Outlook Integration Implementation Guide: Salesforce, Summer '20
Outlook Integration Implementation Guide: Salesforce, Summer '20
Implementation Guide
Salesforce, Summer ’20
@salesforcedocs
Last updated: July 24, 2020
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CONTENTS
Outlook Integration . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 1
The Salesforce integration with Outlook is one of a suite of products that give sales reps the power to work from their email applications,
while keeping Salesforce data up to date. The integration provides Salesforce data directly within Outlook, and the ability to log emails
and events to Salesforce records. Add Einstein Activity Capture to automate email and event logging and to sync contacts and calendar
events between Salesforce and Outlook. To learn more about other products available, see Salesforce Help.
For security considerations for the Outlook integration, see Salesforce Email Integration Security Guide. For security considerations for
Einstein Activity Capture, see the Einstein Activity Capture Security Guide.
This guide discusses the Exchange server settings, Salesforce setup, and a short client-side procedure required to set up the integration.
The initial setup requires a Salesforce administrator, the IT pro who maintains your Microsoft Exchange server, and the sales reps running
the integration in Outlook.
After you’re set up, use the Lightning App Builder to create custom email application panes that can include different features for different
sales reps. Find the details about what is customizable and how to use the Lightning App Builder in Salesforce Help.
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OUTLOOK INTEGRATION SYSTEM REQUIREMENTS
Make sure that your system meets these requirements before you integrate with Microsoft® Outlook®.
EDITIONS
What Requirements Available in: Salesforce
Email server Either: Classic (not available in all
orgs) and Lightning
• Exchange Online with Office 365 Experience
• Exchange 2019, 2016, or 2013 on-premises
Available with Sales Cloud,
Review Setting Up Your Microsoft Exchange Server. Depending on your email Service Cloud, and Lightning
server version, integrating Salesforce with Outlook requires server configuration Platform in: Essentials,
and an IT professional who maintains your Exchange server. Group, Professional,
Enterprise, Performance,
Email clients Either: Unlimited, and Developer
• Office version 16.0.11629 or later running on Windows 10 version 1903 or Editions
later, most recent stable version recommended, including Office 365 and
2019 one-time purchase (retail)
Before December 2020, the Outlook integration also supports Outlook
2016 and 2013. Changes to the Microsoft Office add-in framework and
the end of support for Internet Explorer 11 requires Office version
16.0.11629 to continue using the Outlook integration after December
2020. For more information, see the information about browsers used by
Office add-ins in the Microsoft documentation. Your Outlook and Windows
combination must support a browser other than Internet Explorer 11 after
December 2020 to continue using the integration.
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Outlook Integration System Requirements
What Requirements
• For Outlook for Mac users, the pin is available in version 16.13.180513 and later.
• For Deferred channel users, the pin is available in Outlook 2016 for Windows build 7900.xxxx and later.
Browser For Outlook on the web users, any of these browsers on Windows or Mac operating systems. Make sure that
the browser is set to allow cookies from Salesforce.
• Google Chrome™, most recent stable version
• Mozilla® Firefox®, most recent stable version. Set Content Blockingto Standard or Strict. Add Salesforce
domains as exceptions along with https://*.outlook.com, https://*.office365.com,
and https://*.office.com and any Outlook URL used for login.
• Apple® Safari®, most recent stable version. Turn off Prevent cross-site tracking.
• Microsoft Edge, most recent stable version (Windows only)
If you’re using the Outlook integration in a desktop version of Outlook, Microsoft Edge is required on the
desktop computer. The Microsoft Office add-in framework uses that browser to launch the app. You’re not
required to use Microsoft Edge as your default browser.
Note: If you’re using an older version of Windows and Outlook, it’s possible that the add-in framework
is still using Internet Explorer 11. However, Salesforce support for Internet Explorer 11 ends in December
2020. Your Outlook and Windows combination must support a browser other than Internet Explorer
11 after December 2020 to continue using the integration. For more information, see the Microsoft
documentation.
Microsoft AppSource To run the integration in Outlook, each user must have the Salesforce add-in, available in the Microsoft
Store Access AppSource store. Your Exchange or Office 365 administrator can install the Outlook integration for to all
users with Microsoft Centralized Deployment. Or, if Outlook users can access the store, they can install the
integration themselves.
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SET UP THE INTEGRATION WITH OUTLOOK
The integration between Salesforce and Microsoft® Outlook® requires both server-side setup and a
EDITIONS
short client-side setup procedure. Review the system requirements and ensure that your email
server is set up to communicate with the integration. Turn on the integration and push the Salesforce Available in: Salesforce
add-in to your Outlook users. Classic (not available in all
orgs) and Lightning
Note: The Outlook integration and the ability to sync contacts and events with Einstein
Experience
Activity Capture or Lightning Sync are often used together. If you’re also setting up Einstein
Activity Capture or Lightning Sync, there’s setup required for those products and features. Available with Sales Cloud,
Service Cloud, and Lightning
Platform in: Essentials,
Considerations for Setting Up the Outlook Integration
Group, Professional,
Before setting up the integration with Microsoft® Outlook®, consider which features you want
Enterprise, Performance,
to enable and whether sales reps need access to different components. Unlimited, and Developer
Setting Up Your Microsoft Exchange Server for the Outlook Integration Editions
The Outlook integration runs as a Microsoft Office add-in. Depending on your Exchange server
version, the server requires that you set up Exchange Web Services so the server can
communicate with Salesforce. Work with your IT professional who maintains your Exchange server to establish a connection with
the add-in.
Turn On the Outlook Integration in Salesforce
Turn on the Outlook integration so your sales reps can access Salesforce in Microsoft® Outlook®.
Distributing the Outlook Integration Add-In Using Microsoft Centralized Deployment
To use the Outlook integration, each sales rep needs the Salesforce add-in, which is available from the Microsoft AppSource store.
We recommend that you work with your IT department to distribute the add-in using Microsoft Centralized Deployment from the
email server. Distributing the add-in is helpful when users don’t have the permissions required to install add-ins themselves or when
they can’t reach the Microsoft AppSource store.
Enable Event Type Selections to Log Events from Outlook or Gmail
Use the Type field on the Event object to provide sales reps a selection list to identify the type of event logged from the Outlook or
Gmail integration. If the field is visible, reps can choose from a list of event types to classify the event they’re logging. Customize the
Type field’s picklist values to reflect the types of communications in your business.
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Set Up the Integration with Outlook Considerations for Setting Up the Outlook Integration
Email Client
For better performance, turn on Use Cached Exchange Mode in the Outlook Account Settings on the client. When Use Cached Exchange
Mode is on, an error can occur more often because an email is temporarily out of sync with the Exchange Server. To learn more, see the
Microsoft documentation.
5
Set Up the Integration with Outlook Considerations for Setting Up the Outlook Integration
setup page. Add any of your own trusted domains, such as webmail.your_company.com if your users access Outlook on the web
using URLs specific to your company.
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Set Up the Integration with Outlook Setting Up Your Microsoft Exchange Server for the Outlook
Integration
Note: A service account is not required for the Outlook integration. If you are also using Lightning Sync to sync calendar events
and contacts, you could require a service account depending on your configuration.
Tip: To check the Exchange server connection and confirm that it’s configured properly to communicate with the add-in, use the
Salesforce Debug Tool.
Set Up the Outlook Integration Without Public Exchange Web Services (Pilot)
If you meet the following criteria, Exchange server configuration isn’t required to set up the Outlook integration. However, a local EWS
connection is still required between Outlook and Exchange.
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Set Up the Integration with Outlook Turn On the Outlook Integration in Salesforce
• Your Outlook versions and Exchange server support JavaScript API v1.8 or later. To determine which API version is available in each
Outlook application, see the Microsoft Documentation about the JavaScript API.
• You don’t have an Inbox license.
If you meet these requirements, contact your Salesforce account representative for more details.
Note: The add-in is available only from the AppSource store, and each Outlook user needs the add-in to use its features. Even
without public Exchange Web Services set up, the Exchange server must be able to authorize calls to and from Business Apps -
Microsoft AppSource. Choose whether the Exchange administrator sets up the integration add-in on users’ behalf or Outlook users
get the add-in from the Store themselves. If users get the add-in themselves, they need access to the store.
USER PERMISSIONS
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Set Up the Integration with Outlook Distributing the Outlook Integration Add-In Using Microsoft
Centralized Deployment
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Set Up the Integration with Outlook Enable Event Type Selections to Log Events from Outlook or
Gmail
Tip: The Event object’s Type picklist is different than other picklists, which makes it unique when including it in reports. To include
the Type field in reports, create a workflow to copy the values from the field to a new custom field on the Event object. You can
then add the custom field to your report.
10
ENHANCED EMAIL AND THE OUTLOOK INTEGRATION
Turn on Enhanced Email in the Outlook integration and Sync setup page so sales reps can relate
EDITIONS
emails to relevant Salesforce records quicker and more easily.
With Enhanced Email: Available in: Salesforce
Classic (not available in all
• Reps can relate emails to Salesforce records while composing the emails.
orgs) and Lightning
• Reps can relate an email to all relevant contacts, leads, and users. Experience
• When reps relate an email to a relevant account, opportunity, case, or custom object, all contacts,
Available with Sales Cloud,
leads, and individuals on the email are automatically related.
Service Cloud, and Lightning
• Related emails maintain their rich HTML formatting, so emails have the same look and feel in Platform in: Essentials,
Salesforce as they did in Outlook®. Group, Professional,
Enterprise, Performance,
Unlimited, and Developer
Considerations for Enhanced Email with the Outlook Editions
Integration
Before turning on Enhanced Email with the Outlook integration, review the following considerations:
• Sales reps can relate an email to individuals, including contacts, leads, and Salesforce users who are included on the email recipient
list.
• In addition to the email recipients, sales reps can relate an email to one more Salesforce record, such as account, opportunity, case,
or custom object.
• For emails related to a case, sales reps can change the relationship to another case after deleting the original Email Message record.
This action removes the original relationship.
• For emails related to a lead, sales reps can change the relationship to another lead if that lead is the email’s recipient or sender.
• For emails related to an account, opportunity, or a custom object record, sales reps can change the relationship to any other Salesforce
records, except cases.
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ADD SALESFORCE INBOX FEATURES TO THE OUTLOOK
AND GMAIL INTEGRATIONS
Add Salesforce Inbox features to your integration with Microsoft® Outlook® or with Gmail™
EDITIONS
to give your reps access to more tools to increase their productivity. You already have
the integration enabled. With the addition of an Inbox license, you can easily add Inbox Available in: Salesforce Classic (not
productivity features. available in all orgs) and Lightning
1. From Setup, in the Quick Find box, enter Integration, and then select either Experience
Outlook Integration and Sync or Gmail Integration and Sync. Available with Sales Cloud, Service
2. Expand Let users access Salesforce records. Cloud, and Lightning Platform in:
Essentials, Group, Professional,
3. If you use Outlook, make sure that Email to Salesforce and Use Enhanced Email
Enterprise, Performance, Unlimited,
are enabled.
and Developer Editions
4. In the Inbox in the Integration section, select Edit Settings and enable Make Inbox
Available to Users in the Salesforce Inbox page. Available with Inbox, which is available
for an extra cost in: Group,
You can also access this setting by entering Inbox in the Quick Find box in Setup Professional, Enterprise, Performance,
and selecting Setup Assistant. and Unlimited Editions
5. In the Salesforce Inbox page, select Assign Permissions Sets. Assign the Inbox Available with Sales Cloud Einstein,
With Einstein Activity Capture or Inbox Without Einstein Activity Capture permission which is available for an extra cost
set to reps who can use Inbox features. in: Enterprise, Performance, and
If your reps use High Velocity Sales, the High Velocity Sales User permission set also Unlimited Editions
includes Inbox features. Available with High Velocity Sales,
6. Return to the Outlook Integration and Sync or Gmail integration and Sync setup which is available for an extra cost
page. in: Enterprise, Performance,
and Unlimited Editions
7. To change the layout or availability of features in the integration, enable Customize
Content with App Builder, and select to create an email application pane. Use the
Lightning App Builder to customize the pane. USER PERMISSIONS
The email application pane is a Lightning App Builder page that applies to the Salesforce pane To assign permission sets to
in Outlook or Gmail. When you enable Inbox, the default email application pane includes all users:
Inbox productivity features. To include only the features that your reps need, or to change the • Assign Permission Sets
organization of the features in the pane, create one or more custom panes. To set up custom email
application panes:
Tip: To start your custom design, use the With Inbox Features option in the Email
• Customize Application
Application Pane section. Then, remove the features that you don’t need from the default
email application pane. To create and save Lightning
pages in the Lightning App
8. Activate the email application pane, and assign it to the appropriate user profiles. Builder:
Sales reps with an Inbox permission set see the new pane the next time they open the integration • Customize Application
in their email. To view Lightning pages in
the Lightning App Builder
• View Setup and
Configuration
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