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How to transfer emails to Legrand Outlook

The Legrand Outlook Add-In enables you to transfer important emails and store them as Activity Notes in Legrand CRM. You can transfer a single email or multiple emails to your CRM database. The Legrand Outlook Add-In offers three transfer options. 

  • Transfer Selected including attachments: Transfer a single selected email or multiple emails to Legrand CRM. All attachments in the selected emails will be included when you transfer emails to Legrand CRM. 
  • Transfer Selected excluding attachments: Transfer a single selected email or multiple emails to Legrand CRM. All attachments in the selected emails will be excluded when you transfer emails to Legrand CRM. 
  • Advanced Transfer: Transfer a single selected email or multiple emails to Legrand CRM. Use the Advanced Transfer function if you want to link the Activity Note to an existing Opportunity. Use the checkbox at the bottom to decide whether you want to include or exclude email attachments in the transfer. 

Note: Including the attachments when transferring emails in email transfers will take up more storage space in Legrand CRM. To change your data storage location, go to the Administration panel. Click Data > Attachment Storage. Select the new location and click SAVE. 

To transfer an email, go to the section Legrand CRM at the top of your Outlook account. Select the email from your inbox, then click on one of the transfer options. To bulk transfer multiple emails, hold down the Ctrl button on your keyboard and use the cursor to select the emails. After you have selected the multiple emails, click on one of the transfer options. 

Advanced Transfer:

The Advanced Transfer function enables you to link an existing Opportunity. Click ‘Select Opportunity’ to link to the Activity Note. To remove a linked Opportunity, click on the minus icon on the right. The Advanced Transfer function also enables you to include or exclude email attachments when transferring to Legrand CRM. Click on the checkbox to include or exclude attachments from your emails. 

Title: The subject of the Outlook email will display in this field by default.

By: The Legrand CRM User Account linked to your Outlook Account will be displayed.

Type: Define the type of email that is being transferred into Legrand CRM. For example, the email could be related to a meeting or simply defined as “Email In”. This drop-down field is configured within Legrand Cloud CRM. 

Status: After you define the type of email, you can define the status. For example, ‘Not Started’, ‘In Progress’, or ‘Completed’. This drop-down data field is configured within Legrand CRM.

Outcome: Define an outcome for the Activity Note if relevant. This drop-down data field is configured within Legrand CRM.

Assigned To: The Contact’s information for the selected email is displayed in this section. If the Contact does not exist in your Legrand CRM database, you can create a new contact or add an existing contact. Use the icon on the left to add an existing Contact from your CRM database. 

To link an existing Opportunity to the Activity Note, click ‘Select Opportunity’ in the Advanced Transfer window. Search for the existing Opportunity by typing in a Company Name, Contact Name, Reference Number, or Summary. Click on the boxes below to further define your search criteria. Select ‘Open’ to find all active Opportunities. Select ‘Closed’ to find Opportunities that have been closed. Alternatively, select ‘Both’ to search within both Open and Close Opportunities. 

Under Results Found, locate the Opportunity you want to link to the Activity Note and click on ‘Select’

If you would like to remove the Opportunity, simply click on the Opportunity and then click on the minus icon to remove.

Updated on 7 September 2022

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