Yeah, you could download the file into excel then upload and check to see that they loaded correctly. Then you’d have to open each one up and associate it to an Account. Otherwise, you’d have lots of random Contacts floating around unattached and bumping into one another. Even with this route, there’s the question of what to do with Grandma? You have lots of personal Contacts in Outlook so once you export an Excel file you have to weed out Grandma and all the other personal contacts you don’t want to see end up in your next marketing campaign via CRM.
Not to be confused with The-Boy-Who-Lived. for all the Harry Potter fans, but this button is just as iconic and famous as the Boy Wizard. NOW, you can select one-by-one which Contacts in CRM you want to track back and then select the parent to which they belong all within your Outlook Contacts page! Let’s go through a step-by-step of how to do this.
Open an Outlook Contact
At the top of the Contact you will see a section in the menu bar called CRM. In here lies the magic button: “Track in CRM.” You also have “View in CRM”, “Set Parent”, and “View Parent”. We will discuss these in a moment. For now, just select “Track in CRM.” When you do this nothing much happens except the button stays in the highlighted orange state. If a “Track in CRM” button is highlighted orange and your mouse is not hovering over it, then it IS currently being tracked back to CRM. This is good.
Now we don’t want our Contact we just tracked back to CRM to by floating aimlessly in CRM so let’s ensure we associate it to a Parent. This is where you select “Set Parent” and then select “Account.”
Once you do this, a dialogue box will appear asking you to find the parent. Since this is myself I am tracking back to CRM and I work for AccuNet, Inc., I search for AccuNet and hit “OK.”
Save and View in CRM
After you’ve Set the Parent, select “SAVE” on the Outlook Contact and then select “View in CRM” if you want to be sure it did in fact track it back. When you do this, a CRM Contact record will open showing you the same information of the Outlook Contact you just tracked back to CRM.
If you select “View Parent” then you can view the Account record to which you tracked back your Contact. This might be useful to do if you want to set the Contact as the Primary Contact. Or you can simply view the Contact in the Contact list of the Parent Account as in the picture below.
Things to Think About for Track in CRM
This is a great tool for quickly and easily tracking information you already have in Outlook Contacts back in CRM without the hassle of duplicate data entry or importing. However, if you have thousands of contacts to track back to CRM you may wish to consider exporting your Contacts to an Excel File or .CSV, cleaning up that file and removing duplicates and personal Contacts, and then importing this file into CRM. You will still need to set Parents for each Contact.
However, if you don’t have too many Contacts or you have the occasional new ones you create then use “Track in CRM!”