronized calendars or sync new additional calendars:
To un-sync a specific calendar, click the Unsync button for that user calendar.
This action will delete all of the synchronized events from their respective calendars and disable further synchronization for new events:
After you’ve clicked the Unsync button a confirmation prompt will appear. If you wish to proceed, click OK and the sync will be removed:
Finally, a success confirmation will display in the top-right corner of your Calendar page:
To un-sync all calendars, click on the Unsync All Calendars button in the top right corner of the sync settings page:
You will receive a similar confirmation prompt as when removing a sync for individual calendars. To proceed, click OK and after all of the synchronized calendars have been removed a success message will be shown: