How to Manage Opportunities in Microsoft Dynamics 365 Sales

How to Manage Opportunities in Microsoft Dynamics 365 Sales

Last week, we covered “How to Plan for Your Week and Manage Leads in Microsoft Dynamics 365 Sales.”

This week, we’re picking up right where we left off and jumping in to “How to Manage Opportunities in Microsoft Dynamics 365 Sales” based off of a NEW webinar from Ledgeview that is now available for streaming on-demand anytime at your convenience.

As a reminder, Microsoft Dynamics 365 is a SAS solution, which means that you can access them through a Web browser. All major web browsers are supported.

So long as you have a URL, login, and security set up, you can access your solution wherever you have access to the Web.

For the purpose of these step-by-step posts, we will use the lead name “Lisa Smith” and account name “Ledgeview Partners” that has the contacts “Lisa Benson” and “Doug Fissell.”

The best way to absorb the information in these posts is to open your own Microsoft Dynamics 365 Sales trial environment and this Ledgeview Partners demo and try these steps for yourself. Names (Leads, Contacts, Opportunities, Accounts, etc.) for your own environment may vary.

OPEN THE DEMO

Manage Your Opportunities in Microsoft Dynamics 365 Sales

Go back to Leads and check out your list. Upon review, you determine the other leads can stay where they are. However, you know you have an exciting opportunity with one of your accounts, Ledgeview Partners.

So, you navigate to the top navigation bar and type in “Ledgeview Partners” in the search.

Accounts, Contacts, and Opportunities for “ledge” appear.

How to Manage Opportunities in Microsoft Dynamics 365 Sales

Click on the account for Ledgeview Partners.

You see happenings, Opportunities, and Contacts at Ledgeview.

For this example, you want to create a new contact. To do this, scroll down to the “Primary Contacts” panel.

How to Manage Opportunities in Microsoft Dynamics 365 Sales

Click on the ellipses next to “Contacts.” (See image right.)

Select “Add Existing Contact.”

A new panel will pop-out on the right-hand side of your screen.

You can create Leads and Contacts in Microsoft Dynamics 365 by scanning a business card if you have one.

You can read the blog post that explains how to do this here.

For this example, we will enter the information manually because we don’t have a business card.

Once you enter all of the information you have on this Contact, “Save and Close.”

Now, this new Contact will show up in the account under “Contacts.”

What you really want to look at is the opportunity that is related to this account.

Click on the opportunity you see under “Recent Opportunities.”

How to Manage Opportunities in Microsoft Dynamics 365 Sales

When you click on it, you will be redirected to the opportunity where you see that you are in the “Propose” stage.

When you click on “Propose,” you can see what you need to do to get the Opportunity to move to “Close.”

How to Manage Opportunities in Microsoft Dynamics 365 Sales

Check off the tasks that you’ve already completed and follow through on those that you haven’t.

“X” out of it once you’re done, and then move to the Timeline to create a task for yourself.

In this “Quick Create: Task,” write a note to “get internal review scheduled” and add a due date for this Friday.

Now the task will show in the Timeline. You may also see pop-ups in the timeline for tasks that are “Past Due” or “New activities.”

How to Manage Opportunities in Microsoft Dynamics 365 Sales

You can easily see the status of pending tasks, records, etc.

Now that you’ve looked at the account and have managed the Opportunity, you want to look at your email.


Track Opportunities with Microsoft Outlook

Open Microsoft Outlook in a separate web browser. You can open Outlook in a web browser anywhere you have internet access. However, if you are attempting to access Outlook on your mobile device, you have to use the Outlook app. You cannot use a separate/different mobile email application to access Outlook.

For this example, we see an email for this Opportunity in Outlook on our desktop that we want to track.

Click on the ellipses located next to the sender’s name in the body of the email in the upper right-hand corner.

Select “Dynamics 365.”

How to Manage Opportunities in Microsoft Dynamics 365 SalesA panel will pop-out on the right-hand side of your screen.

Once the environment authenticates, you can track the email that is related to the sender’s account.

If it says “Not tracked,” link it to your Ledgeview account. Type in “Ledgeview” in your search bar that will Look for records.

Find the account and select it.

It will process and then show a message that it is “Successfully Tracked,” “Set Regarding.”

Within your inbox, you will see a bar that reads “Tracked to Dynamics,” which will reconfirm that your email has been tracked within Microsoft Dynamics 365.

How to Manage Opportunities in Microsoft Dynamics 365 Sales

Now you can go back to your Microsoft Dynamics 365 environment. Your sales manager really wants you to keep track of your opportunities.

So, you go to “Opportunities” under “Sales” from the menu on the left side of your screen.

You will see “My Open Opportunities.”


Switch to the Kanban View to Optimize Your Sales Process

By default, it is in a table view. However, most salespeople prefer the Kanban view.

To see your Open Opportunities in the Kanban view, navigate to the ellipses near the upper right-hand corner of your screen next to “Export to Excel.”

Click on the ellipses and select “Show As” > “Kanban.”

How to Manage Opportunities in Microsoft Dynamics 365 Sales

The Kanban view operates differently than the table style but is the same concept. If you want to move something from “Qualify” to “Develop,” for example, you can easily drag and drop.

This will open up the “Opportunity” to ask you if you need to alter anything with the business process flow. If not, click close, but if you do, update the information before closing.

The Kanban-style is a visually appealing and user-friendly style that salespeople prefer when meeting with their managers as well. It optimizes their meeting time and productivity.

Before you meet with your contact, Ledgeview Partners, in-person, you go back to the Sales Activity Social Dashboard, expand the chart, and drill down into your sales pipeline.

How to Manage Opportunities in Microsoft Dynamics 365 Sales

You can drill into your data to change your views and view types.


Next week, we will cover how to use Microsoft Dynamics 365 Sales mobile when you’re OOO meeting with your contacts in-person.

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