Vtiger CRM Plugin for Outlook helps you to sync your contacts, events, and todos between Vtiger CRM and Outlook. You can also configure the sync direction to indicate the direction data flows between Vtiger CRM and Outlook. Emails you receive in your Outlook can also be attached to appropriate entities in your Vtiger account. More importantly, the synchronized data respects profiles and sharing rules in your Vtiger CRM.

    Microsoft Outlook Plugin integration

    Note! Integration with Outlook has been deprecated in favor of Outlook add-in. Read Vtiger Add-in Outlook article to know how to install Vtiger add-in.

    Key Features

    Vtiger CRM gives you the ability to perform following actions through Plugin for Outlook

    1. Auto-login facility
    2. Sync contacts, calendar events and todos between Vtiger and Outlook
    3. Attach emails in Outlook to Leads, Organizations, Contacts, and Vendors in Vtiger CRM
    4. Duplicate record check

    Note! If Outlook plugin is reinstalled and sync is initiated, it will result in duplicate records.

    Installation Prerequisites

    We suggest you to make sure you meet the following prerequisites before installing Vtiger CRM Plugin for Outlook

    Operating systems supported*

    1. Windows 10
    2. Windows 8
    3. Windows 7
    4. Windows XP
    5. Windows Server 2008
    6. Windows Vista

    Outlook versions supported*

    1. Microsoft Outlook 2007
    2. Microsoft Outlook 2010
    3. Microsoft Outlook 2013
    4. Microsoft Outlook 2016

    Notes! Vtiger CRM Plugin for Outlook is not compatible with Microsoft Outlook 2003

    Outlook Checklist

    Depending on the version of Microsoft Outlook plugin, you’ll need to download the corresponding Vtiger CRM Plugin for Outlook. Please make sure that you download the right version of Vtiger CRM Outlook plugin that fits your Outlook. Here’s an article to help you determine whether you’re running 32-bit version or 64-bit version of Outlook.

    Vtiger CRM 32 bit Outlook Plugin supports

    1. Microsoft Outlook 2007
    2. Microsoft Outlook 2010 32 bit
    3. Microsoft Outlook 2013 32 bit
    4. Microsoft Outlook 2016 32 bit

    Vtiger CRM 64 bit Outlook Plugin supports

    1. Microsoft Outlook 2010 64 bit
    2. Microsoft Outlook 2013 64 bit
    3. Microsoft Outlook 2016 64 bit

    Download and Install

    You can download Vtiger CRM Outlook plugin from the Official add-ons page. I assume you have successfully downloaded the right version of Vtiger CRM Outlook plugin.

    Follow few simple steps to install Vtiger CRM plugin for Outlook

    1. Open file location, double-click on the file to start download

    2. Click Next

    3. Accept terms of license agreement and click Next

    4. Click Install

    5. Click Close

    Update

    Use the below links to update the Outlook plugin (only for Microsoft Outlook 2016 users)

    http://files.vtiger.com/dev-files/OutlookPlugin/vtigerCRMOutlookplugin-6.1-X86_64.zip (64 bit)

    http://files.vtiger.com/dev-files/OutlookPlugin/vtigerCRMOutlookPlugin-6.1-X86.zip (32 bit)

    Operations

    Vtiger CRM plugin for outlook helps you capture most important customer communications on Vtiger and Outlook. After successfully installing the Outlook plugin, you can view it under the Add-ins tab in your Microsoft Outlook application

    Note! If the above steps don’t work then go to steps mentioned below.

    Activate Vtiger- outlook Plugin from the Add-In’s section

    Find the below step to manually enable the plugin. This is an optional step if the Add-Ins doesn’t show up after installation.

    1. Go to File > Options > Add-Ins > Go

    2. Search for Vtiger Outlook option and enable the checkbox
    3. You will find the Vtiger under the Add-Ins section

    Login

    Upon installation, you’ll need to click on Vtiger CRM > Login to get started. After logging in, the tabs: Attach Emails, Synchronize Contacts, Synchronize Calendar and Synchronize Tasks are highlighted.

    In the Login popup, you’ll need to provide following details

    1. Vtiger CRM URL: We recommend you to log into your Vtiger CRM account, and copy your URL from address bar ― not all, but up to od1.vtiger.com

    1. User Name: Your Vtiger CRM username. You can find it under My Preferences page.
    2. Access Key: You can find Access Key in My Preferences page.
    3. Click Login

    Notes! Click on Auto Login at the start of Outlook check-box to log into Outlook plugin without needing to enter the details all over again.

    Attaching Emails

    You need not have to miss important customer conversations. You can select an email and attach it to the corresponding record in a selected module in Vtiger CRM. You can attach emails to Leads, Contacts, Organizations, Opportunities, and Vendors.

    Follow few simple steps to attach an email to the corresponding record in Vtiger CRM

    1. Select desired email

    2. Click on Attach Email

    3. Select desired module from the drop-down. Click Select Field to search for different fields.

    4. Email id from the selected email will be populated in the search records text space. You can edit it and provide desired search criteria. Click Search Vtiger CRM.

    5. Select a record from the results, and click Attach.

    6. If a record doesn’t exist in the search results, you will get a popup showing “No matching records in Vtiger CRM”. You can then create a new record in Vtiger by clicking on Create.

    7. On successful creation, a popup will show confirming it.

    Note!

    1. Mandatory fields in the CRM record will be filled with a “??”.
    2. Click Edit Message tab to modify the content of the email before attaching it to the desired record in Vtiger CRM

    Synchronizing Contacts

    The two-way synchronization of Contacts makes sure that Vtiger CRM and Outlook are up-to-date time to time.

    Follow few simple steps to synchronize contacts from Outlook to Vtiger CRM and vice versa

    1. Click Synchronize Contacts
    2. After fetching data from Vtiger CRM, a pop-up will display the updates done on both ends (Vtiger CRM and Outlook)
    3. To see the information of records to be updated, click Show Details
    4. Click Accept Changes to update changes on both ends

    Synchronizing Calendar

    Calendar represents Events if we speak in Vtiger CRM terminology. The two-way synchronization of events makes sure that you’ll only have to maintain a single calendar. You do not have to switch between Outlook and Vtiger CRM.

    Follow few simple steps to synchronize events from Outlook to Vtiger CRM and vice versa

    1. Click Synchronize Calendar to sync events
    2. After fetching data from Vtiger CRM, a pop-up will display the updates done on both ends (Vtiger CRM and Outlook)
    3. To see the information of records to be updated, click Show Details
    4. Click Accept Changes to update changes on both ends

    Note! If you invite any attendees from Outlook, an Event will be created in Vtiger after Calendar sync. If the invitee’s email id exists as a Contact in your Vtiger CRM, then that Contact will be mapped to that Event in the Event detail view. Similar behavior happens when you create an Event in Vtiger and then sync with Outlook.

    Synchronizing Tasks

    Tasks represent Todos if we speak in Vtiger CRM terminology. The two-way synchronization of Todos makes sure that you’ll only have to maintain a single calendar. You do not have to switch between Outlook and Vtiger CRM.

    Follow few simple steps to synchronize Todos from Outlook to Vtiger CRM and vice versa

    1. Click Synchronize Tasks to sync todos
    2. After fetching data from Vtiger CRM, a pop-up will display the updates done on both ends (Vtiger CRM and Outlook)
    3. To see the information of records to be updated, click Show Details
    4. Click Accept Changes to update changes on both ends

    Setup Basic Preferences

    Vtiger CRM Outlook plugin gives you the flexibility to configure key preferences to manage different operations

    Follow few simple steps to configure key preferences

    1. Click Vtiger CRM drop-down
    2. Click Preferences

    Under General tab, you can set up following preferences

    a. Login
    Enable the check-box Auto-login at start of Outlook to log in automatically without having to enter login details

    b. Attach Email
    Enable the check-box Edit message while attaching email to modify the email content before attaching the email to the desired module in Vtiger CRM

    c. Conflict Resolution
    Conflicts might occur while syncing records. To resolve conflicts, you can set up preferences well in advance.

    1. Ask me: Decide upon conflict
    2. Outlook wins: Preference will be given to records in Outlook to records in Vtiger CRM
    3. Vtiger CRM wins: Preference will be given to records in Vtiger CRM to records in Outlook

    Under Synchronization tab, you can set up following preferences

    a. Folder
    You can select the folder to synchronize the records from. Generally, the parent folder is selected by default. However, you can also select desired folder (even a subfolder) to synchronize records from/to the selected folder.

    1. Click on folder icon to select desired folder
    2. Click on cross mark icon to delete synchronization history

    b. Settings
    Default settings allow synchronization of personal records. However, if you do not want to synchronize personal Contacts, Calendar, and Tasks, you can disable the corresponding check-boxes.

    c. Sync Direction
    You have complete control over the records you sync. You can configure the outlook plugin to sync records in whichever direction you need.

    Under Other tab, you can set up following preferences

    a. Logs
    If you encounter any issue while performing any operation within Vtiger CRM Outlook plugin, we will suggest you send us the debug file. This file will help us to find out what’s going wrong, and it makes troubleshooting easy for us.

    Follow few simple steps to generate the debug file

    1. Click Vtiger CRM drop-down
    2. Click Preferences
    3. Click Other tab

    4. Enable the check-box Enable to debug log

    5. Click Ok

    6. Now repeat the operation that was not working fine for you (Eg: Sync Calendar, attaching email, etc)
    7. Come back to Preferences page again. Under the Other tab, click Debug
    8. It will generate a file. Give us the file, we will give the fix in return.

    b. Language
    Vtiger CRM plugin for Outlook supports a list of languages. Select desired language from the drop-down.

    c. Calendar Activity Type

    Vtiger supports two types of calendar events: Calls and Meetings. Tasks in outlook are synced as to-dos in Vtiger. While Outlook meetings are synced as calendar meetings in Vtiger, you’ll need to configure what Appointments in outlook should be synced as. Depending upon your configuration, your appointments can be synced as calls or meetings in Vtiger CRM.

    FAQ

    I am not able to locate Vtiger CRM menu after installation. What do I do?*
    During installation, if images are not copied properly, Vtiger plugin will not be displayed in Outlook

    Solution 1
    Please follow few simple steps to fix the issue

    Step-1
    1. Go to location where Vtiger Outlook plug is installed (Default location is C:\Program Files (x86)\vtigerCRM\Outlook2.1)
    2. Open this folder, click on the Image folder. Copy all images (to clipboard)

    Step-2
    1. Go to Start > Run
    2. Search %appdata% in the run box which will take you to the Application data folder.
    3. Find and open VtigerCRM Outlook folder.
    4. Now find and open Images folder and paste copied images inside it.

    Now, when you open Outlook, you should find Vtiger CRM menu under Add-Ins.

    Solution 2

    This issue might also occur if Vtiger is not automatically enabled. This happens with Microsoft Outlook 2010.

    To enable Vtiger manually in Outlook, please follow the steps mentioned below.
    Open Outlook 2010

    1. Click on File (Located on top left)
    2. Click on Options
    3. Click on Add-Ins
    4. Click on Go (You can find this button at the bottom)
    5. Enable vtigerCRMOutlookAddin.connect

    This will display the Vtiger plugin in Outlook.

    To know more about features and benefits of this integration, please check Microsoft Outlook Plugin + Vtiger CRM