Utilizing Salesforce Lightning for Outlook

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Ready to work in Salesforce directly from your Outlook email inbox? Here is an overview of the Salesforce Lightning for Outlook key features. If you haven’t installed the Outlook add-in yet, read my blog post from last Wednesday: The NEW and EASIER Way to Integrate Salesforce and Email: Lightning for Outlook!

In today’s post, we will go over how to create records, add emails, and search in Lightning for Outlook.

Disclaimer: Your view may differ depending on the Global Actions and Email Application Publisher Layout assigned to you.

Creating Records

  1. Open your Outlook mail inbox, and click an email. Next, click the blue Salesforce cloud View button. The new Salesforce window appears on the right side of your inbox. Any Salesforce records related to this email address will appear in the Salesforce window.Using Salesforce for Lightning - blog pic 1
  2. We need to add a contact for Jessica Unkrich. Click the plus sign, and the CREATE drop-down menu will appear. Click New Contact to create a new contact record in Salesforce.2Using Salesforce for Lightning - blog pic 2
  3. Select the Account Name this contact will be associated with, and fill in all necessary information. The Description field is populated by the body of the Outlook email, but you can remove this text if desired. Similar to the web version of Salesforce, required fields are indicated by a red asterisk. Click the blue Save button.2Using Salesforce for Lightning - blog pic 3
  4. When I click on the email from Jessica Unkrich in my Outlook inbox, the new contact appears in the Salesforce window. Because the contact is with the Test Account company, this account record appears as well.2Using Salesforce for Lightning - blog pic 4
  5. To search for this record in Salesforce via web browser, click the first icon highlighted below. To see your profile in Salesforce via web browser, click the second icon highlighted below.2Using Salesforce for Lightning - blog pic 5
  6. I received an opportunity from Jessica Unkrich, so I need to create a new opportunity. Click the plus sign, and the CREATE drop-down menu will appear. Click New Opportunity to create a new opportunity record in Salesforce.2Using Salesforce for Lightning - blog pic 6
  7. Select the Account Name this opportunity will be associated with, and fill in all necessary information. The Description field is populated by the body of the Outlook email, but you can remove this text if desired. Similar to the web version of Salesforce, required fields are indicated by a red asterisk. Click the blue Save button.2Using Salesforce for Lightning - blog pic 7
  8. I have a meeting scheduled with Jessica, so I need to create a new event. Click the plus sign, and the CREATE drop-down menu will appear. Click New Event to create a new event record in Salesforce.2Using Salesforce for Lightning - blog pic 8
  9. First, select who this event should be assigned to. If it is your meeting, assign to yourself. If you are a manager and are assigning a meeting to one of your employees, enter their name. Second, enter the name of the contact you are meeting with. You can enter multiple Salesforce contacts. Third, relate the event to any other Salesforce record if necessary. We will discuss the new opportunity in this meeting, so I related the event to the Test Opportunity record. The Description field is populated by the body of the Outlook email, but I chose to replace the text with details of the meeting. Similar to the web version of Salesforce, required fields are indicated by a red asterisk. Click the blue Save button.Using Salesforce for Lightning - blog pic 9

    Relating Emails

  10. To relate your email to a Salesforce record, click the up arrow icon next to a record (seen next to the account and opportunity records in this example). An Email related alert will appear, and the up arrow icon will turn into a checkmark (seen next to the contact record in this example). To remove a related email, simply click the checkmark icon.2Using Salesforce for Lightning - blog pic 10
  11. Emails can be related to multiple contacts, but only one other type of record – 1 account or 1 opportunity, for example. If I related an email to my Test Opportunity record, and then I try to relate the same email to my Test Account record, I receive the error seen below. It is typically best practice to relate the email to an opportunity versus an account.2Using Salesforce for Lightning - blog pic 11
  12. Email attachments can also be added to Salesforce. If you receive an email with a file attached, make sure the Attachments saved checkbox is checked. Then relate the email to a record. Instead of the Email related alert, you will receive the alert seen below.2Using Salesforce for Lightning - blog pic 12

    Searching

  13. Enter any search term in the search window, and hit the Enter key. This searches the top results: account, contact, lead, and opportunity records only. If you’d like to search this term for another object, click the MORE drop-down button.
    Using Salesforce for Lightning - blog pic 13

 

Thank you for reading my blog! If you have Salesforce tips or tricks you would like to see featured here, please Tweet @JessSFDC and let me know!

Until next time,

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