Outlook Integration for SAP
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
This Outlook integration will
Extremely ease your day-to-day work
Faster and easier process processing
Display master, transaction, and business partner contact information.
Based on e-mail information, the associated business partner from SAP is automatically determined. You will receive an overview of the latest transactions for the business partner as well as information about the contact person. All data is immediately available. If necessary, you can jump directly from the Microsoft application to the SAP process.
Create, modify, and display operations.
You can use the Outlook Integration for SAP Add-On to create, change, or display SAP processes directly from your inbox. The e-mail can be automatically archived for the process. You can use personal favorites to jump directly from the add-in to the transactions in the SAP system. This saves employees numerous individual steps and thus valuable time.
File from the inbox directly to SAP objects.
You store e-mails and attachments to SAP documents such as quotations, orders, and purchase orders. This creates seamless, transparent communication. This gives you a clear history of any SAP Business Object.
Create transparency in correspondence about the SAP process.
The journal on the SAP object shows the corresponding correspondence. This reduces search times and improves communication with customers and suppliers.
Improve your internal communication.
Breaks in communication hinder companies. Processes come to a standstill, are not transparent and cost time. Employees don’t get the information they need. Customers and suppliers feel this lack of competence, whether consciously or unconsciously.
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 additional 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.”
This is how the trade press reports on the SAP add-on for Outlook
Companies trust SAP MailCenter
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!
View in Outlook for SAP business partners and SAP operations
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.
MailCenter Journal in SAP with stored documents
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
Why an SAP Outlook Add-In?
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
- MM – Depositing order confirmations and delivery notifications from the supplier to orders
- MM – Create SAP purchase orders and framework agreements directly from the e-mail
- MM and SD – Deposit customer and supplier correspondence on various objects in sales and purchasing
- SD – Immediate creation of quotations, customer orders and contracts
- CS – Message Creation in SAP directly from the Inbox
- QM – Dropping pictures and test reports
… and many more
Functionality
Automation
- Automatic search of the SAP object for the e-mail in the inbox
- Automatic identification of business partners
- Submitted tasks receive a new status in Outlook
Create, modify, display
- Create, modify and display ERP transactions directly from the e-mail
- Inclusion of documents in the attachment list of SAP objects
- Definition of different user groups
- Notification can be created in SAP directly from the inbox
File and archive
- Direct and easy filing from the inbox to all SAP Business objects
- Function to categorize messages before archiving
- Archiving incoming e-mail via the ArchiveLink interface
Contemplation
- Displaying Master Data, Transaction Data, and Contact Persons (Contacts) for the SAP Business Partner
- Search for SAP Transactions
- E-mails about the services to the object can be viewed by users in SAP
- The integrated viewer displays the document in SAP as it did in the original
Implementation
- 100 user-oriented solution
- Easy installation and configuration via Quick Start Guide
Highlights and benefits of the SAP add-on
Highlights
- Display master data, transaction data, and contact persons for the SAP business partner directly in Microsoft
- Creating, modifying, and displaying SAP transactions
- Easy mail storage in SAP
- Central storage, transparent communication
- Fewer search times
- 100 user-oriented solution
- Easy installation and configuration via Quick Start Guide
Benefits of integration
- Important data visible in Outlook and at the SAP process
- Easier external and internal communication
- Improved visibility, fast access, fewer searches
- More efficient work, higher service quality
Security
- Improved quality of operation processing
- No media breaks, minimizing errors
Easy to use
- Simple, user-friendly handling
- User satisfaction
Easy implementation
- Short introduction time, modification-free and releaseable
- No additional hardware or software required
Solution scope, implementation and technology
Scope of the solution
The software is available for multiple 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 the provision of the programs, we take over the initial setup.
In any case, the program is easy and quick to implement.
You don’t need any other hardware or software.
Turn your ERP into a digital mailroom.
Our services
- Setup & Instruction
- Installation of SAP component via the Transport Management System
- Technical implementation of web service reception in SAP ERP
- Instruction on how to install and configure the integration at the workstations
- Introduction to configuration and functions in Microsoft
- Accompaniment Test & Production Documentation
- Service & Support Hotline, Helpdesk and Portal
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:
- EHP2 FOR SAP ERP 6.0
- SAP ERP 6.0
- SAP NETWEAVER 7.4
For Microsoft Add-On:
- .NET Framework version 4 or later
- Microsoft Outlook
Software component versions from:
- MESERP | MailCenter | Release 22-08 (08/2022)
- Also for SAP S/4HANA – from SAP S/4HANA ON-PREMISE 1511 and S/4HANA Private Cloud
Technical Data
- Component SAP server with ABAP and ABAP Objects
- Add-In for Microsoft – Client based on Microsoft .NET with Web Service Technology
- SAP Web Service Infrastructure
- Suitable for single sign-on scenarios
- For SAP ERP and S/4 (not suitable for CRM and cloud solutions)
- No settings required for input in the SCOT
- Connector to Microsoft Exchange and Office 365 Exchange Cloud sold separately
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Your SAP Partner
munich enterprise software GmbH
Industriestraße 31
82194 Gröbenzell
Industriestraße 31
82194 Gröbenzell
Opening hours:
Mon. – Fri.: 09:00 am to 16:00 pm
Mon. – Fri.: 09:00 am to 16:00 pm
