Synchronization of contact data between Outlook and Outlook Customer Manager

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Hello,

I*d greatly appreciate your help:

 

My organizations would like to use Outlook Customer Manager for CRM purposes. We are two start-ups that are run mostly by the same workforce. So far, all contacts (for both companies) are made available through a Microsoft-Exchange account that is installed within each employee*s Outlook.

This means that within the Outlook on each employee*s devices there are several accounts with sometimes different contacts: the Exchange-Account for company1, the e-mailaccount for company 2 (IMAP) as well as the Exchange-Account for the contacts of both companies.

 

Now when I open Outlook Customer Manager, only the contacts of my regular Exchange-account are shown (also when I press the refresh button). When I try to change the account in the OCM account informationen section and select the exchange-account with all the contacts (which is set as standard btw) and return to the OCM interface nothing changes and it still shows me my proper exchange-account on top of the window ("Outlook Customer Manager - mymail@mycompany.com").

 

I have the following questions:

1. What is the relationship between (the different) accounts on Outlook and Outlook Customer Manager? How does the synchronization work (also with respect to IMAP)?

2. How can I retrieve all contacts from the "contact-Exchange-Account" into Outlook Customer Manager? Do I have to export them from Outlook and import them into OCM? Do I have to do this for each employee? Shouldn*t they not automatically available in OCM?

3. Once all contacts are shown in OCM, will there be a common database accessible to all employees allowing us to get rid of the contact-Exchange-account?

 

Thank you so much and have a great day!

8 Replies
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Hi Laura,

 

  1. Outlook Customer Manager is only available for Office 365 Business Premium account configure in Outlook via Exchange. About the synchronization, the changes you made on your Outlook customer manager on Outlook desktop client will sync to the server part of that BP account, then you can check the changes when you configure your BP account on any Outlook desktop client.
  2. You can add the Outlook contacts of your BP account to your OCM contacts one by one follow the steps below:
    1. Click add-ins in the bottom-left part on Outlook.OCM1.PNG
    2. In the opening page, click All Contacts in the drop-down list, which shows all your Outlook contacts. Then select one contact, in the popping-up right window, turn on -Business contact, then the Outlook contact will be also an OCM contact, then you can check it by click the drop-down list>Business contacts. And if you want to share these contacts to all of your organization, you can turn on Share contact.OCM2.PNG
    3. If you don‘t want to switch the Outlook contacts to OCM contacts one by one, you can choose to export Outlook contact to a csv file and then import them to OCM.
  3. About the last question, after all outlook contacts show on OCM (or in another word, all Outlook contacts convert to OCM contacts), you can check them in OCM Business contact instead of checking just in Outlook contacts.

 

Thanks,

Amanda

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Dear Amanda,

 

thank you very much for your insightful response.

 

I have proceeded to import the almost two thousand contacts via a CSV-file into OCM. Upon checking, I saw that they are listed as "business contacts" but that they are not shared to the organization yet (the lower button "share contact" is not activated).

 

Is there a way to share all those imported contacts simultaneously to the organization?

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Hi Laura, 

 

To share all imported contacts together, please tick Share imported contacts, companies and deals with entire team in the step 3 of importing process. See the screenshot below:

shared OCM contacts.png

 

Regards,

Amanda

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Hi Amanda,

 

I have already done the import without ticking that box because I was unaware of the effect of that option at the time. So my question is if it is possible to share all contacts to the organization AFTER they have been already imported.

 

Alternatively, how can I reverse the file import without having to delete every single contact manually?

 

Thank you very much for your kind help and best regards.

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Hi Laura,

You can import the CSV file again with checking "Replace what's already in Outlook Customer Manager with contacts, deals or companies from your CSV file" and "Share imported contacts, companies and deals with entire team", then the original imported contacts will be shared.

Thanks,
Amanda
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Hi Laura,

Do you need further assistance?

Thanks,
Amanda
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Amanda,

 

Have you found a way to export Contacts' addresses in CM?  It only seems to export Company addresses and then it lumps all Contacts at that company into a single column.

 

 

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The only solution I see is to add my own Columns which then makes the address boxes pointless.