How to Connect Your Outlook Account
Please Note: Vendors may not have updated the BoldTrail logo or branding yet - rest assured the connection still works!
If you see references to kvCORE - that's okay!
Step 1 - Find the mail icon at the upper right of the dashboard, and click 'Connect an Outlook Mail Account'.
Step 2 - Sign in to your Outlook account.
Please Note: You may need to verify your login if prompted.
Step 3 - Verify Permissions.
Scroll down and click 'Yes' on the bottom right.
TIP: BoldTrail is not downloading or saving any of your emails. It only ever shows you what matches the lead you're reviewing. InsideRE also does not allow any other users access to your account. You are the only one within your brokerage that will be able to access your emails.
Microsoft/Office 365 Requiring Admin Approval
You may encounter an administrative error when trying to connect Office365/Outlook. If you see this message, then the Office365 Administrator needs to allow BoldTrail permissions. Click Here for instructions.
Outlook Email Sync
You can quickly and easily change your Sync at any time, simply click on the mail icon and click 'Outlook Settings' at the bottom.
To update your email sync use the toggle under the 'Email' section.
Enabling the email sync will load your unread emails on the toolbar at the top of your account so that you can quickly access them. You must still log into your Outlook account to actually get to the email message. Someone who is not logged into your Outlook account may not access it (even if they're logged into your BoldTrail account).
If you have a contact in BoldTrail with an email address that you have received an email from in the past, those emails will be displayed within BoldTrail in your contact's timeline, and your dashboard activity stream.
Outlook Contact Sync
You can quickly and easily change your Sync at any time, simply click on the mail icon and click 'Outlook Settings' at the bottom.
You may select whether you'd like to manually or automatically push BoldTrail contacts into Outlook using the 'Manual' or 'Always' buttons.
The first time you enable the sync, BoldTrail will pull all of the contacts you have in your Outlook account to itself, with as much information as it can bring, including small details which will appear in the contact's timeline in BoldTrail.
The Source of the contacts will be marked as 'Office 365' and the status will be the selected status from the selector in your Outlook settings.
The sync is ongoing, meaning that whenever new contacts are added to your Outlook, BoldTrail will pull them in whenever the sync runs, which is about once per hour.
Please Note: When contacts are pulled in from Outlook, the system will check to see if a sync for each contact currently exists. If there is a match, the contact sync will automatically stop here.
If there is no match found, the system will attempt to sync the contact with an existing one that matches the email or phone number of the contact being synced. If it cannot find an existing contact with matching information, the system will create a new contact with the following information included:
Name
Phone numbers
Email address
Address
Birthdate
Syncing Contacts from BoldTrail to Outlook
If you have chosen to manually sync contacts from BoldTrail to Outlook you can easily do so from the platform (otherwise, if you automatically chose to sync your contacts you won't need to follow these steps as it will be completed for you).
First, in your Smart CRM, select which contacts you want to push to Outlook using the checkboxes to the far left of each one in the list, then select 'More Actions' and 'Sync with Outlook Contacts.'
At any time you are viewing the details of a contact, you may also choose to individually sync that contact, by using the 'More Actions' menu on the far right-hand side of the profile and selecting 'Sync with Outlook Contacts.'
Note: As long as the contact's status is not Archived, the system will attempt to export all contacts from an agent that has never been synced with Google or Outlook. The following information will be exported:
Name
Email Address
Birthdate
Phone Number
Address
If a contact has already been synced with Outlook from BoldTrail, new information will not be sent to Outlook automatically. The contact will need to be manually synced via More Actions > Sync with Outlook Contacts.
Outlook Calendar Sync
Syncing your Outlook calendar will display your events from Outlook on your dashboard under the 'Calendar' tab.
You can quickly and easily change your Sync at any time, simply click on the mail icon and click 'Outlook Settings' at the bottom.
To initially sync your calendar from the outlook settings toggle on' Calendar' and click the green 'Save Settings' button on the bottom left.
Please Note: There is a sync button that you can click to manually refresh the calendar at any time by going to the dashboard 'Calendar' tab.
This switch only syncs the calendar events from what's entered into Outlook.
You should ensure that the timezones in BoldTrail and Outlook are the same before reporting any issues to support.
If you have multiple Outlook calendars they will all be synced.
You may edit the calendar events in BoldTrail, and the updates will be pushed back to Outlook.
Outlook Task Sync
Syncing your Outlook tasks will display the tasks from Microsoft in BoldTrail (including within the synced contact's timeline) and vice versa.
Tasks/Calls created in BoldTrail are pushed to Outlook. The tasks you see in Outlook will have the formatting of: "[Task Title] - [Contact Name]" (Unfortunately Outlook does not support receiving tasks tied specifically to contacts.)
Outlook sync does NOTE create a calendar event on your Outlook Calendar.
The tasks will be visible in the Outlook tasks section with the same due date as the due date in BoldTrail.
If a task is completed in BoldTrail or in Outlook, the task completion will be synced between both platforms.
If BoldTrail recognizes a task in Outlook that is connected to a contact in BoldTrail, then it will pull that task from Outlook to BoldTrail.
You can quickly and easily change your Sync at any time, simply click on the mail icon and click 'Outlook Settings' at the bottom.
Tasks may be toggled on to sync to Outlook Tasks. Remember to save your changes with the green 'Save Settings' button on the bottom left.
Have more questions? Please reach out to Customer Support via the blue chat bubble to the right or by emailing support@insiderealestate.com!
(Keywords: Outlook, Microsoft Office 365, Microsoft)