Recently, our team at CleanSlate transitioned from the Salesforce for Outlook plugin to the Lightning for Outlook plugin. We love the new Lightning plugin, especially now that pinning the add-in is available with Outlook 2016. One issue we had; however, was that after enabling the new plugin, we lost the functionality to conditionally highlighted linked emails via the Salesforce for Outlook plugin. This functionality is different than Salesforce for Outlook.

Here are the steps we took to implemented Lightning for Outlook:

  1. An Exchange Admin must install and enable the Salesforce Lighting for Outlook add-in in the exchange admin center.
  2. Enable Lightning for Outlook in Salesforce and finish the setup. I had to add our custom domain to the whitelist. Here you can also build out your publisher layouts.
  3. Set up your Lightning Sync configuration.
  4. Now you’re all set to start setting up your users.
  5. You can uninstall Salesforce for Outlook for your users and inform them how to use the ‘View’ to enable and show the Lightning add-in.
  6. Have them log into Office 365 first to select ‘View’ to kick-off the integration with Salesforce. They will be asked to log in with their Salesforce credentials. I found this to be more successful than setting up the integration through the desktop client.
  7. Once the integration is complete, they are ready to use Lightning for Outlook.
  8. If you want to use the pin feature, you’ll need Outlook 2016.

After doing this, my users lost the functionality that highlighted linked emails. Here are the steps I took to enable conditional highlighting in Outlook:

Lightning for Outlook Requirements:

Office 365, Lightning for Outlook, Outlook 2016

Getting Started:

Open Outlook 2016 – View – View Settings – Conditional Formatting

Select Add

Name: added to Salesforce via Lightning

Font: default (or whatever)

Color: green (or something unique)

*These are the only changes you need from the font selection screen but you can be as creative as you like.

Select OK

Select Condition

*Messages should be blank. If there are conditions, select Clear All.

*More Choices should blank. If there are conditions, select Clear All.

Go to the Advanced Tab

Select Field under Define More Criteria.

Go to User-defined field in Inbox

Select SalesforceTaskId

Set your condition to SalesforceTaskId so it is not empty (this was the key)

Select Ok

Test this by linking an email using the Lightning plugin.  The only caveat of this, is that it only works for emails in your inbox.

In case you are restricted to using Salesforce for Outlook, here are the steps for enabling conditional highlighting for linked emails:

Salesforce for Outlook Requirements:

Outlook for Salesforce, Outlook

Setup:

Open Outlook – View – View Settings – Conditional Formatting

Select Add

Name: Added to Salesforce via SFO

Font: default (or whatever)

Color: green (or something unique)

*These are the only changes you need from the font selection screen but you can be as creative as you like.

Select OK

Select Condition

*Messages should be blank. If there are conditions, select Clear All.

Go to More Choices

Select Categories

Select ‘Added to Salesforce’

Select Ok

*Advanced should be blank. If there are conditions, clear them out.

Test this by linking an email using the SFO plugin.  This method works even when emails are sorted into different folders.

For more information about this topic, check out these useful references:

Trailhead – Get Started with Lightning for Outlook

Considerations for Migration form Salesforce for Outlook to Lightning for Outlook and Lightning Sync

Lightning for Outlook System Requirements

Add Lightning for Outlook from the Microsoft Exchange

Get Access to Lightning for Outlook

If you have questions about setting up your Lighting for Outlook or Salesforce for Outlook plugins, feel free to reach out to me at michael.okeefe@cleanslatetg.com. And if you’d like to learn more about all the ways CleanSlate can help optimize the way your business uses technology, contact us today.

 

 

 

 

 

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