Outreach for Zoom Mail Integration Overview

Objective

The purpose of this article is to provide instructions on setting up the Outreach Email and Calendar Sync for Zoom Mail and Zoom Calendar application, and installing the Outreach for Zoom Mail into the Zoom desktop application.

Applies To

• Outreach Admins
• Outreach Users

Overview

Outreach integrates with Zoom Email and Calendar, providing users with tools to streamline workflows and enhance productivity.

The integration empowers users to engage seamlessly with their prospects, saving time and driving results—all within the Zoom Email interface.

To leverage all the Outreach capabilities within the Zoom client, users are required to:

• Install the Outreach for Zoom Mail app in the local Zoom client
• Authorize the Outreach Email and Calendar Sync app during the account setup and authentication flow, to track and sync all the Outreach-relevant activities carried out by the user.

Upon installing the Outreach for Zoom Mail app, users can expect to gain access to the seamless email engagement experience provided by Outreach, right into their Zoom mailboxes:

• Enable/Disable Outreach from the app’s Settings
• Email Templates: Simplify email creation with ready-to-use templates.
• Attachments within Templates: Share any kind of content as an attachment directly in your template
• Snippets: Add pre-written content for consistent, impactful messaging.
• Reminders: Get reminded about sent emails, so you never miss a chance to engage with your Prospect
• Availability Sharing: Insert the public calendar link directly into emails. Adjust language and time zones as needed.
• Open and Click tracking for reporting and deliverability metrics
• Automatic email and calendar events synchronization into the Outreach platform

The Outreach Email and Calendar Sync app runs in the background and allows users to track Zoom events, emails and other activities within the Outreach platform.

NOTE: It may be necessary for the IT organization/IT Admin to whitelist the back-end application Outreach Email and Calendar Sync to connect and sync Outreach with Zoom

Before You Begin

• The account must have Workplace Business or higher license type.
• The account must have enabled Zoom Mail Service and finished Mail Service Onboarding Flow.
• Mail service End-To-End Encryption is disabled.
• The requested mailbox has been provisioned.

As these are not Outreach-specific settings, please reach out to Zoom Support to help enable these settings on your Zoom Account.

Procedure

To start using the Outreach for Zoom Mail app, two major steps are required at user-level:

• Connect and sync your Zoom mailbox and calendar to Outreach
• Install the Outreach for Zoom Mail application on your local Zoom Client

Email and Calendar Setup

Outreach for Zoom Mail requires that a user has a Zoom mailbox and calendar connected and syncing with Outreach.

Mailbox Setup

1. Navigate to the Outreach platform
2. Authenticate with your Outreach account username and password
3. Click on your username located in the bottom left corner
4. Select Personal Settings.
   
5. Navigate to Mailboxes.
6. Click on the email address. Users synced with Gmail will need to click Disconnect before proceeding.
7. In Email Provider, select Zoom.
8. Select Zoom as the Provider.
9. Click Connect with Zoom.
   
10. Toggle on both Enable sending messages from this mailbox and Enable syncing messages from this mailbox.
    
11. Click Save.

Please note that email aliases are not supported at this time. For more details on email account connections, please visit How To Connect a Primary Email to Outreach.

Calendar Setup

1. Navigate to the Outreach platform
2. Authenticate with your Outreach account username and password
3. Click on your username located in the bottom left corner
4. Select Personal Settings.
5. Navigate to Meetings.
6. Click Calendar Setup.
   
7. Select Zoom from the list of calendar providers and follow the authorization workflow.
   

While connecting your Zoom calendar to Outreach is instantaneous, you may experience a delay in seeing all your meetings and calendar events synced immediately after connecting. Synchronization takes place on the backend and can take a few hours to complete, depending on the number of events that needs to be brought into Outreach.

For more details on connecting a calendar with Outreach, please visit How To Connect a Calendar to Outreach.

Installing the application on your local Zoom client

1. Navigate to the Zoom Marketplace.
2. Install the front-end application: Outreach for Zoom Mail, which allows the user to access the email compose features facilitating the day-to-day sales engagement workflows.

Once installed, the app should appear in the Apps tab of the Zoom client:

NOTE: It may be necessary for the IT organization/IT Admin to whitelist the back-end application: Outreach Email and Calendar Sync to connect and sync Outreach with Zoom for seamless collaboration, efficient email composing, and streamlined sales engagement.

Off-boarding

Should you need to off-board from the application, two major steps are required at user-level:

1. Disconnect your mailbox and calendar from Outreach
2. Remove/uninstall the application from your local Zoom Client

Mailbox

1. Log in to Outreach as a user.
2. Click your username > Personal settings.
3. Navigate to Mailboxes.
4. Click on the email address.
5. Click Disconnect.
   

Calendar

1. Log in to Outreach as a user.
2. Click your username > Personal settings.
3. Navigate to Meetings.
4. Click More Actions > Remove Calendar.
   

Application Uninstallation 

This step ensures the Outreach application is removed from the local Zoom client.

Only the Outreach for Zoom Mail is manageable (can be installed/uninstalled) at user level. The Outreach Email and Calendar Sync application should be managed by the organization’s IT Administrator.

1. Navigate to the Zoom Marketplace.
2. Search for Outreach for Zoom Mail.
3. Click Remove.
   

For the end user, the application should no longer appear in the Apps > My Apps Tab.