Feature Availability

Vtiger Editions: One Growth | One Professional | One Enterprise

Introduction

The Microsoft Outlook Add-on gives you instant, in-inbox access to your Vtiger CRM data, offering a complete 360° view of your contacts directly from Outlook. With this Add-on, you can easily create and manage records, track interactions, and stay updated without leaving your inbox.

It allows you to:

• Create new Leads or Contacts
• View Contact-related deals
• Add comments to CRM records
• View and respond to related Cases
• Schedule follow-up meetings and check upcoming events
• Archive emails directly to a Contact record

Note: This Add-on is available for both web and desktop versions of Outlook.

Benefits 

The following are the key benefits of using the Microsoft Outlook Add-on:

• Access and update CRM data directly from your Outlook inbox.
• Get a complete 360° view of contacts, deals, cases, and activities.
• Convert emails into Leads or Contacts instantly.
• Log emails and interactions with a single click.
• Schedule follow-ups and track upcoming events without leaving Outlook.
• Maintain accurate and consistent CRM records.

 In this article, you will learn about:

• Installing the Vtiger Outlook add-on
• Logging into Vtiger Outlook 
• Actions possible in Vtiger Outlook

Key Terminology

Installing the Vtiger Outlook Add-on

You need to first install the Vtiger add-on for Outlook before you start using it.

Follow these steps to install the Vtiger Outlook add-on:

1. Log in to your Outlook inbox.
2. Click the App launcher in the top left corner of the screen.
3. Click All apps at the bottom.
4. Click Add-ons. The Microsoft AppSource apps screen will open.
5. Search for and click on the Vtiger for Outlook add-on.
6. Click Get it now.
7. Click Continue.
8. Once it's installed, click on Open in Outlook Web.

Once you have successfully added the add-on, the Vtiger logo will appear in the emails.

Logging into Vtiger Outlook

Once you have installed the add-on, it will appear in the Outlook emails. When you click the Vtiger for Outlook gadget, it opens the Vtiger CRM window.

Follow these steps to log in to the Vtiger Outlook add-on:

1. Log in to your Outlook.
2. Open an email.
3. Click the Vtiger for Outlook gadget on the top right of the email. The Vtiger CRM pop-up appears on the right.
4. Here you can do two things:
   1. Sign Up if you don’t have Vtiger credentials
      1. Click Sign Up. 
      2. Enter the relevant details.
      3. Click Save.
   2. Sign In if you have Vtiger credentials
      1. Click Get Started.
      2. Enter your Vtiger CRM credentials.
      3. Click Login.

Once you log in, you will get access to your CRM via the Vtiger add-on from your Outlook. You have to open an email and click the Vtiger add-on to view the details. 

Actions possible in Vtiger Outlook

Now that you have installed and signed in to the Add-on, you can start performing CRM actions directly from Outlook. You can create Contacts, view their complete details, and carry out several other tasks without switching applications.

Creating a Lead or Contact

When you click on an email, if no lead or contact records in your CRM account match the sender’s email address, you can create them by clicking the Create Lead or Create Contact button. Here we will explain how to create a contact. The same steps apply to creating a lead.

Follow these steps to create a contact:

1. Log in to your Outlook.
2. Open an email. 
3. Click the Vtiger for Outlook gadget on the top right of the email. The Vtiger CRM pop-up appears on the right.
4. Click the Create Contact button to create the record.
5. Click Save.

Note: During the contact creation, details such as contact names and email addresses are automatically pulled from the email. The contact will be saved in the CRM. 

Viewing a Lead or Contact

 Once you create a lead or contact in your CRM from Gmail, you can view all their details. Here, we have explained all the actions for Contacts. The same applies to Leads as well. 

You can also perform the following primary actions on the contact record:

• Click the Name of your Company to be redirected to the CRM.
• Click the Contact Name to open the contact record in the CRM.
• Click the Link icon to archive the email and attach the opened email to the related contact.
• Click the Edit icon to edit the record. You can edit a contact's first name, last name, email ID, organization, assigned to, etc.
• Click the Power icon to log out of your Vtiger CRM account. To log in again, open an email and click Login. 

Below the contact details, you can see several options, using which you can view essential information and perform the following actions on a contact: 

• Details: Click on Details to view the contact information.
• Timeline: Click on Timeline to list all the activities made on the record. You can view the recent updates made, such as added events, comments, etc.
• Activities: Click on Activities to view the recent activities made on the contact record. You can click + to add a calendar event with the contact.
• Emails: Click on Emails to view all emails, including archived emails, related to a contact. You can view the entire content in the CRM by clicking on the Email icon.
• Quotes: Click on Quotes to view quotes related to the contact.
• Invoices: Click on Invoices to view invoices related to the contact.
• Potentials: Click on Potentials to view all the opportunities related to the contact. Click on + to create an opportunity. You can view the deal details in the CRM by clicking on it.
• Cases: Click on Cases to view all the cases related to the contact. Click the + button to create a case. You can view the details of the case in the CRM by clicking on it.
• Comments: Click on Comments to view related comments and post a comment. 
• Settings: Click on Settings to enable or disable the options mentioned above.

Reference

• Office 365 Integration
• Vtiger Outlook Plugin Integration
• Using Vtiger CRM in Microsoft Outlook