Overview
Syncing your Microsoft Office 365/Outlook account with btPRO can be a game-changer! It gives you the opportunity to sync your calendar, email, and contacts straight from Outlook to your Smart CRM and Dashboard. It's an easy process that can quickly positively impact your btPRO experience.
The Microsoft Office 365/Outlook Sync option allows you to automatically:
Import emails you have sent to your leads, into their timeline. When you open a lead or contact in btPRO, you will see their email history.
Option to Sync Calendar. You can see your Outlook Calendar in your btPRO Dashboard if you want.
Sync Contacts. You can sync your contact database easily to/from btPRO.
NOTE: Syncing issues can arise if the email address is not put into the "From" section from within your agent profile. Make sure to set the From email to be the same as your email that you are Syncing into btPRO.
How to Sync Your Outlook Account with btPRO
To Sync your Google Account with btPRO:
Find the mail icon at the upper right of the dashboard, and click 'Connect an Outlook Mail Account'.
Sign in to your Outlook account.
NOTE: You may need to verify your login if prompted.
Verify Permissions by scrolling down and clicking 'Yes' on the bottom right.
After you allow these permissions, you are synced!
NOTE: btPRO does not download or save any of your emails. It only shows you what matches the lead you're reviewing. InsideRE also does not allow any other users access to your account. You are the only one within your brokerage that will be able to access your emails.
Microsoft/Office 365 Requires Admin Approval
You may encounter an administrative error when trying to connect Office365/Outlook. If you see this message, then the Office365 Administrator needs to allow btPRO permissions. Click Here for instructions.
Managing Outlook Email Sync Settings
You can quickly and easily change your Sync at any time, simply click on the mail icon and click 'Outlook Settings' at the bottom.
To update your email sync use the toggle under the 'Email' section.
Enabling the email sync will load your unread emails on the toolbar at the top of your account so that you can quickly access them. You must still log into your Outlook account to actually get to the email message. Someone who is not logged into your Outlook account may not access it (even if they're logged into your btPRO account).
If you have a contact in btPRO with an email address that you have received an email from in the past, those emails will be displayed within btPRO in your contact's timeline, and your dashboard activity stream.
Managing Outlook Contact Sync Settings
You can quickly and easily change your Sync at any time, simply click on the mail icon and click 'Outlook Settings' at the bottom.
You may select whether you'd like to manually or automatically push btPRO contacts into Outlook using the 'Manual' or 'Always' buttons.
The first time you enable the sync, btPRO will pull all of the contacts you have in your Outlook account to itself, with as much information as it can bring, including small details which will appear in the contact's timeline in btPRO.
The Source of the contacts will be marked as 'Office 365' and the status will be the selected status from the selector in your Outlook settings.
The sync is ongoing, meaning that whenever new contacts are added to your Outlook, btPRO will pull them in whenever the sync runs, which is about once per hour.
Syncing Contacts from btPRO to Outlook
If you have chosen to manually sync contacts from btPRO to Outlook you can easily do so from the platform (otherwise, if you automatically chose to sync your contacts you won't need to follow these steps as it will be completed for you).
First, in your Smart CRM, select which contacts you want to push to Outlook using the checkboxes to the far left of each one in the list, then select 'More Actions' and 'Sync with Outlook Contacts.'
At any time you are viewing the details of a contact, you may also choose to individually sync that contact, by using the 'More Actions' menu on the far right-hand side of the profile and selecting 'Sync with Outlook Contacts.'
Managing Outlook Calendar Sync Settings
Syncing your Outlook calendar will display your events from Outlook on your dashboard under the 'Calendar' tab.
You can quickly and easily change your Sync at any time, simply click on the mail icon and click 'Outlook Settings' at the bottom.
To initially sync your calendar from the outlook settings toggle on' Calendar' and click the green 'Save Settings' button on the bottom left.
Please Note: There is a sync button that you can click to manually refresh the calendar at any time by going to the dashboard 'Calendar' tab.
This switch only syncs the calendar events from what's entered into Outlook.
You should ensure that the timezones in btPRO and Outlook are the same before reporting any issues to support.
If you have multiple Outlook calendars they will all be synced.
You may edit the calendar events in btPRO, and the updates will be pushed back to Outlook.
Managing Outlook Task Sync Settings
Syncing your Outlook tasks will display the tasks from Microsoft in btPRO (including within the synced contact's timeline) and vice versa.
Tasks/Calls created in btPRO are pushed to Outlook. The tasks you see in Outlook will have the formatting of: "[Task Title] - [Contact Name]" (Unfortunately Outlook does not support receiving tasks tied specifically to contacts.)
The tasks will be visible in the Outlook tasks section with the same due date as the due date in btPRO.
If a task is completed in btPRO or in Outlook, the task completion will be synced between both platforms.
If btPRO recognizes a task in Outlook that is connected to a contact in btPRO, then it will pull that task from Outlook to btPRO.
You can quickly and easily change your Sync at any time, simply click on the mail icon and click 'Outlook Settings' at the bottom.
Tasks may be toggled on to sync to Outlook Tasks. Remember to save your changes with the green 'Save Settings' button on the bottom left.
Have questions? Please reach out to Customer Support via the blue chat bubble to the right or by emailing prosupport@insiderealestate.com
(Keywords: Outlook, Microsoft Office 365, Microsoft)