Manually Log Outlook Emails with Attachments to Salesforce

Modified on Fri, 23 Feb 2018 at 02:09 PM

This guide will walk your Microsoft Exchange administrator for Office 365 through how to set up your Microsoft Exchange server to filter your outgoing emails without attachments to automatically Bcc your unique Email to Salesforce Address. Emails that are redirected to your unique Email to Salesforce Address will be logged to the appropriate records in Salesforce. On the other hand, users outgoing emails that contain attachments will be redirected to themselves and sent to the "Log this Email with Attachments" email folder in Outlook. Afterward, users will be able to utilize Lightning for Outlook to log the emails with attachments to the appropriate records in Salesforce.

Configure Exchange Center Settings

Now that we have configured your Email to Salesforce settings in your Salesforce org, the next step is to configure your Exchange Admin Center settings to be able to filter your Mail Flow rules to Bcc your unique Email to Salesforce Address on your outgoing emails without an attachment and redirect outgoing emails with an attachments to your specific email folder in Outlook.

Please note: You need to set up two Mail Flow rules for each of your Outlook users.

From your Office 365 Home page:

Click Admin.
Click Admin Center dropdown.
Click Exchange.

Create Mail Flow Rule for Outgoing Emails without Attachments

We will create a Mail Flow rule in your Admin Exchange Center. Setting up this Mail Flow rule will allow users to automatically Bcc their unique Email to Salesforce Address on all outgoing emails that does not contain an email attachment.

Please note: Each user will need to set up their own Mail Flow rule.

Click mail flow.
Click rules.
Click the + icon.
Click Create a new rule.

Select The sender is under Apply this rule if section.
Select yourself.
Select Bcc the message under Do the following section
Select your user's Unique Email to Salesforce Address.
Select Any attach is greater than or equal to under Except if section.
Select 1.00 KB.

Type 0 in the Priority field.
Select Audit this rule with severity level High.
Select Enforce under Choose a mode for this rule section.
Select Activate this rule on the following date. Choose the next available time for you. For example: if it was 12/13/2017 at 11:50 AM then select 12/13/2017 12:00 PM.
Click Save.

Please note: Your Mail Flow rule will activate once the activation time has passed.

Create Mail Flow Rule with Outgoing Emails with Attachments

We will create another Mail Flow rule in your Admin Exchange Center. Setting up this Mail Flow rule will allow users to automaticallyredirect all outgoing emails that contain an email attachment to themselves. Emails that are sent to themselves can then be sent to an email folder for users to manually log into Salesforce.

Please note: Each user will need to set up their own Mail Flow rule.

Click mail flow.
Click rules.
Click the + icon.
Click Create a new rule.

Name your Mail Flow rule "User" - Emails with Attachment.
Select The sender is under Apply this rule if section.
Select yourself.
Select add action.
Select Any attachment is greater than or equal to.
Select 1.00 KB.
Select Bcc the message to under Do the following section.
Select yourself.

Type 0 in the Priority field.
Select Audit this rule with severity level High.
Select Enforce under Choose a mode for this rule section.
Select Activate this rule on the following date. Choose the next available time for you. For example: if it was 12/13/2017 at 11:50 AM then select 12/13/2017 12:00 PM.
Click Save.

Please note: Your Mail Flow rule will activate once the activation time has passed.

Create Outlook Rule

We will create an inbox folder name "Log this Email with Attachments" in Outlook. Afterward, we will create an Outlook rule to redirect all incoming emails that are from ourself and contains an attachment to this folder. Once this step is completed, users will be able to navigate to this folder and manually log their outgoing emails with an attachment to Salesforce.

In the Outlook application Home tab:

Right click on the Main Inbox.
Select New Folder.
Name the folder appropriately.

Click Rules.
Click Create Rule.

Name the rule Emails with Attachments.
Select From.
Select Is.
Select the appropriate user.
Click the + icon.
Select Move to folder under Do the following section.
Select your appropriate email with attachments inbox folder.
Select Do not apply other rules to messages that meet the same conditions.
Select Enabled.
Select OK.

How to use Lightning for Outlook to Manually Log Emails with Attachments to Salesforce

Users can use Lightning for Outlook to log emails with attachment to the appropriate records in Salesforce.

Click into your Emails with Attachments email folder.
Click into the specific email with attachments.
Navigate to Lightning for Outlook side panel.
Select the Up Arrow icon (Contact, Opportunity, Account, etc.) to log the email to the Salesforce record.

You have completed the steps to automatically Bcc your Unique Email to Salesforce Address on all outgoing emails that does not contain an attachment. You have also completed the steps to automatically redirect all outgoing emails that does contain an attachment to your user's appropriate email folder in Outlook. Afterward, users can utilize Lightning for Outlook to log these emails to the appropriate record in Salesforce.