How to Use Outreach for Zoom Mail

Objective

The purpose of this article is to provide step-by-step instructions on how to best leverage the Outreach for Zoom Mail app. 

Outreach for Zoom Mail supports the following features:

• Enable/Disable Outreach from the app’s Settings  
• Email Templates: Simplify email creation with ready-to-use templates.  
• Attachments within Templates: Share any kind of content as an attachment directly in your template   
• Snippets: Add pre-written content for consistent, impactful messaging.  
• Reminders: Get reminded about sent emails, so you never miss a chance to engage with your Prospect  
• Availability Sharing: Insert the public calendar link directly into emails. Adjust language and time zones as needed.  
• Open and Click tracking for reporting and deliverability metrics  
• Automatic email and calendar events synchronization into the Outreach platform   

Applies To

• Outreach for Zoom Mail

Procedure

The first step for each user is to ensure their mailbox and calendar are connected and synced into the Outreach platform. Information on setup and installation is available in the Outreach for Zoom Mail Integration Overview.

Ensure both the Outreach mailbox and calendar settings are configured correctly and the Outreach for Zoom Mail app is installed prior to proceeding with this article.

1. Open Zoom.
2. Navigate to the Mail tab.
3. Click on the new email icon at the top right side of the left pane to start composing a new email.   
4. Click on the Apps icon in the email compose window toolbar.
   
5. Click Outreach for Zoom Mail.
   
6. Sign in to Outreach with your Zoom account username and password. If you have several accounts, such as testing and production accounts, please ensure you log in with the same account both in the Outreach platform in your browser, and in the Outreach for Zoom Mail app.
7. Click Settings.
8. Toggle on the following:
   1. Settings
      1. Outreach enabled
      2. Enable Outreach to display cards when composing an email
   2.   Tracking
      1. Emails opened
      2. Links clicked
   3. Reminders
      1. Automatic reminders
         

Templates

The Templates function is fully customizable, allowing users to specify variables, for efficient multi-prospecting.   

We provide full HTML support which allows sellers to attach files or embed images and other dynamic content for a truly impactful communication with Prospects.   

Note: To maximize the value of variables, ensure all relevant fields are populated under the Prospect details in the Outreach Platform.

1. Navigate to Outreach for Zoom Mail.
2. Click Templates.
   
3. Locate the desired template.
   
4. Select the desired template and insert into an email.

Snippets

Users can expect the same level of customization for Snippets, as for Templates. Variable handling and HTML support are available for Snippets. 

1. Navigate to Outreach for Zoom Mail.
2. Click Snippets.
3. Locate the desired snippet.
4. Select the desired snippet and insert into an email.

Handling Variables for Templates and Snippets

Selecting a template without inputting Prospect information first will load the raw template, highlighting the specified variables.

Adding the template or snippet when the Prospect is pre-populated will ensure all the variables are automatically pulled from the Prospect details in the Outreach platform.

NOTE: To maximize the value of variables, users are advised to ensure all relevant fields are populated under the Prospect details in the Outreach Platform 

Reminders

Outreach for Zoom Mail includes customizable automatic reminders for engagement follow-up. The functionality can be accessed from two locations:

• Welcome screen, showing the Outreach features at a glance
• Settings screen, in the Reminders section.

1. Navigate to Outreach for Zoom Mail.
2. Click Reminders.
3. Customize the reminder to check on your Prospect within the specified timeframe. 
4. Click Set reminder.

Automatic Reminders

1. Automatic reminders can be enabled or disabled by click Settings. 
2. An Automatic reminder can be configured to action the following:
   • Bump email to top of my inbox
   • Create a task in Outreach
   • Bump email and create task
     
3. Click Save and exit.

Sharing Availability

Sellers can easily share their availability with Prospects by inserting the link to their public calendar into the body of the email.

1. Navigate to Outreach for Zoom Mail.
2. Click Calendar.
3. A button directing to a public calendar will be inserted.

Calendar Configuration

1. Click Settings.
2. Edit the language or meeting type as required.
3. Click Save.
   

Prospect View of Seller Availability

When a Prospect attempts to book time with the seller, they will be presented with the following view of the seller's public calendar: 

Syncing into the Outreach Platform

The Outreach for Zoom Mail app provides full sync capabilities for emails and calendar activity, with the Outreach Platform.   

Off-boarding

Should you need to off-board from the application, two major steps are required at user-level:

1. Disconnect your mailbox and calendar from Outreach
2. Remove/uninstall the application from your local Zoom Client

Mailbox

1. Log in to Outreach as a user.
2. Click your username > Personal settings.
3. Navigate to Mailboxes.
4. Click on the email address.
5. Click Disconnect.
   

Calendar

1. Log in to Outreach as a user.
2. Click your username > Personal settings.
3. Navigate to Meetings.
4. Click More Actions > Remove Calendar.
   

Application Uninstallation 

This step ensures the Outreach application is removed from the local Zoom client.

Only the Outreach for Zoom Mail is manageable (can be installed/uninstalled) at user level. The Outreach Email and Calendar Sync application should be managed by the organization’s IT Administrator.

1. Navigate to the Zoom Marketplace.
2. Search for Outreach for Zoom Mail.
3. Click Remove.

For the end user, the application should no longer appear in the Apps > My Apps Tab.