Outreach Sales Engagement Outlook Add-In 3.0 Overview

Objective

The purpose of this article is to provide information on the Outreach Sales Engagement Outlook Add-In 3.0.

Applies To

• Outreach Admins / Microsoft 365 Admins
• Outreach Users

Before You Begin

• Currently using the Legacy or the New Outlook Add-in? You must first uninstall the existing one before installing the new Add-in.
• Admins installing the app should use the following link to install: Outreach for Outlook.
• With Microsoft delivering varying end user experiences within Outlook and the potential for confusion and complexity, it is strongly recommended that admins install this app on behalf of users.

Overview

The Outreach Outlook add-in is an addition to your Outlook inbox and Outlook Calendar. It can be used with the native desktop Outlook app and with web Outlook experience (OWA).

Outreach Outlook add-in brings the Outreach sales features directly to your Outlook inbox. Features like templates, snippets, meetings, sequences, reminders, and more are available directly in your inbox so you don’t need to switch between multiple platforms. Emails to prospects sync to Outreach so you can track opens, and clicks to better anticipate the recipient’s interest. It also brings functionality into your Outlook Calendar such as scheduling meeting using Outreach Meeting Types, marking prospects "no-show" or joining meetings with Kaia. 

Add-in Access

Outreach add-in features are accessible from the Outlook ribbon or from the side panel. We recommend pinning the side panel (pin icon) to keep the panel accessible when working in Outlook.

Side panel

Ribbon menu

Email processing with the Add-In 3.0

Outreach emails can be manually or automatically processed with the add-in 3.0. Email processing in Outreach refers to:

• Adding open and link tracking to your email
• Checking the email content for missing variables
• Adding unsubscribe links if configured by Admins
• Applying configured reminders
• Adding the prospect to a sequence if configured when composing the email

Auto-process emails

The Auto-process emails setting provides more end user control on how emails should be processed by Outreach.

When Auto-process emails is enabled: Outreach will automatically handle and apply all email information when you click send (at this point Outreach adds link tracking, open tracking, unsubscribe link and checks the email for variables, reminder settings or sequence settings).

Note:

• Having this setting enabled could slow down the email send action by 1-2 seconds for emails sent to prospects as Outreach needs to process the email before being sent.
• Automatic email processing is NOT supported on Classic Outlook on Windows (switch to New Outlook on Windows to have this capability)

Manually process emails

When Auto-process emails is disabled: You will need to manually trigger the Outreach processing from either the insight message or from the Menu ribbon.

You can process the email as often as needed. For example, you might want to process the email again if you added new links to the body or changed the settings compared to previous processing. Outreach will also provide feedback on the outcome of the processing, such as notifying you if the prospect opted out or other action is needed from you.

If you have manual email processing and forget to click on Process with Outreach: The following will NOT be applied:

• link tracking
• open tracking
• unsubscribe links
• manual reminders
• sequence settings

The main benefits of manual email processing are:

• Improved email send times for non-prospect emails (Outreach processes emails only when instructed to)
• you will always see the final version of the email as received by your prospect

Note: Even with automatic email processing enabled, you can still process the email manually from the ribbon menu if you want to see the final state of the email (replaced variables, unsubscribe links, etc.).

Add-In login

Outreach notifies end users when they are not signed in at the time the email is composed via the insight message. In case you have manual processing enabled we will notify you that you need to sign in after you click on Process with Outreach.

Add-in login is not required to send an email. Users who are not signed in can send emails by clicking Send anyway.

User can log in with automatic processing or manual processing

With manual processing, an initial insight message will prompt you to process the email with Outreach. users can sign in after clicking Process with Outreach. If you do not login, no additional notification is shown and the email is sent without Outreach processing it.

Functionality Availability

Templates and Snippets

Once a Template or Snippet has been created in Outreach, it is available for use in Outlook. You can use Outreach Templates and Snippets when composing the message or replying in the thread. You can access these features from the side panel or from the Outlook ribbon.

Meetings

1. Compose a new email or access an existing email.
2. Click in the side panel or ribbon.

3. Select the applicable option as described in the table below.

   Insert proposed times	Select when you are available and share these times with prospect. For more detailed information regarding meeting configuration, refer to the How To Schedule a Meeting in Outreach.
   Link to your calendar	Offers a public calendar link that displays all available time slots for prospects to book. For more information regarding a public calendar link, refer to the Creating a Public Calendar Link.

Reminders

You can apply reminders to emails you send to prospects. Reminders can bump a particular email on the top of the inbox, create a task in Outreach, or both.

Automatic Reminders

1. Compose a new email, reply to an email, or open existing an email draft.
2. Click in the add-in side panel.
3. Toggle on the Automatic Reminders.
4. Click Edit to configure the conditions for the automatic reminder to process.
5. Click Save.

One-off reminders

1. Compose a new email, reply to an email, or open existing an email draft.
2. Click in the add-in side panel or in the Scheduling Section of the Outlook ribbon.
3. Configure the reminder and click Set Reminder.

Sequences

When sending emails to a prospect, you can also add them to the sequence that is triggered according to the time preferences you set up.

Adding prospects to a sequence

1. Compose a new email or access an existing email.
2. Click in the side panel.
   Note: A Prospect must be present in the To: field in order for the Sequence button to become active.
3. Select a prospect you want to put into Sequence.
4. Search or scroll for the applicable Sequence.
   Note: Sequences that are part of a Collection can be accessed via the dropdown. For more information, see How to Create Collections in Outreach.
5. Hover over the sequence and click the expansion arrow to display a list of steps within it.
6. Click to select the applicable Sequence.
   Note: If you select a Sequence by accident, click the X icon above the Sequence name to remove the Sequence, then click select a Sequence to continue adding a Sequence.
7. Click Edit to reschedule a delivery date as applicable.
8. Click Set Follow-up.

Opportunity Association

Link emails to Opportunities right from your inbox. These emails will be associated with the particular opportunity. For more information, see How to Associate Email Activities with Opportunities.

Working with prospects in the Outreach Add-in

Recipient is an Outreach Prospect

Outreach detects when the recipient of your email is a prospect and provides you with the relevant insight message directly in your Inbox.

By selecting View prospect, the Outreach side panel will be opened with the prospect details. From here you can edit the prospect details.

Outreach also detects if a prospect has opted out from Email communication and the insight message provides this information.

Multiple Recipients

1. If one of them is opted out the entire email is considered as being sent to opted out prospects (not processed by Outreach).
2. If one of them is a prospect and the rest are not prospects (blocked or not created yet) the email will still be processed by Outreach.
3. If none of the recipients are prospects and you have prospect auto-creation enabled Outreach will create the prospect only for the first recipient and the email will be processed by Outreach.

Recipient is not an Outreach Prospect

You can create new prospects directly from your inbox. You can do so when reading the emails (Read view) and when composing the message (Compose view).

If Outreach add-in detects a contact that is not yet in Outreach, it will offer you the option to add this prospect to Outreach in the side panel and as an insight message in the email compose section.

Note:

• If you do not have the permission to add prospects, this information will not be shown. The prospect may be also added automatically if your company uses prospect auto-creation. If you do not have prospect auto-creation enabled Outreach will prompt you to add the prospect for the email to be processed by Outreach.
• If the recipient is not an Outreach prospect and the domain address is added to the blocked Outreach list, the Outreach insight message will inform you that this email cannot be processed with Outreach.

User Add-in Settings

You can access add-in settings from the side panel.

Email Open and Link Tracking

1. Navigate to the side panel.
2. Click Settings.
3. In the Tracking section, toggle on/off Emails opened and Links clicked.

Automatic Reminders

You can set up automatic reminders for prospect emails. 

1. Compose a new email, reply to an email, or open existing an email draft.
2. Click the Settings icon in the add-in side panel.
3. Toggle on Automatic Reminders.
4. Click Edit to configure the conditions for the automatic reminder to process.
5. Click Save.

Add-in experience in Outlook Calendar 

Outreach add-in features are accessible from the Outlook ribbon or from the side panel when creating or viewing an event an event: 

Scheduling a meeting with Outreach Add-in 

1. Navigate to the side panel.
2. Select Meeting Type
3. Associate Opportunity 

Join Meetings with Kaia 

If your company uses Kaia, you can now join the meeting with Kaia directly from your Outlook Calendar. 

1. Open the calendar event in Outlook Calendar 
2. Open the Outlook Add-in Side panel 
3. Select Join meeting with Kaia

Mark attendees as no show for past meetings

You can now mark attendees as attended or no show for your past meetings and the information with sync to your CRM: 

1. Open the calendar event in Outlook Calendar 
2. Open the Outlook Add-in Side panel 
3. Select No-show