Use PieSync to sync Outlook with Salesforce!

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August 23, 2019

Salesforce-Outlook

Are you using both Salesforce and Outlook? The first is a state-of-the-art CRM and marketing beast, the second is the environment you spend most of your working day in.

If you’re not properly connecting these two apps, you’re missing out. PieSync helps you create an intelligent connection between Outlook and Salesforce… and nearly 200 other cloud-based apps in real time!

Doesn’t Salesforce already offer a built-in integration?

Salesforce has developed the Lightning sync. We’ll be honest: in itself, Salesforce Lightning is a very complete syncing solution and covers the needs of a lot of businesses. It does a full calendar sync, it syncs your contacts two-way, it’s available out-of-the-box, and it’s included in your Salesforce subscription.

Furthermore, there’s also a plug-in which nests itself right into Outlook to give you a very native integration experience.

Why PieSync?

So why should you use PieSync?

Well, PieSync offers you two main advantages over Salesforce’s built-in sync:

A better configuration to send new and existing Outlook contacts upstream into Salesforce

PieSync comes with the ability to sync Outlook folders and categories to regular custom attributes on Salesforce leads and contacts. This means our sync helps in new implementations of Salesforce if, for example, the contacts are already well-structured in Outlook. Setting up the sync rules in PieSync is easy - it’s something anyone can pull off, not only a Salesforce admin.

An improved and complete configuration of the field mapping

Mappings (such as how the data syncs between Outlook and Salesforce) are highly configurable on PieSync, which isn’t the case in Salesforce’s built-in sync. For instance, on PieSync you can set up a sync between all your contacts information, but keep the “Notes” field private to your Outlook, instead of it being broadcast to the CRM for everyone to see.

Compared to the Lightning connector, PieSync offers unique abilities to configure the sync of Outlook contacts into Salesforce, and Salesforce contacts into Outlook.

Try PieSync for free

Just to be clear: which contacts will be synced by PieSync?

PieSync provides a solution to two-way sync contacts you would find in Microsoft Outlook, specifically inside personal contacts folders. A personal Outlook Contacts folder is:

  • meant for personal use
  • a folder that easily syncs with your smartphone
  • compatible with PieSync (read how to for Outlook / Exchange)

If you’re looking to sync other Outlook contacts, like those from a GAL or a public folder, we also have you covered. Check out this article on CiraSync.

Sounds great! How do I set up this sync?

Setting up a sync between Salesforce and Outlook is super easy!

A popup will open inside PieSync, so just log in to both platforms respectively. This will bring you to the sync setup, where you can leave everything in its default settings, or create some custom syncs. The default setting of a sync is always a two-way sync. This means you allow PieSync to transfer changes you make to contacts in Salesforce as well as in Outlook.

We recommend you keep this two-way setting. Make sure you understand the two rules that you start off with by default:

  • All contacts in Outlook will go into Salesforce, so that may include personal contacts.
  • All contacts in Salesforce will go into Outlook, so there is the risk of making this sync very heavy depending on your database.

To avoid unwanted scenarios, you can apply filters or turn off any of these rules if they don’t fit your workflow.

Sync these two apps

What are filters and actions?

Filters and actions allow you to really customize your sync settings. It brings more nuance to the sync, and allows you to scope with laser precision which contacts should be part of the sync. Consider the following example, where contacts in an Outlook folder are matched up to an owner in Salesforce:

Outlook-Salesforce

There is a toggle at the bottom of this rule, meaning you can also consider the rule in the other way around. Depending on who the owner is in Salesforce, some contacts will be synced to Outlook, and others will be kept out of scope.

Here’s another rule to prevent contacts from Outlook to sync into Salesforce if they are just simple contacts. However, if you fill out a company name for them, then and only then will they sync with Salesforce. Contacts that you already had in Salesforce will sync with their company names attached to them so they will also sync two-way.

salesforce-outlook

These are just a few examples - these ‘if-then’ rules are easy to create, and you can shape them to do exactly what you need. You decide how the data will sync: you can validate the existing mappings, toggle them on or off, and include new fields.

field mapping

We hope you’re all set now! If you have more questions, don’t hesitate to reach out to us at our help center.

Try PieSync now!

About Frans Leys

Frans helps various companies set up their data syncs, collecting all kinds of customer feedback to drive the PieSync platform forward. He started his career in corporate finance and switched four years ago to work with exciting software startups as a solutions engineer for SMEs.