You can easily keep your Outlook and Salesforce events in sync using Salesforce for Outlook. Once an event is in Salesforce, you can assign it to related records, like contacts, accounts, opportunities, and so on. Syncing events also lets you maintain an accurate view of your availability when you create events and request meetings from your Salesforce.com calendar.
Which Events Sync
Your Outlook configuration defines which items are set to sync, which direction the data flows between Outlook and Salesforce, and what happens when data conflicts. The event filters in your configuration determine which events sync. The possible filters are:
- TODAY - Syncs events that end on or after today.
- LAST MONTHS - Syncs events that ended on or after the first day of last month.
- LAST N DAYS - Syncs events that ended on or after a specified number of days ago, such as LAST 30 DAYS.
Event updates stop syncing once the event falls outside of the range you're configured to sync.
The following items don't sync: recurring events, all-day events beginning on the first day you're configured to sync, and event attendees. Multiday events sync as single events in either direction. Salesforce for Outlook syncs events based on their end dates rather than their start dates. For example, if you're syncing current and future events only, a two-day event started yesterday still syncs.
How Salesforce Matches Events
When events first sync, we either link them with existing events that have the same subject and time or create new events if nothing matches.
How You Assign Events to Salesforce Records
After an event is added to Salesforce, you can assign it to other records using the My Unresolved Items page or the RELATED TO and NAME fields on the event record. The event is added to the associated record's Activity History or Open Activities related list. You can't save changes if your events have a required custom field or an activity custom field becomes required after items are added to your unresolved events list.
Who Sees Synced Events in Salesforce
Events that aren't marked as private are visible in Salesforce to you, those above you in your role hierarchy, and anyone who has access to the records they're associated with. You can also grant access to view your calendar to other users, personal and public groups, roles, or roles and subordinates.
For additional Information SEE Force.com's documentation:
- TRIAL user link: Syncing Events with Salesforce for Outlook
- Active Customer Link: Syncing Events with Salesforce for Outlook