Linked Email: Integration with Outlook

Microsoft Outlook Email Plug-in System Requirements

Downloading and Installing the Microsoft Outlook Email Plug-in

Configuring the Microsoft Outlook Email Plug-in

Uninstalling the Microsoft Outlook Email Plug-in

Linked Email Options

Sending and Capturing Email from Microsoft Outlook

Sending and Capturing Email Wirelessly

Sent Email List and Received Email List

Viewing and Editing Linked Email Details

Linking and Unlinking Email

Deleting Linked Email

 

Email Server Settings

 

Email Integration is available only to Users with Send Email / Outlook Email plug-in privileges.

 

Email integration (aka Linked Email) between this application and Microsoft Outlook allows you -- directly from Outlook -- to automatically link email (sent and received) to Contact records (and manually link email to Lead and Deal records). You can link a given email to any number of Contacts, Deals, or Leads to which you have View access. While you cannot link email to an Account record directly, any email linked to Contacts or Deals associated with a given Account will be displayed in the Account's Linked Email mini-tab. The Microsoft Outlook Email plug-in allows you to avoid the double-entry of data (you will no longer have to separately add a note in the application about each email you send to a Contact or Lead from Outlook). And managers will benefit by getting a more complete picture of all touches made to a prospect or customer.

 

To take advantage of this integration with Outlook, you must first install the Microsoft Outlook Email plug-in, the installation of which automatically adds customized buttons ([Salesnet Send] and [Salesnet Forward]) to the standard toolbar of your Outlook application. This client-side installation only needs to be done once. An Application Administrator can establish organization-wide preferences for linking Outlook email to your records.

 

Linked Email is a new kind of Activity, and thus you can report on Linked Email (for any records to which you have View access) through Activity Subtotal Reports. An Activity Subtotal Report displaying Linked Email (Outlook email captured by the application) and Communication Events (email, form letters, envelopes, and labels created by the Communication Manager) can provide a good view of communications with prospects and customers. Outlook email linked to your records should not be confused with email sent through the Communication Manager. Linked Email and the Communication Manager both require separate User privileges.

 

Email you send from Microsoft Outlook that is then captured and linked to records in this application has the same level of protection as any other email you send from Microsoft Outlook. In addition, to use the Microsoft Outlook Email plug-in you must initially enter your log in information to Outlook (in the Salesnet tab of the Tools -- Options pop-up), which thus ensures that email sent from your Outlook is captured and made accessible only to you. Microsoft Outlook email that you send using the plug-in should be automatically captured and linked within just a few minutes, depending on Internet traffic and the load on your outgoing email server.

 

Email Integration is available to Users with Send Email / Outlook Email plug-in privileges. Note that the Restricted IP (RIP) security setting that can be established in Security Preferences (by Extended edition Application Administrators) will not block a User's ability to capture Linked Email, even from a restricted IP address.

 

In addition to linking email from Microsoft Outlook, you can also create Linked Email in other ways. 1.) Any time you send an email to a Contact via the Wireless application, that email is captured automatically as a Linked Email. For this to be possible you need both Wireless/IM privileges for the Wireless application, and Send Email / Outlook Email plug-in privileges. 2.) Any time you send an email via the Communicate tab's [Communicate button]. For this to be possible you need Send Email / Outlook Email plug-in privileges.

Microsoft Outlook Email Plug-in System Requirements

The client-side (your workstation) system requirements for the Microsoft Outlook Email plug-in are as follows:

If your workstation does not meet the client-side system requirements of the Microsoft Outlook Email plug-in, contact your IT department.

Downloading and Installing the Microsoft Outlook Email Plug-in

Important You must be logged in on your local Windows workstation as an administrator (this is not the same as an Application Administrator) to install the Microsoft Outlook Email plug-in. If you are unsure about whether you have administrator rights to your workstation, ask your organization's network administrator or IT department.

 

To download and install the Microsoft Outlook Email plug-in, begin by closing Microsoft Outlook. Launch one Internet Explorer browser and log in to this application, and then do the following:

Configuring the Microsoft Outlook Email Plug-in

After downloading and installing the Microsoft Outlook Email plug-in, configure the Outlook Email plug-in with your log in information. Once you enter this information, you will not have to enter it again, unless something changes such as your User Password. Every time you launch Microsoft Outlook, the Outlook Email plug-in will re-verify your log in information behind the scenes. To configure the Outlook Email plug-in with your log in information, first launch Microsoft Outlook. If you receive the Login pop-up when you launch Microsoft Outlook, it means you have not been authenticated as a valid User. Enter your Login information and Internet connection settings (if using a proxy server), and click [Go]. If you still are not authenticated after clicking [Go], click here to jump to a list of possible reasons why. From the Tools menu, select Options, which launches the Options pop-up. In the Options pop-up, click the Salesnet tab.

 

Salesnet tab - Displays your log in information, connection settings, and authentication status. This tab contains the following elements:

You mistyped your log in information.

 

You entered an old User Password: If you change your User Password in the application, enter your new User Password in the Salesnet tab. Always use the same User Password you use to log in to the Online application.

 

Your User Password has expired: Attempt to log in to the Online application. If your User Password is expired, the Change User Password pop-up launches, allowing you to change your User Password. After changing your password, try using the Outlook Email plug-in again.

 

An Administrator has invoked an organization-wide Force Password Change: Attempt to log in to the Online application. This launches the Change User Password pop-up, which allows you to change your password. After you change your password, enter the new log in information to the Salesnet tab in Microsoft Outlook, and then click [Authenticate] to see if this authenticates you.

 

Your Send Email / Outlook Email plug-in privileges are revoked: If your Outlook Email plug-in privileges are revoked, you cannot connect to the application and send / capture your Microsoft Outlook email. (You can still send email from Microsoft Outlook to elsewhere as normal.) Only an Application Administrator can revoke your privileges.

 

Your log in to the application is Inactive: If you were locked out of the application or an Application Administrator has made your log in Inactive, you will be unable to be authenticated through the Outlook Email plug-in, and thus cannot capture sent or forwarded email. You must ask an Application Administrator to reactivate your log in.

 

Connection error: There may be an Internet connection error. Restart your workstation and reestablish your Internet connection.

Uninstalling the Microsoft Outlook Email Plug-in

To uninstall the Microsoft Outlook Email plug-in, first Close Microsoft Outlook. Then do the following:

Note that if you uninstall the Microsoft Outlook Email plug-in but still have Outlook Email plug-in privileges and Wireless/IM privileges, any email you send to a Contact wirelessly (either through a mini-browser or instant messaging) will still be added to the application automatically as a Linked Email.

 

Reinstalling the Microsoft Outlook Email plug-in:

OR

Linked Email Options

Application Administrators can establish organization-wide Linked Email Options in the Online application, by clicking the Setup icon located on the navigation bar. This launches the Setup menu. Click the Linked Email Options hyperlink. This launches the Linked Email Options window.

 

Linked Email Options window - Allows Application Administrators to configure how the application will automatically attempt to link email sent using the Microsoft Outlook Email plug-in or using the Wireless application to the appropriate Contacts. This Email Options chosen here are organization-wide, and control how all email sent via the Outlook Email plug-in is matched and then linked. The Linked Email Options window contains the following elements and characteristics:

To: If you select this option, the email will link to any Contact with an email address matching an email address in the email's "To" field. This field is required for Sent email, i.e., email sent and linked using the Salesnet [Send] button in Microsoft Outlook or sent and linked wirelessly.

 

CC: If you select this option, the email will link to any Contact with an email address matching an email address in the email's "CC" field.

 

BCC: If you select this option, the email will link to any Contact with an email address matching an email address in the email's "BCC" field.

 

From: If you select this option, the email will link to any Contact with an email address matching an email address in the email's "From" field. This field is required for Received email, i.e., email sent and captured using the Salesnet [Forward] button in Microsoft Outlook.

Search all Contacts Owned by the User: The application will automatically link an Outlook email to a Contact with a matching email address if the User sending the email also owns the matching Contact.

 

Search all Contacts to which the User has Edit access: The application will automatically link an Outlook email to a Contact in the application with a matching email if the User sending the email has Edit access to the matching Contact.

 

Search all Contacts to which the User has View access: The application will automatically link an Outlook email to a Contact in the application with a matching email if the User sending the email has View access to the matching Contact.

Use SSL check box: Selecting this check box will allow email sent from your email server to be encrypted via Secure Sockets Layer encryption.

 

Mail Server IP or DNS text box: Enter the IP address or domain name of your email server account. This information should be available from your IT department if need be.

 

Mail Server Port text box: Enter the number of the port reserved for use by your email server. This information should be available from your IT department if need be.

 

Use Authentication check box: Select if you want your email server to be authenticated via a User Name and Password in order to send email. This is for security purposes.

 

User Name text box: Only available if the "Use Authentication" check box is selected. Enter the User Name of your email server. This User Name has no relation to the User Name you log in with to this application.

 

Password text box: Only available if the "Use Authentication" check box is selected. Enter the Password of your email server. This User Name has no relation to the User Name you log in with to this application.

 

Test Server Settings hyperlink: Launches the Test Server Settings pop-up.

From Email address box: This is your email address from your profile.

 

From Name box: This is your name from your profile.

 

To Email box: Enter the email address of the User to whom you want to receive this email server test message.

 

Subject box: A default subject message is displayed here, but can be edited.

 

Body box: A default body message is displayed here, but can be edited.

 

Mail Server IP or DNS Entry text box: This is the IP address or domain name of your email server as entered in the Email Server Settings field box on the previous page.

 

Mail Server Port: This is the number of the port reserved for use by your email server as entered in the Email Server Settings field box on the previous page.

 

Use SSL check box: Select if you want your email server test message to be encrypted.

 

Use Name and Password check box: Select if you want your email server to be authenticated via the User Name and Password in order to send this test email.

 

[Test Server Settings] button: Generates a test email from your email server to verify that your server settings are correct and are working properly with the application.

Sending and Capturing Email from Microsoft Outlook

When you send or forward Outlook email that is captured by the application, the application will automatically attempt to link the email to Contacts according to the settings established by the Application Administrator in the Linked Email Options window. The application will link the email to all Contacts that have an email address that matches the Outlook email. If no matching Contacts are found, the email will still be placed in your Sent Email List or Received Email List, and you can manually link the email to any Contact and / or Deal, or Lead, to which you have View access. Microsoft Outlook email sent using the plug-in should be captured and linked within a few minutes depending on Internet traffic and the load on your outgoing email server.

 

Regarding Linked Email file attachments, there is no possibility of an email-borne virus contaminating your data because the application does not save or open file attachments, therefore you can never actually open email attachments on application file servers.

 

Note for Pocket PC Users: If you use a Pocket PC that you synchronize with your workstation via ActiveSync, make sure you open Microsoft Outlook on your workstation first and then connect your Pocket PC to the workstation. If you do these steps in reverse, the buttons you need to send Linked Email from Microsoft Outlook will not appear.

 

To capture a copy of an Outlook email:

 

Launch Microsoft Outlook. If you receive the Login pop-up when you launch Microsoft Outlook, it means you have not been authenticated as a valid User. Enter your Login information and Internet connection settings (if using a proxy server), and click [Go]. If you still are not authenticated after clicking [Go], click here to jump to a list of possible reasons why. Launch a New Mail Message by either clicking [New] or choosing Actions --> New Mail Message. Do not initiate a new mail message from your Outlook address book because the address book will not have the needed Salesnet buttons. Compose your email message. To send the email to its intended recipients and a capture a copy of said email, click the Salesnet [Send] button. You do not need to also click the Microsoft Outlook [Send] button in the New Mail Message. If any of the email's addresses are invalid and thus undeliverable, a copy of said email will still be captured. If the person you send the email to replies, the email reply is not automatically captured -- you must manually forward said reply using the Salesnet [Forward] button. If you receive the Login pop-up when you click any of the Salesnet buttons in Microsoft Outlook, it means you have not been authenticated as a valid User. Enter your Login information and Internet connection settings (if using a proxy server), and click [Go]. If you still are not authenticated after clicking [Go], click here to jump to a list of possible reasons why.

 

To send and capture a copy of an Outlook email that you have already sent to someone:

 

To send an email to its intended recipients and capture a copy via the Outlook Email plug-in, but have already sent the email without the plug-in, or have accidentally clicked the regular Microsoft Outlook [Send] button, then navigate to your Outlook Sent Items folder, highlight the email, and click the Salesnet [Forward] button. The application will correctly determine that you had previously sent the email and will place the email in your Sent Email List. Exception: If the email address listed in your profile does not match your Microsoft Outlook email address, then clicking the Salesnet [Forward] button will place the email in your Received Email List instead of your Sent Email List. If you receive the Login pop-up when you click any of the Salesnet buttons in Microsoft Outlook, it means you have not been authenticated as a valid User. Enter your Login information and Internet connection settings (if using a proxy server), and click [Go]. If you still are not authenticated after clicking [Go], click here to jump to a list of possible reasons why.

 

To forward and capture a copy of an email that you already received in Outlook:

 

Launch Microsoft Outlook. If you receive the Login pop-up when you launch Microsoft Outlook, it means you have not been authenticated as a valid User. Enter your Login information and Internet connection settings (if using a proxy server), and click [Go]. If you still are not authenticated after clicking [Go], click here to jump to a list of possible reasons why. Find the message you received in your Inbox or in whichever folder it lives. To forward and capture a copy of the email, click the Salesnet [Forward] button. If you receive the Login pop-up when you click any of the Salesnet buttons in Microsoft Outlook, it means you have not been authenticated as a valid User. Enter your Login information and Internet connection settings (if using a proxy server), and click [Go]. If you still are not authenticated after clicking [Go], click here to jump to a list of possible reasons why.

 

To forward an email you already sent or received in Outlook to new recipients AND send and capture a copy:

 

Launch Microsoft Outlook. If you receive the Login pop-up when you launch Microsoft Outlook, it means you have not been authenticated as a valid User. Enter your Login information and Internet connection settings (if using a proxy server), and click [Go]. If you still are not authenticated after clicking [Go], click here to jump to a list of possible reasons why. Find the message in your Inbox, sent folder, or in whichever folder it lives. Click the Microsoft Outlook [Forward] button. This launches the Outlook Forward window. Enter the email addresses of the people to whom you want to forward the email. To forward the email to the selected recipients and send and capture a copy, click the Salesnet [Send] button. Even though you clicked the Outlook [Forward] button to initiate this event, you will still see the Salesnet [Send] button (in addition to the regular Microsoft Outlook [Send] button) because as far as the application is concerned, you are sending a "new" message, thus making this a "Sent" Linked Email not a "Received" Linked Email. If you receive the Login pop-up when you click any of the Salesnet buttons in Microsoft Outlook, it means you have not been authenticated as a valid User. Enter your Login information and Internet connection settings (if using a proxy server), and click [Go]. If you still are not authenticated after clicking [Go], click here to jump to a list of possible reasons why.

 

Once you have sent / forwarded and captured Microsoft Outlook email, view and manage said email in the Edit Email Details pop-up.

Sending and Capturing Email Wirelessly

In addition to sending and capturing email from Microsoft Outlook via the plug-in, you can also capture email that you send to a Contact via the Wireless application. Email sent wirelessly is captured and linked to in the application automatically. For this to happen you need both Wireless/IM privileges and Outlook Email plug-in privileges. There is nothing additional to download or install to create Linked Email wirelessly. Note that when sending email via the Wireless application, there is no option not to send and capture a copy of email sent -- in other words, if you send an email to a Contact via the Wireless application and you have Outlook Email plug-in privileges, a copy of the email is automatically sent and captured. In this case, if you don't want a copy of an email to be permanently captured, you have to log in to the Online application and delete the Linked Email. Email sent wirelessly will appear in your Sent Email List and will automatically be linked to the Contact to whom you sent the email. As with all Linked Email, you can manually link the email to additional Contacts and Deals as needed.

Sent Email List and Received Email List

To view a list of all your linked and non-linked email in the application, click the Linked Email icon on the navigation bar. This launches the Manage Linked Email window.

Linked Email icon

Manage Linked Email window - Displays all of your linked and non-linked email sent using the Microsoft Outlook Email plug-in or sent via the Wireless application. This window will only display your email -- it will not display the email owned by other Users regardless of your level of access. Email is separated into a Sent Email List (accessible via the Sent Email tab), which is email you sent to others from Microsoft Outlook or wirelessly; and a Received Email List (accessible via the Received Email tab), which is email you received from others in Microsoft Outlook that you have sent and captured using the Salesnet [Forward] button. The Manage Linked Email window includes the following elements depending on whether you are viewing your Sent Email List or your Received Email List:

percentage sign (%): The percentage sign can represent any number of characters. For example, if your search is "CC: starts with smith%", the application retrieves any Linked Email with a CC: field starting with "smith" regardless of the number of characters after "smith" (e.g., "smith@hotmail.net", "smith@coldmail.net").

 

underscore (_): The underscore can represent any one character. For example, if your search is "Subject contains a_", the application retrieves any Linked Email with a subject containing the letter "a" followed by just one other character, i.e., "a_" retrieves "ax" but not "axe". "A_A" retrieves "AAA" but not "Alpha".

 

space: A space is not a wildcard. Spaces are interpreted literally.

Viewing and Editing Linked Email Details

To View or Edit a Linked Email, you can: a.) navigate to your Sent Email List or Received Email List and click the Edit hyperlink of an email, or b.) you can click the Edit hyperlink in the Linked Email mini-tab when viewing an Account, Contact, Deal, or Lead (note that an email captured for an Account record is an email associated with Contacts or Deals that are associated with said Account record). If you are not the Linked Email's Owner or are not an Application Administrator, the Edit hyperlink (in the Linked Email information box) will be replaced by a View hyperlink, regardless of the access level you otherwise have to the record. Clicking the Edit hyperlink in Sent Email List, the Received Email List, or in the Linked Email information box launches the Edit Email Details pop-up. Clicking the View hyperlink in the Linked Email information box launches the View Email Details pop-up (which basically contains the same elements as the Edit Email Details pop-up but in Read-Only format).

 

Edit Email Details pop-up / View Email Details pop-up - Displays a summary of the email including to which Contacts, Deals, and / or Leads it is linked, if any. From this page you can edit the Activity Type and Purpose and link / unlink Contacts, Deals, and Leads from the email. (The View Email Details pop-up contains the same basic elements except you cannot edit any of them.) The Edit Email Details pop-up includes the following elements:

Linking and Unlinking Email

To have the Outlook Email plug-in automatically link Microsoft Outlook email to Contacts, click the Salesnet [Send] button when sending email in Microsoft Outlook and the Salesnet [Forward] button when forwarding email from Microsoft Outlook. The Outlook Email plug-in will automatically try to link the Outlook email with Contacts based on the criteria established by an Administrator in the Linked Email Options window. The application will link the email to all Contacts that have an email address that matches the Outlook email. If no matching Contacts are found, the email will still be placed in your Sent Email List or Received Email List as appropriate, and you can manually link the email to any Contact record, Deal record, and / or Lead record to which you have View access.

 

Sending email wirelessly will automatically link the email to the Contact in the "To" field, and will automatically try to link the email with additional Contacts based on the criteria established by an Administrator in the Linked Email Options window. The application will link the email to all Contacts in the application that have an email address that matches the email addresses in the email.

 

To link or unlink email to Contacts, Deals, and Leads manually:

 

Navigate to the Edit Email Details pop-up and click [Edit] in the Linked Records field box. This launches the Edit Linked Records pop-up.

 

Edit Linked Records pop-up - This pop-up will not only display the Contacts, Deals, and Leads to which the email is linked, but it will also automatically suggest other records that may be appropriate for linking. The application makes these suggestions by comparing all the email addresses contained in the email with the email fields for the Contacts and Leads to whom you have View access. (For Extended edition Users, the application only displays the matching record if you also have View access to the field containing the matching email address.) If a match is found, that Contact record and / or Lead record is listed as a potential candidate for linking along with any Deal (Open or Finished) that is associated with the Contact. This is designed to save you time. At any time you can conduct your own search and manually link the email to any Contacts, Deals, and Leads to which you have View access. The Edit Linked Records pop-up includes the following elements and characteristics:

Linked check box: A checkmark to the left of the Contact Name indicates that the Contact is already linked to the email. A blank check box indicates that the Contact is not linked to the email. Click the check box to link / unlink the email to a Contact. To link the email to all the Contacts in the table, click the topmost check box. This populates all the check boxes with a checkmark (the reverse can be done as well).

 

Matching Email Address: If the application automatically suggests a Contact for linking or if the email was linked to a Contact automatically, this column displays the Contact's email address that matched one of the email addresses in the original email. If you manually link the email to a Contact using the "Search" hyperlink, this column will be blank.

Linked check box: Behaves the same as the Linked check box in the Contacts table.

 

Contact Association: This column displays Contacts from the Contact table to which the Deal is associated unless you manually linked the email to a Deal using the "Search" hyperlink, in which case this column will be blank.

Linked check box: A checkmark to the left of the Lead Name indicates that the Lead is already linked to the email. A blank check box indicates that the Lead is not linked to the email. Click the check box to link / unlink the email to a Lead. To link the email to all the Leads in the table, click the topmost check box. This populates all the check boxes with a checkmark (the reverse can be done as well).

 

Matching Email Address: If you manually link the email to a Lead using the "Search" hyperlink, this column will be blank.

Deleting Linked Email

Only the Owner of a Linked Email or an Administrator can delete a Linked Email. If you delete a Linked Email, you will only delete the copy that was captured by the Outlook Email plug-in. You will not delete the original email as it appears in Microsoft Outlook.

 

To delete a Linked Email:

or

 

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