1. What should I expect when I first log in to Outreach?
Before you log in make sure you're using Google Chrome, and then go to www.Outreach.io and click on sign in in the upper right corner.
Enter the login credentials provided by your organization. Since you're logging into Outreach for the first time you will see a configuration wizard that looks like this:
Next select the sign-in option that your organization uses with Outreach and enter your login and password.
NOTE: If you're using Exchange and sometimes Office 365, you may need to check with your administrator to get the endpoint.
Logging in here will sync Outreach with your email and calendar so that you can send and receive emails through Outreach and so that meetings booked through Outreach will appear on your calendar.
On the next screen, you can import your email signature. Either type one in here or copy paste, the signature that you want to use.
Once you've done that, click next to start, configuring your calendar. To configure the calendar enter your time zone at the top of the page and then specify the times of the week that you'd like to be available to meet.
If you scroll down, you can also create restrictions surrounding how much notice prospects must give before scheduling a meeting as well as how far in advance they're able to do so.
SELF-CARE TIP: At the bottom of the page, you can establish meeting buffers to give yourself a break between meetings.
On the next page, you'll personalize your calendar. Here you can enter a conference URL such as a zoom meeting or a go-to meeting URL, conference details for joining those conferences, as well as a public calendar URL. The public calendar URL should be a unique link.
TIME SAVING TIP: Set a default meeting type that prospects will see when they go to book a meeting with you. You can create a custom meeting type later in the platform.
The Wizard will now prompt you to install the Outreach everywhere, Chrome extension. This extension is essential for getting full functionality from Outreach and going through your tasks efficiently. Click on install now and you'll be taken directly to the Chrome Store link where you can download the extension.
Once Outreach Everywhere is installed, you'll want to look at a few related settings. Click on your initials on the bottom left of the page and then click on the Outreach Everywhere tab at the top.
The two most important settings here are the Window mode and the universal task flow settings.
Window mode: allows Outreach to open as a separate window snaps to the side of your browser.
Enable this if you want to work through your tasks with a view of both the task itself and the content related to the Task.
Universal task flow: gives Outreach the permission to open a tab related to the task you're working on, such as opening LinkedIn for a LinkedIn message task. We recommend that you enable both of these settings.
The next lessons will detail how to configure your email, phone, and calendar in Outreach.
2. How do I set up my email? I skipped the wizard 😩
- Go to the settings page by clicking on your initials in the bottom left corner.
- Next, click on the mailboxes tab at the top of the page.
You'll see the email addresses associated with your Outreach instance by default. The email address that you use to log into Outreach should be visible.
Click on the blue set up my account button on the right-hand side which will bring you to the page for setting up your email.
Click on the drop-down for email provider; although you'll see multiple options here, the only email providers that Outreach supports are Gmail Office 365 and Exchange.
NOTE: Other email providers are used at your own risk.
ADMIN NOTE: With Microsoft Exchange and sometimes Office 365. You may need to contact your IT admin for the EWS endpoint.
If you're using Gmail, select the Gmail API option and click on the sign in with Google button at the bottom of the page, log in to the single sign-on pop-up window and click allow.
Your email should now be synced with Outreach!
ALMOST DONE…
To the right, you'll see two toggles for sending emails and sync emails. These toggles must be enabled for outreach to send and sync with your email account. To the far right, you can provide your email signature.
Copy and paste the signature that you want to use or type it in here.
When you're finished, click save in the upper right. If you installed the Outreach everywhere, plug-in and you've synced your email with Outreach, you should now be able to see an Outreach menu in your inbox when you go to compose a new email.
If you're using the desktop version of Outlook as your email client, you may want to download the Outreach for Outlook plug-in to get the full inbox experience.
3. How do I set up my phone to make calls using Outreach?
Click on your initials in the bottom left of your Outreach instance and then click on the Voice tab at the top of the page.
The next step here is to decide which phone number you want to use as your line of contact.
NOTE: This is the number that will appear on the caller ID of people that you call using Outreach. The first option is to use the prospects local number setting.
With this setting Outreach will automatically generate a number for the area code you're calling into.
THE MORE YOU KNOW🌈 : Prospects who return your call on the same number will be automatically routed back to you.
ADMIN NOTE: Depending on your org settings, this feature may not be available to you. If it's not, contact your admin to see if they can enable it for your account. The other option is to add a new number.
Clicking on the add number button gives us two options: purchase a new number or import a number.
If you select to purchase a new number, you will be prompted to enter an area code and choose a phone number from the list.
Once the number has been purchased successfully, you'll get a notification informing you and the new number will be set as the default.
Selecting import phone number will use a number that you own for the outbound caller ID.
If you select this option, Outreach will call the number for verification purposes.
NOTE: If you import your own number and the Prospects return your call, that call will go directly to your mobile or landline and will not be routed through Outreach or logged in your call activities.
Next, determine the device you want to call from, whether your computer or from your own desk or mobile phone.
Selecting a computer here means that calls will be made and received through your browser.
Selecting phone will first route calls to the number you provide and then connect you to your call once you pick up.
If you haven't already linked your phone number click the Import button to provide and verify the number you want to use For inbound calls, you can either have them sent to your computer where they will ring through your browser or they can be routed to the phone number that you own. You can also have them ring in both places.
If you're using a computer for inbound calls and nobody picks up the phone, they will be given the option to leave a message.
This message can either be automated using text-to-speech or you can record your own voicemail message, using the settings on the right-hand side.
NOTE: There are different strategies that may be more effective for the industry, role and persona of the person you are trying to reach. If you're not sure which combination to use here, check with a manager or administrator.
Lastly, you can set the default country code that you would like to use when making calls depending on your Outreach instance, you may also see a checkbox that says automatically record
all outgoing calls.
Checking this box will enable you to record your Outreach calls.
On the bottom right, you'll see a button to edit your audio settings.
Once you're finished making your changes here, click save in the upper right, and you're done!
4. How do I connect my calendar to Outreach?
Click on your initials in the bottom left of your Outreach instance to bring up the settings page.
Click on calendar in the navigation bar at the top. If this is your first time setting up a calendar with Outreach, you should see the three sign-in options here for GSuite, Office 365 and Exchange.
Select the appropriate option and sign in. Click allow when prompted.
Once your calendar Suite is linked with Outreach, you'll see additional configuration options on the calendar settings page.
The first is your public calendar link. This is the link prospects will use to schedule meetings with you by default. It will be set as your Outreach username. You can change it to whatever you want, but it should be a unique link.
The default meeting type is like a template for meetings and determines meeting variables such as the default meeting length, location, agenda, text and so forth.
The conference info section allows you to provide your web conferencing URL link for meetings and a description of the conference details if you have specific instructions for joining.
Moving to the top right, you'll find the default local time zone. Ensure that your local timezone is correct from the drop-down here.
Next, you'll see the working hours setting which simply defines the hours and days that prospects will be able to book meetings on your calendar.
TIME-SAVING TIP: Use time blocking to get more done! By scheduling every minute of your day, you not only guard against distraction but also multiply your focus. Set your meeting schedule around the dedicated time you have to do other types of work.
Below that, you can provide meeting notice restrictions which prevents bookings without sufficient notice along with a meeting buffer setting, which allows you to establish a buffer time
between meetings so that they aren't booked back-to-back.
Lastly, the two check boxes at the bottom control whether a reschedule link should be included in your meeting invites, and whether internal colleagues should be allowed to double booked on
your calendar.
NOTE: Prospects are never given the option to double-booked meetings on your calendar.
5. How To Connect an Email Mailbox to Outreach
How To Connect an Email Mailbox to Outreach
- Access the Outreach platform.
- Click the user's initials in the bottom corner of the navigation sidebar.
- Click You under the System Admin section in the Settings panel.
- Click Mailboxes.
- Click Set up Account.
Note: Users reconnecting a disconnected mailbox will click Edit, and click the applicable Connect button as illustrated in the example below. Re-enable the Sending and Syncing options as applicable
Click to select the applicable email provider from the Email Provider dropdown menu.
Click Connect.
Click to enable the Sending and Syncing options and add a signature as applicable.
Click Save.
