Getting Started Salesforce Free Trial

Welcome to your Salesforce CRM trial. We’ll get you started by showing you how to get around your trial and how you can quickly get up and running. Let’s get started.

NavigatiNg YouR SaLeSfoRCe CRM tRiaL

tabLe of CoNteNtSNavigating Your Salesforce CRM Trial

Importing Contacts

Creating Personal Tasks

Managing Leads and Opportunities

Tracking Calls, Emails, and Meetings

getting Started tab ................................................................................................ 3

Contacts tab ........................................................................................................... 4

Contact Record ...................................................................................................... 5

account Record ...................................................................................................... 6

opportunity Record ............................................................................................... 7

Lead Record ........................................................................................................... 8

Home, Reports, and Dashboard tabs ................................................................. 9

forecasts, Chatter, and files tabs .......................................................................10

importing contacts from CSv/Microsoft excel .................................................... 11

outLooK — exporting contacts from outlook ................................................. 12

outLooK — import your contacts into Salesforce CRM ..................................13

aCt! — exporting contacts from aCt! ................................................................13

aCt! — import your contacts into Salesforce CRM ...........................................14

gmail — exporting contacts from gmail ...........................................................14

gmail — import your contacts into Salesforce CRM .........................................15

How to create a new task ....................................................................................16

Convert a new lead .............................................................................................. 17

Log a call and follow up task ...............................................................................18

Send an email and schedule a meeting ............................................................19

Intro: Take the first step 3





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getting Started tab. Here you’ll find videos and text tutorials to walk you through a few steps to get up and running quickly.

Tabstabs help you quickly navigate around Salesforce to find information, like your contacts or sales opportunities.

Help & Training this link takes you to our help portal where you can search for help on specific topics, or ask questions that you have in our customer community.


http://help.salesforce.com/

http://success.salesforce.com/answers

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Contacts tab. the contacts tab is where you can track all of the contacts you have at companies you do business with.

Reports on each tab are quick links to pre-built reports for that data.

Viewsviews are ways to see groupings of your data that fit specific criteria. Salesforce comes with pre-set views for each tab, and you can also create your own custom views.

Tools each tab has links to tools that help you perform specific tasks in Salesforce related to that data, like importing your contacts.

NavigatiNg YouR SaLeSfoRCe tRiaL

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Contact Record. When you click into a contact, you can see all of the contact information that you have for that individual — including their title, phone number, and email. You can also create custom fields to track any specific information that you need to run your business.

Social Contactsthese are links to connect Salesforce to your social networks so that you can view additional public information about your contacts, like their twitter feed, directly in Salesforce.

Contact Information You can view and edit all contact information that you track directly on the contact record.

Complete History of All Interactions the related lists on the contact instantly give you a complete history of all interactions that you, or anyone you’ve worked with, has had with this contact. including all emails and phone calls, meetings, campaigns, and even files that were sent.


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account Record. each contact and opportunity is associated with an account. accounts are how Salesforce refers to companies that you’re working with, or that you’ve worked with in the past.

360-Degree Customer View Quickly access all critical account data and see a complete history of all communications you, or anyone you’ve worked with, has had with this account.

Social Contactsthese are links to connect Salesforce to your social networks so that you can view additional public information about your accounts, like their twitter feed, directly in Salesforce.

Account Information You can view and edit all account information that you track directly on the account record.


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opportunity Record. the opportunity record is where you track all of the information you need to know about that deal, including the stage the deal is at in the sales cycle, when it’s expected to close, and how much the deal is worth.

Complete History of All Interactionsthe related lists on the opportunity instantly give you a complete history of all interactions that you, or anyone you’ve worked with, has had for this sales deal. including all emails and phone calls, meetings, campaigns, and even files that were sent.

Opportunity Information You can view and edit all opportunity information that you track directly on the opportunity record.

Manage Sales Process easily edit critical deal information, like what stage your deal is in and how much it’s worth. updates are automatically reflected in management forecasts giving you a real-time view of your business.


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Lead Record. Leads are how Salesforce describes prospects, or potential customers. these are people that you may have met at a trade show or who filled out a lead form on your website, but who you haven’t yet qualified as a valid lead.

Converting Leads once you’ve qualified that a lead is interested in buying your products and is an active sales opportunity, that’s when you convert them. by converting the lead, you create a contact, account, and a sales opportunity.

Lead Information You can view and edit all lead information that you track directly on the lead record.


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Reports tab. the reports tab is where you can build and run reports on your key business metrics. Salesforce comes with pre-built reports, or you can create your own.

Dashboards tab. once you’ve created your reports, you can pull them into dashboards for a quick, visual way of seeing how your business is performing.

Home tab. the home tab is the perfect place to start your day in Salesforce. Your Chatter feed quickly gets you up to speed on the latest developments in your business. You can customize the dashboards here to see how you’re tracking against key business metrics, and also track upcoming tasks and meetings to stay organized and on top of your business.


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Chatter tab. Chatter is a private, secure collaboration platform for your company. Chatter helps you collaborate with your coworkers on presentations and in groups to close sales deals, crowd-source answers to key business questions, and work more efficiently.

files tab. easily store and share files with your coworkers and customers, right from Salesforce. You can make comments on files, track different versions, and subscribe to receive updates the minute anything changes.

forecasts tab. Your forecast gives you a rolled-up view of all sales opportunities so you can predict revenue. You can click to see details on each rep — and apply your judgment by adjusting your forecast.


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Mass-load all your contacts into your Salesforce application in minutes so you can spend your time growing your business instead of entering phone numbers and email addresses. this tutorial will walk you through how to import your contacts from a CSv file, as well as from outlook, aCt! and gmail.

one best practice is to test how a file with just 5-10 contacts will import. that way you can go back and modify your data or refine the process if needed.

1. before you start, review your CSv file and check that all of your contact information is consistently arranged and columns clearly labeled so that it will import correctly.

2. if your data is saved as a .xl or .xls file, select File and then Save As to save your spreadsheet as a Comma Separated Values (CSV) file.

3. When your contact file is set, login to your Salesforce account.

4. Click on the Contacts tab.

5. find the Tools section in the bottom right hand corner of the page, and then click on the Import My Accounts & Business Contacts link.

6. from there you’ll be taken to an overview page to import your contacts. there are a number of helpful links on the right side of this page for you to read.NOTE: if you’re importing more than 500 contacts, click on the link at the top of the page in the yellow bar. You’ll be taken to another import wizard to walk through those steps.

7. Click on the Start the Import Wizard link.

8. Select Other Data Source as where your data is coming from and then click Next.

9. Click the Browse or Choose File button to select the file to upload and then click Next.

CSV

IMPORTING CONTACTS FROM CSV/MICROSOFT EXCEL

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10. Now you can start checking how your contact information is being mapped to fields in Salesforce. When you’ve checked over the data, click Next.

11. Check how the rest of your data is being mapped as you walk through the wizard. When you reach the end of the mapping process, click Import Now!

12. Click Finish when done.

13. Click the Contacts tab to check your work. You can see the contacts that have just been imported.

OUTLOOK

EXPORTING CONTACTS FROM OUTLOOK

1. Launch outlook.

2. Select File menu and then the Import and Export… menu option.

3. Choose Export to a file and click Next.

4. Choose Comma Separated Values (Windows) and click Next. NOTE: if you have outlook 2000, you may be required to install the export component for this step.

5. Select the Contacts folder and click Next. You can select a different contacts folder if you have contacts stored in multiple folders.

6. Choose filename for the exported data and click Next.

7. Check Custom Field mapping. if you have any fields in Salesforce CRM that you want contact information mapped into (e.g., you track the number of years each contact has been at a company), you can do so by clicking Map Custom Fields and then following the instructions.

8. Click Finish.

NOTE: if you want to import contacts from multiple users, follow the additional steps below. if you are only importing contacts for one user, proceed to the next section.

9. Repeat Steps 1–8 to export the contacts for all users whose contacts you want to import into Salesforce CRM.

10. Merge all files into a single CSv file using excel or a similar application.

11. Review your data for accuracy.

12. add a column titled Record Owner and add the user’s Salesforce CRM username to this field in the format [email protected] or Joe Smith. this step ensures that each user’s data is correctly owned by that user in Salesforce CRM. NOTE: all users named in the CSv file must be created in Salesforce CRM before importing.

13. Save file and proceed to the next section.

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1. Log in to Salesforce CRM.

2. Click the Contacts tab.

3. Click the Import My Accounts & Business Contacts link in the tools section.

4. Click Start the Import Wizard.

5. Select Microsoft Outlook from the radial dial and then click Next.


7. Click Next again. on the off-chance your data does not import correctly, this is where you can manually map each of the fields in your file to Salesforce CRM.

8. Keep clicking Next until you reach the end of the mapping process, then click Import Now!


10. Click the Contacts tab to check your work. You can see the contacts that have just been imported.

OUTLOOK

IMPORT YOUR CONTACTS INTO SALESFORCE CRM

1. Launch aCt! and open your database.

2. Select the File menu and click Export to open the export Wizard.

3. Click Next to get to the Specify Destination step.

4. Select Text Delimited file type.

5. Click the Browse button and then choose the filename and location for exported data.

6. Select Comma Separated Values (*.csv) in the ”files of type” dropdown menu and click Open.

7. Click Next.

8. Select Contact Records as the type of records you want to export.

9. Select All records and click Next.

10. Select Comma for field separator character.

11. Select the checkbox for Yes, export field names and click Next.

12. Leave the export field order list alone and click Next.

13. Click Finish.

ACT!

EXPORTING CONTACTS FROM ACT!

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17. add a column titled Record Owner and add the user’s Salesforce CRM username to this field in the format [email protected] or Joe Smith. this step ensures that each user’s data is correctly owned by that user in Salesforce CRM. NOTE: all users named in the CSv file must be created in Salesforce CRM before importing.




3. Click the Import My Accounts & Contacts link in the tools section.


5. Select ACT! from the radial dial and then click Next.

6. Click the Browse or Choose File button to select the file to upload and then click Open.

7. if you want to check how your data is mapping to Salesforce, click Customize Mappings. otherwise, click Import Now! to import your data.


9. Click the Contacts tab and select the New This Week view and click Go! to check your work. You can see the contacts that have just been imported.

ACT!


GMAIL

EXPORTING CONTACTS FROM GMAIL

1. Log in to your gmail account.

2. Click on Gmail on the left side of the page and then click on the Contacts link in the dropdown menu.

3. Click on the More button in the middle of the page and select Export from the dropdown menu.

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4. Choose the Contact list to export.

5. Choose “Outlook’s CSV format (for importing into Outlook or other applications)”

6. Click Export.

7. Click Save to Disk and then click OK. if a window pops up, you should save the file to your desktop.





11. add a column titled Record Owner and add the user’s Salesforce CRM username to this field in the format [email protected] or Joe Smith. this step ensures that each user’s data is correctly owned by the user in Salesforce CRM. NOTE: all users named in the CSv file must be created in Salesforce CRM before importing.




3. Click the Import My Accounts & Business Contacts link in the tools section.


5. Select Microsoft Outlook from the radial dial and then click Next.


7. Click Next again. on the off-chance your data does not import correctly, this is where you can manually map each of the fields in your file to Salesforce CRM.

8. Keep clicking Next until you reach the end of the mapping process, then click Import Now!


10. Click the Contacts tab to check your work. Select the New This Week view and click Go! to see the contacts that have just been imported.

GMAIL


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Many sales reps refer to tasks as ticklers. to others, they’re reminders or to-dos. Whatever you call them, when you create tasks, activities don’t fall through the cracks. You can easily keep yourself organized and make sure you’re staying on top of what you need to do to run your business and meet your customer needs.

1. Click on your Home Tab

2. go to the My Tasks section and click on the New button.

3. fill in the Task Information.

4. Select the Contact or Opportunity the task is related to.

5. enter a Subject.

6. Set the Status, Due Date and Priority.

7. Click to Send a Notification Email and set the reminder date and time if you want an email reminder of the task.

8. Click Save when you’re done filling in your task information, or click Save & New Task if you have additional tasks to add.

9. in the My Tasks section on the Home Tab, change the Filters on the right hand side of the page to see your tasks.

10. When you’re done with a task, click the X next to it. Salesforce will mark it as “completed” and you can just click Save and you’re done.

HOW TO CREATE A NEW TASK

CReatiNg peRSoNaL taSKS

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a lead is a new sales prospect who is potentially interested in purchasing your product or service. typically, this is someone who is at the beginning of the sales process who may have found your product through your website or at a conference.

once you’ve contacted the lead and have determined that they are likely to buy, then you can convert them in Salesforce to an opportunity. an opportunity is a qualified prospect who is interested in buying your product.

this tutorial will walk you through how you convert leads in Salesforce CRM. Converting leads helps you keep track of where you are in the sales cycle with your contacts. When you convert a lead, Salesforce CRM also creates a new account, contact, and opportunity so that you can easily track every time you talk to the lead and everything you send that person.

1. Click on the Leads tab.

2. Change view to All Leads and click Go.

3. Click on the Specific Lead you want to convert.

4. Click Convert.

5. Change Record Owner by typing in the name of the person to whom you want the opportunity assigned.

6. Select Account Name. You can either create a new account or, if the account name already exists, you can attach this opportunity to the existing account.

7. enter an Opportunity Name so you can easily identify this specific opportunity.

8. enter the Subject in task information so the person getting the opportunity knows what to do next.

9. assign a Due Date for the task.

10. Select Send Notification Email and an email will automatically be sent to the opportunity owner informing that person of the task.

11. Click Convert when you’re done filling out the information.

CONVERT A LEAD

MaNagiNg LeaDS aND oppoRtuNitieS

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activities are how you keep track of business interactions in Salesforce CRM, including phone calls, emails, tasks or to-dos, and calendar events (e.g., presentations or business meetings).

activities are important because they give you a complete view of all your customer interactions. So instead of scrambling to find the latest documents you sent someone while you’re on the phone, you can access all the information related to a contact — from phone calls, to emails, and even documents you shared — in seconds, so you can provide the best service possible.

this tutorial will walk you through how to log a call and create a new task in Salesforce. Logging a call lets you track what you said to someone and when you said it. that way, you always know when you last spoke to someone and what you told that person.

1. Click the Opportunities tab.

2. Change the view to the opportunities you want to see and click Go.

3. Select the opportunity for which you want to log the call.

4. once you have the opportunity record, scroll down to the activity History list and select Log a Call.

5. enter the Contact you had the call with. You can click the Search icon (the magnifying glass) on the right of the contact box to search your contacts.

6. enter the Subject so you can quickly know what the call was about.

7. Set the Due Date to the date you made the call.

8. Scroll down to the section to Schedule follow up task.

9. assign the task to a coworker by typing the name in the Assigned To box.

10. enter the Subject by typing in the subject or choosing from a pre-defined list.

LOG A CALL AND FOLLOW UP TASK

tRaCKiNg CaLLS, eMaiLS, aND MeetiNgS

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11. enter the Due Date this task has to be completed by.

12. Change the Status based on whether the task has been started or not.

13. Change the Priority to let people know whether this is a high-priority task.

14. Click Send Notification Email to have Salesforce CRM automatically send an email reminder.

15. Click Save once you’re finished changing your settings.

16. Check your work by finding the call and task you created in the open activities and activity History related lists.

Now we’ll walk through how you can send an email and schedule a meeting straight from the opportunity record. Note that you can log activities from the contact, lead or account records, as well.

1. Click back into the opportunity you were just in.

2. once you have the opportunity record, scroll down to the activity History list and select Send an Email.

3. enter the Contact you want to email. You can click the Search icon (the magnifying glass) on the right of the contact box to search your contacts.

4. add any additional Contacts or coworkers that you want to receive the email.

5. enter the Subject of the email.

6. fill out the Body of the email (this is the message the recipient will receive).

7. Select Attach File to attach any documents you want to include with the email.

8. Click Send when you’re done customizing your email.

9. When you’re done, you can see your email is saved in the activity History related list on your contact’s record so you can easily find it when you need to.

10. back on the opportunity record, scroll down to the Open Activities list and select New Event.

11. enter the Subject of the meeting.

12. enter the Location where the meeting will be.

13. Set the Start and End date and time for the meeting.

14. Select the Contact you’re having the meeting with and click add to invitees if you want them to receive a calendar invite.

15. add a Description of what the meeting is about, or the agenda you’ll cover.

SEND AN EMAIL AND SCHEDULE A MEETING


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16. When you’re done filling out the meeting information, scroll down on the page and click Invite Others.

17. add any additional Contacts, Leads or coworkers you want to receive a calendar invitation for the meeting.

18. Click Save and Send Update to send out your calendar invitation.


Getting Started Salesforce Free Trial

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