There's no reason to wait, and good reasons not to. Salesforce for Outlook is retiring in December 2027 because it depends on Internet Explorer 11 to interpret the Apex calls behind its sync, and Salesforce is ending IE11 support. Starting now gives you time to audit, pilot, and roll out in phases instead of scrambling at the deadline. This checklist walks through the seven phases of a clean migration.
The migration checklist
Migrating off Salesforce for Outlook is a change-management project, not just a technical swap. Work through these phases in order. The early phases (audit and inventory) are what make the later ones (pilot, train, cut over) go smoothly.
Phase 1: Audit current usage
Before you choose anything, understand how your team actually uses Salesforce for Outlook today. Look at the data, not just opinions.
- Pull activity reports to see email logging volume, contact sync frequency, and task/event creation rates.
- Identify your power users versus casual users. Their needs and the features they depend on differ.
- Rank features by real usage so you know what must be replaced and what can quietly retire.
- Ask reps what works and what doesn't. The migration is a chance to fix old friction, not just replicate it.
Phase 2: Inventory custom functionality & Flows
Salesforce for Outlook accumulated 15+ years of configuration. Document the custom pieces before you migrate so nothing silently disappears.
- List custom toolbar/ribbon buttons. Salesforce for Outlook is a COM-based desktop add-in, so these won't carry over to web-based add-ins. Plan sidebar equivalents.
- Catalog any Screen Flows your reps launch from the inbox today, plus the Flows you wish they'd adopt. This shapes your replacement choice. See running Flows in Outlook.
- Note custom sync rules, field layouts, and email templates that are configured against the legacy add-in.
- Flag desktop-only behaviors (for example, scripts tied to COM add-in events) that may need to be rebuilt.
Phase 3: Choose your replacement
Map your audit and inventory to one (or a combination) of the options:
- Email logging and record visibility only? The free Outlook Integration add-in is sufficient.
- Hands-free, automatic capture? Einstein Activity Capture syncs email and calendar in the background.
- Screen Flows in the inbox? FlowRunner is the only option here, since the Outlook Integration does not run Flows.
- Sales engagement features? Cirrus Insight bundles templates, tracking, and scheduling at a higher price point.
Phase 4: Pilot in parallel (2-4 weeks)
Don't skip the pilot. Run the new tool alongside Salesforce for Outlook so users have a safety net while they adapt.
- Pick 5-10 power users who represent the workflows you mapped in Phase 1.
- Keep both tools active for two to four weeks so nobody is stranded mid-task.
- Collect structured feedback on gaps, confusion, and missing functionality, then refine your configuration.
- Verify data continuity by spot-checking that emails, contacts, and events land correctly in Salesforce.
Phase 5: Communicate the why
Migrations fail on adoption, not technology. Tell people why this is happening before you change their tools.
- Explain the real driver: Salesforce is ending IE11 support, which the legacy add-in depends on. This isn't a whim, and the old tool isn't guaranteed to keep working.
- Share the timeline and the cutover date so the deadline feels concrete, not abstract.
- Name what improves: desktop, web, and mobile support, and (with FlowRunner) Screen Flows in the inbox.
- Point to where to get help so reps aren't left guessing on day one.
Phase 6: Train the team
Even if the new tool "does the same thing," the interface and workflow differ. A little training cuts adoption friction and support tickets dramatically.
- Record short task demos (2-5 minutes each): log an email, view a contact, create a task, launch a Flow.
- Hold office hours in the first two weeks for live questions and troubleshooting.
- Write a one-page quick-start covering only the top five daily tasks, not novels.
- Train 1-2 champions per team who can support their colleagues directly.
Phase 7: Cut over & decommission
Once usage of Salesforce for Outlook has dropped to near-zero and the new tool is working, retire the old add-in cleanly.
- Set a cutoff date at least two weeks out and announce it clearly.
- Remove deployment packages pushed via Group Policy or MDM.
- Uninstall from workstations, either centrally via IT or with user-led steps.
- Confirm data continuity one last time so nothing was lost in the transition.
Which replacement fits?
There's no single "best" replacement. It depends on whether you need manual logging, automatic sync, Screen Flow execution, or a broader engagement platform. Here's how the four main options compare.
| Tool | Email logging | Auto-sync | Runs Screen Flows | Best for | Price |
|---|---|---|---|---|---|
| Outlook Integration | Manual | Basic logging & record sidebar | Free (with most SF licenses) | ||
| Einstein Activity Capture | Automatic | Hands-free activity capture | ~$25/user/mo (or with Sales Cloud Einstein) | ||
| FlowRunner | Manual | Running Screen Flows in the inbox | From €12/user/mo + €50/org/mo | ||
| Cirrus Insight | Manual | Sales engagement & tracking | $29-$59/user/mo |
Frequently asked questions
When exactly does Salesforce for Outlook retire?
Salesforce for Outlook is scheduled for full retirement in December 2027, extended from the original June 2024 date. The retirement applies generally, not only to older Exchange versions. The driver is Salesforce's own legacy technology: Salesforce for Outlook depends on Internet Explorer 11 to interpret the Apex calls behind its sync, and Salesforce is ending IE11 support while consolidating customers onto its modern web-based products. The product has been maintenance-only since June 2019, and its Action menu was retired in 2021.
How long does a migration take?
For most teams, a clean migration takes four to eight weeks end to end. The bulk of that is a two-to-four-week parallel pilot where a small group runs the new tool alongside Salesforce for Outlook. The technical setup of the replacement is usually quick. The time goes into auditing current usage, inventorying custom functionality and Flows, training the team, and cutting over in phases rather than a single big-bang switch. With full retirement set for December 2027, you have ample runway to do this without rushing.
Will we lose our custom buttons and Flows?
Some things change. Salesforce for Outlook is a COM-based desktop add-in, so custom ribbon and toolbar buttons do not carry over to web-based replacements, which use a sidebar approach instead. Core workflows like email logging, contact sync, calendar sync, and record visibility are preserved by the Outlook Integration add-in and Einstein Activity Capture. Screen Flows are a special case: the Outlook Integration does not run them, but FlowRunner runs your existing Salesforce Screen Flows directly in the inbox, so you can preserve that functionality rather than rebuild it.
We run Screen Flows from Outlook today. What replaces that?
FlowRunner is the replacement that runs Salesforce Screen Flows directly in the inbox. The free Outlook Integration add-in handles manual email logging and a record sidebar but does not run Screen Flows, and Einstein Activity Capture only auto-syncs email and calendar activity. FlowRunner is purpose-built to launch your existing Screen Flows in Outlook and Gmail, with admin control over which Flows appear and when. Pricing starts at €12/user/month plus €50/org/month.