Salesforce Exchange Integration: 8 Easy Steps

on CRMs, Data Automation, Data Engineering, Data Integration, Email Analytics, ETL, ETL Tutorials, Salesforce, Uncategorized • September 30th, 2021 • Write for Hevo

Are you struggling to find a simple step-by-step guide to help you set up Salesforce Exchange Integration? Do you want a simple fix? If yes? You’ve landed at the right place. Follow our easy guide to help you integrate Microsoft Exchange with Salesforce in no time. It will help you take charge in a hassle-free way without compromising efficiency. 

Upon a complete walkthrough of the content, you will be able to successfully build Salesforce Exchange Integration for a fruitful analysis. It will further help you build a customized ETL pipeline for your organization. Through this article, you will get a deep understanding of the tools and techniques being mentioned & thus, it will help you hone your skills further.

Table of Contents

Understanding Microsoft Exchange

Salesforce Exchange Integration - Microsoft Exchange logo
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Microsoft Exchange Server is a Mail and Calendaring server. It is only compatible with Windows Operating System. The first version was dubbed Exchange Server 4.0 in order to distinguish it from Microsoft Mail 3.5. Initially, Exchange used the X.400 Directory service but eventually moved to Active Directory. It came with an email client named Microsoft Exchange Client up till version 5.0. In favour of Microsoft Outlook, this was phased out.

Microsoft Exchange communicates with email clients primarily through a proprietary protocol called MAPI, but it has since gained support for POP3, IMAP, and EAS. To communicate, the standard SMTP protocol is utilized.

Key Benefits of Microsoft Exchange

  • Improved Security: Kerberos Authentication, a network security protocol that offers mutual authentication for a network connection, is used by Microsoft Exchange Server.
  • Sharable Calendars: Users can share their calendar information with others and browse several calendars at once to issue meeting requests at times when they are both available.
  • Task Sharing and Management: For basic Project and Personal Time Management, a task list allows you to create and assign tasks and can be combined with an e-mail notification and scheduling.
  • Protection Against Viruses and Spams: The state-of-the-art Multi-Layered Clustered Appliance Security System ensures that your email server is free of spam, viruses, phishing attempts, and other virtual dangers, and with a 100 % uptime.

Understanding Salesforce

Salesforce Exchange Integration-Salesforce Logo
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Salesforce is a Cloud-based Customer Relationship Management (CRM) software that streamlines corporate functions like Sales, Marketing, and more. As a result of continued research and efforts, Salesforce has specialized in Data Analytics, Marketing Automation, Customer Service, and Platform Development applications.

Salesforce automates daily processes, allowing administrators to focus on more strategic organizational initiatives. It’s a one-stop shop for companies who want to manage customer data across several channels including email, chat, and social media. Salesforce allows you to establish Sales Pipelines and Marketing Campaigns to track leads, manage contacts, and generate analysis reports.

Key Benefits of Salesforce

  • File Synchronization and Sharing: Salesforce enables organizations to instantly exchange files, collaborate with their whole team, and track their content in real-time.
  • Simple Account Management: It provides you with continuous access to Activity History, Customer Communications, Important Contacts, Internal Account Discussions, and other data.
  • Workflow & Approvals: Using drag-and-drop features, businesses can simply build and automate business processes using Salesforce Visual Workflow.
  • Salesforce’s Lead Management: It enables businesses to manage Leads and Improve campaigns across all channels, helping them make data-driven decisions and grow.

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Steps to Set up Salesforce Exchange Integration

Lightning Sync allows Salesforce Admins to sync contacts and events using Salesforce Exchange Integration. However, several stages need to be completed by Salesforce Admins and IT specialists, both on your Exchange server and in Salesforce. These are as follows:

Salesforce Exchange Integration - Synchronization of Contacts
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Step 1: Configure the Microsoft Exchange Connection Method

First, as a Salesforce administrator and IT professional, you need to choose whether to link Microsoft Exchange to Salesforce using an Exchange Service Account or via OAuth 2.0 and then set up the connection.

Step 2: Lightning Sync Test for Microsoft Exchange

As a Salesforce Admin, you can use the Lightning Sync Connection test to ensure that Lightning Sync has been set up correctly by admins and IT professionals. If Lightning Sync was successfully syncing reps’ products but then stopped, you need to do the connection test again.

Step 3: Stop Certain Outlook Calendar Events from Syncing to Salesforce

Now, Salesforce Administrators need to instruct Sales Staff on how to control which of their Outlook Calendar Events sync with Salesforce. Before Admins start the sync process, it’s recommended that your Sales reps prepare events that they don’t want to sync. Reps, on the other hand, can choose which events can sync at any time.

Step 4: Sync Events using Microsoft Exchange Lightning Sync

Salesforce Exchange Integration - Access permission
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You now have control over which events are synced from your Microsoft Calendar to Salesforce. Hence, you can use the Lightning Sync functionality to start loading your calendar events to Salesforce.

Step 5: Define Lightning Sync using Microsoft Exchange Settings for Reps

Salesforce Exchange Integration - Defining Sync
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Admins can establish sync parameters for groups of reps in Lightning Sync setups once reps prepare their Exchange events to sync with Salesforce. This is the first phase in the sync process, and it affects how reps’ contacts and events are synced between apps.

Step 6: Sync Microsoft Contacts with Salesforce for Sales Reps

Salesforce Admins must now instruct their Sales agents to manage the Microsoft contacts that they want to sync with Salesforce.

Step 7: Get Lightning Sync for Microsoft Exchange Ready to Sync your Contacts

Salesforce Exchange Integration - Final Configuration
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  • For the Salesforce Exchange Integration, you now need to inquire with your administrator about the direction in which you want to set up the sync.
  • You can then select the contacts you want to sync in your Email application. Multiple contacts can be selected at the same time.
  • Select your contacts and move them to the Salesforce Sync folder, rather than copying them. If you clone your contacts, you’ll end up with duplicates, which is inconvenient!

This completes your Salesforce Exchange Integration! You can now seamlessly sync contacts between the two platforms!

Conclusion

This article provided you with an easy step-by-step guide to help you set up Salesforce Exchange Integration in no time! In addition, it introduced you to the fantastic benefits of integrating your Salesforce CRM with Microsoft Exchange. It also provided you with an in-depth understanding of both platforms, along with a detailed list of features these platforms have in store for you.

You might wish to take your business growth a step further after learning about the Salesforce Exchange Integration by employing Data Analytics techniques on your Salesforce data. This will necessitate the deployment of different complex ETL techniques to transfer data from Salesforce to a Data Warehouse.

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Share your experience of setting up the Salesforce Exchange Integration! Let us know in the comments section below!

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