Create New Sales Records

Add contacts to your sales application from your Microsoft 365 account and maintain a consolidated list of contacts to work more effectively.

Use the side panel to identify which of your contacts, from an email or a meeting, exist in your sales application and which you need to add.

Add Contacts to Your Sales Application

You must have an email open in Microsoft 365 Outlook to add a contact to your sales application. If your contact already exists in the sales application, the side panel displays the name of the contact. If the contact doesn't exist in the sales application, the Microsoft 365 home page prompts you to add the contact.

Here's how you can add a contact to your sales application:

1. Open an email in Microsoft 365.

2. Click Create Contact.

3. In the Create Contact page, add details like first name, last name, or mobile number. The Email field already shows the sender's email. Change it, if needed.

   • The add-in tries to match the details of your existing Outlook contacts that aren't yet shared with the sales application. If there are any matches, the people icon on the top of the page shows the number of matching records. Click the icon to see if the contact you were trying to add is in the list. If yes, select that record and click the Copy Details button. The details are copied from Outlook.

   • If there are no matching records with Outlook contacts, fill in the required information about your new contact.

4. Usually, the contacts you add are all business contacts. So, you may want to tie the contacts to the accounts they belong to.

5. Fill in other details such as job title, affinity, and mobile or work phone.

6. For the address fields, you can use the account address of the contact instead of typing in their personal address. To do so, select the Use Account Address check box.

7. Save the contact. The full name of the contact you just added appears in the side panel, confirming that the contact is added to your sales application.

   Note: All the contacts you add appear in the Contacts list view. If your contact list is too big, use the search option to look up a contact. When searching, enter first name of the contact and press Enter key on your keyboard, so that the add-in searches for the contact details on the server as well.

To edit or open the contact in your sales application, click the ellipsis icon on the home page and select the option you want.

Set Communication Preference of a Contact

Among your contacts, some people may not want to be called on the phone, emailed, or get mails to their home or office address. You can indicate the communication preference as Do Not Call, Do Not Email, or Do Not Mail from the Microsoft 365 add-in. If you have set do-not-contact preferences in the sales application, the add-in indicates them in the Contacts list view.

Here are the steps to turn on the communication preferences from the add-in:

1. Open Contacts from the menu.

2. For an existing contact, edit the record. For a new contact, set the preference when creating the contact.

   • Do Not Call is available on the contact number fields. Once you set this, the indicator reflects the preference for all the contact numbers.

   • Do Not Email is available on the Email fields. Once you set this, the indicator reflects the preference for all the email IDs of the contact.

   • Do Not Mail is available on the Address fields. Once you set this, the indicator reflects the preference for all the addresses of the contact.

3. Save the contact.