SAP Outlook Integration
Succeed by connecting Microsoft to SAP
- Displaying SAP Data in Outlook
- Creating, modifying, and displaying ERP documents
- Jump into SAP transactions
- Store emails and attachments in SAP
Like a CRM – all relevant data about the business partner available in Microsoft Outlook
“Our purchasing department sends orders to our suppliers from SAP. In return, we wanted to attach incoming order confirmations and other replies to the corresponding order by e-mail in order to bundle related information. There is nothing comparable on the market for this.”
“We use the MailCenter Outlook Add-In. Users praise the ease of use and fast processing. The flexible scaling for other SAP objects is also very positive.”
Read the success story >
Connect SAP and Microsoft Outlook.
“The implementation of MailCenter in our purchasing processes has made our work much more efficient and up-to-date . Together with the Outlook add-in for incoming emails, we have a 100% solution.”
Storing Documents from Microsoft Office in SAP
In the best case, the corresponding SAP business partner and the SAP transaction are determined automatically. Select the desired message and open the application with one click. Press the “Run” button. The e-mail or attachment is thus archived on the SAP document and can be viewed by all responsible users. ready!
Result in SAP ERP
The uploaded document is now available in the MailCenter Attachments list. You open filed documents in SAP with double-click. These are now available to any user who is authorized to access the sales order. This creates maximum transparency and saves search times.
Customer ★★★★★
“The user acceptance of the tool is very high because it works very simply. A pop-up appears at the click of a mouse, enter the document number and you’re done.”
Klaus Schiffer, SAP Basis Administrator | ROHDE & SCHWARZ GmbH & Co. KG
Constantly switching between programs is unproductive
A study by McKinsey shows that employees spend 28% of their working time working on emails. They also spend 20% of their time searching for information.
Many SAP users have to work with SAP and Microsoft Outlook at the same time. They spend a large part of their working time jumping back and forth between the two applications. This comes at the expense of productivity.
With this integration, employees have new opportunities. You can create new SAP processes and edit existing processes directly from your inbox. Important emails can be linked to the appropriate ERP object with one click. In doing so, they become visible on business objects such as sales orders or purchase orders. This makes operations more transparent.
The integration can automatically match senders of incoming messages with the SAP business partner. It displays the relevant data directly in MS Outlook.
By storing documents in SAP, it is not only the individual processor who benefits. The entire team has access to the history of communication at any time.
In short, this integration makes work easier. Search times are reduced. This makes the work easier, faster and better.
Why store documents centrally in SAP ERP?
Employees receive e-mails every day that contain important information about SAP business transactions. Searching for these processes in SAP and Outlook is time-consuming. We have improved the MailCenter by adding the SAP Outlook Connector. This allows us to move messages from the inbox to the SAP ERP system. This increases transparency, reduces the workload of employees and improves access to information.
Basically, the problem exists in all departments. For example, sales employees receive additional information about offers. Or the users in purchasing receive feedback on inquiries. Suppliers confirm orders. Colleagues in the service receive inquiries about existing service messages.
Without a central storage of e-mails in SAP, the processes are incomplete for the users. As a rule, there is no access to the inbox of your colleague. As a result, processes are difficult to understand and non-transparent. As a result, employees need more time to find information.
But how can incoming documents be connected to the business objects in SAP?
Some users realize the assignment of the e-mails to operations manually via SAP upload. However, this is cumbersome, time-consuming and error-prone.
There is a desire to store e-mails from the inbox directly in SAP ERP. The aim is to store correspondence with business partners centrally and transparently. This means that the responsible employees have access to it at any time. Finally, the relevant correspondence must be visible to all responsible users. Cleanly documented processes make work easier. As a result, search times and thus costs are reduced. In addition, the quality of service is improving.
Create, Change, and Display SAP Business Objects – Example from SAP Practice
Employees in service laboriously manually enter messages in SAP from incoming mail processes. Without an add-on, a message is recorded in the ERP after the message is received in the inbox. Then save the mail to your desktop. In a further step, you link the incoming mail to the created message.
This process is cumbersome. As a result, it costs the employee time and is prone to errors.
With the integration, you can create or change SAP objects such as a service message directly from the inbox. In addition, you link the Outlook mails to the created SAP object. All this works at the touch of a button in one step. This make the process simple and safe.
Finally, you can see the documentation of the mail traffic in the message at any time. The linking of the business object and incoming e-mails ensures transparency for the user.
Find out now for which scenarios you can use our solution.
Other application examples
… and many more
Here you can find more information about the Microsoft Add-in >>
Automation
Create, modify, display
File and archive
Contemplation
Implementation
Highlights
Benefits of integration
Security
Easy to use
Easy implementation
Scope of the solution
The software is available for several versions of Microsoft Office.
These include Office Outlook 2013 (32-bit), 2016 (32-bit + 64-bit), 2019 (32-bit + 64-bit), 2021 (32-bit + 64-bit), and MS Office 365. The application is also available in German and English.
In addition to providing the programs, we take care of the initial setup. In any case, the program is easy and quick to implement.
You don’t need any additional hardware or software.
Turn your ERP into a digital mailroom.
Our services
Implementation – Quick setup of the integration through standardized procedure
The SAP configuration is based on the standardized project roadmap. For this purpose, we determine your requirements at the start of the project with the help of a predefined list of questions. The transports are then imported and the test system and client are configured. In doing so, we adapt the product exactly to your needs. Finally, you will receive the briefing. This standardized approach speeds up implementation and conserve your resources.
You will also receive documentation of the technical settings and one regarding the application. Finally, selected key users check the correct setup of the application. At this stage, our consultants will provide you with advice and assistance. During the production start and operation phase, you will receive support from our support.
In addition, our service support ensures the smooth operation of the SAP expansion in your company. In addition, we provide you with regularly updated program versions via our customer portal. For this purpose, you as a customer will have access to the Download area MailCenter. There you will find all documents and documents as well as updates to the program.
Technology
System requirement
Product versions from:
For Microsoft Add-On:
Software component versions from:
Technical Data
SAP Order Confirmations
Simple maintenance of order confirmations and ASNs for orders.