Share Email and Meetings

Share emails and meetings that you send or receive from your Microsoft 365 account with your sales application.

You can share emails and meetings related to a specific account, contact, opportunity, or lead with your team in your sales application to provide them with any relevant information or history related to the customer. Sharing emails and meetings associates the email or meeting as an activity with the relevant account, opportunity, or lead. You can also search for other accounts, opportunities, and leads that you have access to.

Take a look at these examples to help you understand sharing emails and meetings:

Share Emails

Let's say you're a salesperson handling the North America region for laptop sales. You're in conversations with a customer on their requirements for your new range of laptops.

You have just received an email reply from the customer with some questions on pricing. You would like to associate this email with an existing opportunity in your sales application so that you can share it with your manager and other salespeople on your team.

Open the email to view the side panel. Click Share Item on the Related Records tab. On the Share Email page, search for and select the relevant opportunity, and click Save. You have now saved your email in your sales application for the selected opportunity, making it available for your team to review. When salespeople open the opportunity, they can now view this email as an activity associated with the opportunity.

Share Meetings

To further discuss the customer's requirement, you decide to organize a meeting to discuss with the customer.

Create a meeting in Outlook. While creating the meeting, open the side panel. Click Share Item on the Related Records tab. On the Share Meeting page, search for and select the customer, and click Save.

Note: If you don't find the Share button, contact your administrator so that she can enable the Share button on the tab.

Share a Meeting Received from an Email ID Held by Multiple Contacts

Assume that you were invited to a meeting by a customer contact. When you try to share, you find that more than one existing contact in your sales application uses the same Email ID from which you received the meeting. In such cases, you can select the right contact you want to share the meeting with in the sales application. Here are the steps:

1. Select the appointment you want to share with the sales application. The Microsoft 365 add-in home page shows a number on top of the contact photo. The number corresponds to the number of contacts sharing the same Email ID from which you received the appointment.

2. Click Share Item to share the appointment with the sales application. The Share page shows the list of contacts sharing the same Email ID. By default, you find that all the contacts are selected. You can deselect the contacts not relevant to the Email ID.

3. Click Share. The add-in associates the meeting with the selected contact. You find that the appointment is now labeled as "Shared with Oracle".

   Note: This way, you can get rid of email duplication.