Skip to main content

Outreach Sales Engagement Outlook Add-In v2.0 Overview

Joel
Updated

Purpose

The purpose of this article is to provide information to Outreach Users about the 2.0 version of the Outlook Add-in. The Outlook Add-in v2.0 provides a seamless Outreach experience to Outreach Users who use Outlook inbox.

Intended Audience

  • Outreach Users
  • Micrsoft Outlook
  • Outlook Add-in v2.0

Notes

What is the Outreach Outlook add-in?

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

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.

Side Panel and Outlook Ribbon

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.

outlook_overview_side_panel.png

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

To add meetings in Outlook:

  1. Compose a new email or access an existing email.
  2. Click the Meetings icon (calendar) in the sidebar or ribbon.
  3. Select the applicable option as described in the table below.
    Option Description

    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 article. 

    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 article.

Insert proposed times (select when you are available and share these times with prospect)

  1. Click Meetings > Insert proposed times.
  2. Select the proposed times from the calendar, multiple can be selected.
  3. Select the meeting type. For more detailed information regarding meeting configuration, refer to the How To Schedule a Meeting in Outreach.
  4. Configure all the provided options in the right-side panel, such as Meeting Duration, Language, Adding Guests, and Additional Details.
  5. Select the options for Including Public Calendar link, and Plain Text Links Only if applicable.
  6. Click Insert Proposed Times.

Notes:

  • To view a colleague's calendar, add the colleague's name as a guest while configuring the meeting.
  • To prevent prospects from booking an alternative time, toggle off the Include Public Calendar link. (Personal settings > Meetings > Calendar scheduling > Additional options > Include reschedule link in meeting invites)

Link Calendar

This offers a public calendar link that displays all available time slots for prospects to book.

  1. Click Meetings > Link to your calendar. This will insert public calendar link to the email
  2. For changing the link design, language or meeting type click Meetings > Link to your calendar. This will open the edit options.
  3. Make adjustments as needed.
  4. Click Save.

Prospect Experience

For more information, see How to Schedule a Meeting in Outreach.

outlook_overview_propect_meeting_scheduling_experience.gif

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.

To set up automatic reminders for all emails to prospects:

  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 the Automatic Reminders option.
  4. Click Edit to configure the conditions for the automatic reminder to process.
  5. Click Save, then Exit.

To set up one-off reminders:

  1. Compose a new email, reply to an email, or open existing an email draft.
  2. Click the Reminders icon (bell) in the add-in side panel or Outlook ribbon.
  3. Configure the reminder as outlined in the table below:
    Option Description
    Bump email to top of inbox Moves the email to the top of the inbox based on the user-defined parameters.
    Create a task in Outreach Creates a follow up task in Outreach.
    Bump and create a task Combine the actions of promoting an email in the User’s inbox and creating a follow up task. 
    Process action
    • If no reply
    • No matter what
    Timeframe
    • In 1 hour
    • In 1 day
    • In 2 days
    • In 3 days
    • In 1 week
    • In 2 weeks
    • Custom
    Date & Time Provides users with a calendar picker and time options. 
    Optional Note Input pertinent information regarding the reminder.
    Note: Bump is a message sent to your inbox as a reply to the message it is linked to. Bumps are not visible to the prospect. 
  4. 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.

To add Prospects to Outreach Sequences in Outlook:

  1. Compose a new email or access an existing email.
  2. Click the Sequences icon in the email composition window.
    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.

To link emails to opportunities:

  1. Compose a new email or access an existing email.
  2. Select either:
    • the Opportunity in the dropdown in the side panel
      or
    • Do not associate with an opportunity if you don’t wish any opportunity to be associated.
  3. Send email.

For more information, see How to Associate Email Activities with Opportunities.

Add and edit 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.

If the prospect already exists in Outreach, you can edit prospect details directly from your inbox:

  1. Click the 3 dots next to the prospect name.
  2. Select Edit prospect.

You can also navigate to the prospect records in Outreach, CRM, LinkedIn profile, or account website directly from the inbox. The link will open in the browser.

outlook_overview_add_edit_prospect.png

Amplify - Intelligent Email Data Extraction

Intelligent Email Data Extraction works in a user's inbox. When a user clicks into an email thread, Outreach scans the email signature for new or updated information.

outlook_overview_amplify_detect_propsect.png

If the email address is associated with a Prospect in Outreach, Outreach will compare the phone number in the Prospect's profile to that of the phone number listed in the Prospect's email signature.

If you confirm the update of the record and the phone number detected is different, Outreach will add the additional phone number to the Prospect record.

Users can select the phone number type (work, mobile, home, VoIP, other) by clicking on the dropdown menu next to the phone number.

In case an Out of Office message is received and the prospect is active in a sequence, Amplify detects it and offers you to pause the sequence directly from your Outlook inbox.

outlook_overview_amplify_detect_OOO.png

For more information, see the Amplify Phone Number Extraction Overview.

Enable/Disable Outreach Add-in

You can enable or disable the Outlook add-in through the Outreach enabled toggle. When the add-in is disabled the following features are affected.

  • Prospect emails do not sync to Outreach Outbox but sync to the Emails tab in Prospect detail if you have enabled the sync for your mailbox.
  • Open & link tracking don’t apply.
  • Sequences directly from the inbox can not be used.
  • Reminders directly from the inbox can not be used.
  • Automatic reminders do not apply.
  • Meetings have limited functionality - a prospect will be able to book a meeting but if there are multiple attendees in the email thread but they will not be added to the meeting automatically.
  • Opportunity association directly from the inbox can not be used.
  • Prospect auto-creation can not be used.
  • Prospect manual creation can not be used.

Screen_Shot_2022-07-21_at_3.20.47_PM.png

Add-in Settings

You can access add-in settings from the side panel by clicking on the settings icon.

Email Open and Link Tracking

To track whether a prospect opened an email or clicked on a link:

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

You can also ignore the links in the signature when Ignore links in signature are toggled on.

Potential reasons Tracking section may appear disabled for you:

  • Outreach is disabled.
  • The recipient is a non-prospect and prospect auto-creation is off.
  • Email open and Link clicked tracking are disabled on the organization level. Your Outreach admin can review and change that in Settings > Org > General tab.
  • The recipient you are emailing is a blocked contact in Outreach or an opted-out prospect—in these cases, tracking options are disabled by default.
    outlook_overview_open_email_and_links_clicked_tracking_controls.png

Automatic Reminders

You can set up automatic reminders for prospect emails. Refer to the section on setting up automatic reminders for all emails to prospects above to learn how to set up automatic reminders.

Related articles