How To Integrate Your CRM with Microsoft Outlook

How do I integrate CRM with MS Outlook?

You can integrate your CRM with Microsoft Outlook in several ways. First, consider the software deployment and compatibility. Second, you may need third-party solutions. Third-party integrations, however, may require additional steps to ensure that the CRM and Microsoft Outlook will work seamlessly. Finding CRM applications that are natively integrated with Microsoft Outlook is also another option. Native integrations require less complex steps as they are directly embedded within a software solution.

Despite the rise in the number of methods of online communication and the growing popularity of instant messaging applications over the years, email remains as the preferred digital communication channel among businesses.  Email is not only utilized for internal corporate communication but even more so when establishing connections with customers.

While an email management solution performs well as a communication platform, it lacks the capabilities to effectively manage customer relationships. Email is not equipped with the features to organize customer or client interactions into easily accessible data, which helps in keeping track of a particular customer’s position in the sales pipeline. This is where CRM software solutions enter the picture. In this article, we will walk you through some core benefits of integrating a CRM with Microsoft Outlook.

Key Benefits of Integrating Your CRM with Microsoft Outlook

When it comes to email management software, Gmail dominates the market in terms of the number of users, but Microsoft Outlook can hold its own. In 2018 alone, this email management software was reported to have 400 million active users worldwide, which are mostly composed of corporate accounts.

Another report states that Microsoft Outlook takes 3.76% of the market share among communication technologies. This data translates to 70,409 companies using Microsoft Outlook for their email communication. Furthermore, the report confirms that the majority of businesses that use Microsoft Outlook belong to the United States computer industry.

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Top Industries that Use Microsoft Outlook in the United States

Top Industries that Use Microsoft Outlook in the United States
Computer software: 5924

Computer software

Top Industries that Use Microsoft Outlook in the United States
Hospital and health care: 5180

Hospital and health care

Top Industries that Use Microsoft Outlook in the United States
Construction: 2820


Top Industries that Use Microsoft Outlook in the United States
IT and services: 2577

IT and services

Top Industries that Use Microsoft Outlook in the United States
Financial services: 2303

Financial services

Top Industries that Use Microsoft Outlook in the United States
Retail: 2059


Top Industries that Use Microsoft Outlook in the United States
Higher education: 2007

Higher education

Top Industries that Use Microsoft Outlook in the United States
Real estate: 1816

Real estate

Top Industries that Use Microsoft Outlook in the United States
Education management: 1752

Education management

Top Industries that Use Microsoft Outlook in the United States
Nonprofit organization management: 1657

Nonprofit organization management

Source: Enlyft

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Microsoft Outlook’s strength relies on its email platform capability. Fortunately, integrations can turn it into more than just a communication platform. In this article, we will look into the main reasons why integrating Microsoft Outlook with a CRM software is a pivotal business decision. But before we delve into the benefits of CRM integration in Outlook, it is important to note that Microsoft Outlook has a built-in CRM solution. This relatively new software called eWay-CRM is popular among Outlook users in the retail sector due to its combination of traditional and creative approaches in managing customer relationships.



Try out eWay-CRM with their free trial

1. Effective Email Marketing

Every email opens an opportunity to connect with potential customers and build a stronger relationship with existing clients, especially with more than 70% of consumers who prefer to communicate with businesses through this channel. With such a large pool of customers, email campaigns are logical parts of the marketing strategy. Microsoft Outlook is capable of sending and receiving content; integrating it with CRM, however, gives the email platform the capability to gather customer data. These data include contact information, activities, and other significant details that can segment your customers for a more effective targeted marketing.

Communication Channels Preferred by Customers

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Source: MarketingSherpa

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Features to look for in CRM

  • Marketing campaigns
  • Personalized messaging
  • User-friendly content or text editor
  • Target group selection
  • Mass email

2. Reduces Response Time and Improves Customer Experience

CRM Outlook integration helps increase your teams’ responsiveness to customer concerns and inquiries, which helps increase customer satisfaction. Integrating your CRM with Microsoft Outlook places all customer data in one location. By using only one software solution, sales teams get instant access to relevant customer information. This, in turn, eliminates the need to switch between multiple applications, which helps reduce response time and increase customer satisfaction.

satisfied customers vs new customers spending

Features to look for in CRM

  • Automated import/export of contacts with Outlook
  • Phone and email support

3. Comprehensive View of Real-time Data

Integrating your CRM with Microsoft Outlook gives you clear and more accurate visibility into your business data. This also gives your sales teams real-time insights into prospective customers’ behavior. Through CRM Outlook integration, sales professionals will be able to see which prospects have opened their emails in real-time, as well as other data that marketing and sales teams need to nurture leads and close deals.

Source: FocusVision; Salesforce Research

Features to look for in CRM

  • Automated tasks and important milestones
  • Real-time view of email status (sent, delivered, read, links clicked, unsubscribed, etc.).
  • Customer or lead segmentation based on relationship, geography, importance, potential, size, or custom fields.
  • Automated feedback collection and response tracking

4. Reduces Duplicate Data Entries and Data Errors

Managing related but disconnected business systems may also involve the manual transfer of data from one application to another and vice versa. Aside from the tedious and time-consuming manual process, this process is also prone to creating duplicates that can result in data errors, which can cause big problems. Integrating CRM with your Microsoft Outlook prevents this from happening by fully automating the process of data gathering, organizing, and storage, which also gives your teams more time to focus on more urgent tasks.

Features to look for in CRM

  • Easy export/import of data
  • Automated lead-to-project conversion

5. Easy Installation, Usability, and Accessibility

Integrating CRM with your Microsoft Outlook does not necessarily mean installing and deploying an entire CRM system. Microsoft Outlook can also integrate with third-party CRMs via add-ons or plug-ins. Users can also take advantage of eWay-CRM, a full-featured CRM designed for retail businesses, which is directly integrated into the Outlook system. Another benefit of using an email-based CRM is it blends into the user interface or UI of Microsoft Outlook, thus making the learning process easier whether you are using your integrated system on your computer or mobile.

e-Way CRM dashboard

Built within Microsoft Outlook, eWay-CRM uses the same familiar UI, thus, reducing the learning curve for new users.

Features to look for in CRM

  • Adapts to native Microsoft Outlook UI
  • Mobile application for iOS and Android devices

Unleashing Microsoft Outlook’s Full Potential with a CRM Solution Amid the Doubts

The well-known benefits of integrating CRM with email, particularly with Microsoft Outlook, are still not enough to convince everyone of its effectiveness. Unfortunately, there still are businesses that remain skeptical about the idea of email and CRM solutions operating as a single solution ecosystem. In a study published by the American Marketing Association, it was revealed that 43% of marketers in the United States do not use CRM software.

Over the years, however, more and more businesses are discovering and embracing the benefits of CRM Outlook integration. For those who are still looking for a robust CRM for Microsoft Outlook, eWay-CRM is a good sample platform. It does not only offer all the necessary features and tools your marketing and sales teams need to boost customer engagement and sales, but it is also offered in package plans that are priced competitively, especially when compared to other CRM solutions. If you are interested to learn more about this CRM solution, you can also check out our analysis of eWay-CRM pros and cons.

Nestor Gilbert

By Nestor Gilbert

Nestor Gilbert is a senior B2B and SaaS analyst and a core contributor at FinancesOnline for over 5 years. With his experience in software development and extensive knowledge of SaaS management, he writes mostly about emerging B2B technologies and their impact on the current business landscape. However, he also provides in-depth reviews on a wide range of software solutions to help businesses find suitable options for them. Through his work, he aims to help companies develop a more tech-forward approach to their operations and overcome their SaaS-related challenges.

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