Should You Be Sending Email Natively Within Salesforce?

One of the principle reasons Salesforce has been able to move the CRM standard forward is interconnectivity. The platform can do so much ‘out of the box’ but anything it can’t do (or can’t do yet) often can be shaped by connecting Salesforce to one of the many professional plugins available on the AppExchange. It’s a place known as a growing hub of innovation, that can add some serious additional pieces of functionality to your Salesforce stack. One of the most sought out pieces of AppExchange technology by enterprise businesses, is the ability to sync email providers with Salesforce thus giving businesses the ability to send emails from within Salesforce. If you can see the benefits of being able to send emails directly from within Salesforce, then this post is for you.

Why Do It In The First Place?

There are a whole host of reasons why you may consider investing in this area. Organisations are now so bought into using one of the main two email providers (Outlook or Gmail) that they account for over 72% of the total email service providers in corporate America. Having said that, it doesn’t mean using them in isolation is necessarily the smartest play and below we have detailed the benefits of using external servers to send emails from Salesforce:

  • Time Savings & Increased Focus – the continuous need to switch between different pieces of software is growing all the time. Workers are in a constant state of flux between Excel, Emails, CRM Platforms & Calendars – it’s now becoming increasingly harder to stay focused on individual tasks. Being able to send emails natively in Salesforce, means the email can be sent then & there – removing the need for someone to change screens to go to Outlook. It also means the individual won’t be put off-task by reacting to any new emails which have entered their inbox since their last visit.
  • Emails To Saved Salesforce Contacts If you’re already working in Salesforce, then there is an argument to say the contacts saved in Salesforce may be structured in a more suitable way for your email than what is in Outlook. For example, in Salesforce contacts are split into different categories such as ‘Leads’ or ‘Co-workers’ and you can also make use of contact groups using set criteria. When you sync email providers with Salesforce the email will still go out using your external providers connection; but you can make use of you internal Salesforce contact lists. Sending emails to saved Salesforce contacts can vastly increase the number of contacts at your disposal & can also improve organisation, depending on how well you contacts in SFDC are maintained.sync-email-providers-with-salesforce
  • Crucial Salesforce Data Can Be Imported – perhaps the strongest motivation involves what goes into the actual emails themselves. When simply using an external provider, any time you want to include data from Salesforce into the body of the email it will need to be manually copied across. Depending on the third party, when you use external servers to send emails from within Salesforce you can automatically pull data into your email body from where you are positioned in SFDC. This means whole records, custom object details & fields and even previous email chains/responses can be automatically dragged into your email copy. When you send emails from within Salesforce, you benefit from having all the data contained within Salesforce at your fingertips.

How Easy Is It To Setup?

If your looking to sync email providers with Salesforce, the good news is it’s relatively straightforward. However, you will need to use a third party to provide the additional layer of connectivity between email clients.  Depending on which application you go for, a good provider should be able to understand your use case in depth & even help you configure their tool for your specific needs.


At Ortoo we have a dedicated support team who first look to understand exactly how your organisation uses email and what it is hoping to achieve. Our engineers & support experts work with your Salesforce administrator or team during the setup phase, making sure you are making use of the full range of options our Email-to-Anything application has to offer. As we touched on earlier, with our app you can also send emails within Salesforce directly from any object or custom object. During the setup we will also show you how this works & outline how this can be configured and changed for any object your organisation may desire to use in the future. Head on over to the Email-to-Anything page to see the full feature set of our 5* rated application.


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