Microsoft Dynamics CRM for Outlook, you cannot go offline. Regular synchronization with Outlook and Microsoft
Dynamics CRM still occurs.
Install Microsoft Dynamics CRM for Outlook
Microsoft Dynamics CRM for Outlook is an add-in installed on your computer that allows you to work with Microsoft
Dynamics CRM data in Outlook. After installing the add-in, there are options that must be set.
More information: Doing CRM Work in Outlook
Install Microsoft Dynamics CRM for Outlook
Can I do this task?
This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: E-mail Permissions
Before installing Microsoft Dynamics CRM for Microsoft Office Outlook, read the Installation Chapter included on the
Download page.
The Microsoft Dynamics CRM for Microsoft Office Outlook is included on the Microsoft Dynamics CRM Client CD, and then installed and run on the Microsoft Dynamics CRM server.
1. Insert the Microsoft Dynamics CRM Client CD, and double-click Setup.exe
2. On the Microsoft Dynamics CRM Setup screen, click Microsoft Dynamics CRM for Microsoft Office
Outlook, click and follow the instructions in the Setup wizard.
Important
After installing Microsoft Dynamics CRM for Outlook, there are options that need to be set to enable you to send and receive e-mail from Outlook for Microsoft Dynamics CRM and to determine what data is synchronized.
More information: Work with Your User Record and Work Hours, Set Personal Options
Set address book options in Microsoft Dynamics CRM for Outlook
Can I do this task?
This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions
You can select how the address book is managed in Outlook and Microsoft Dynamics CRM for Outlook and how often you want to synchronize between applications. This tab is not available in the Web application.
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1. Start Outlook. (Microsoft Dynamics CRM for Outlook must be installed.)
2. On the Microsoft Dynamics CRM menu bar, click Options.
3. In the Set Personal Options dialog box, on the Address Book tab, you can select how contacts and other record types are synchronized, and whether or not e-mail recipients are linked to
Microsoft Dynamics CRM records.
4. By default, the Outlook Address Book is synchronized with the Microsoft Dynamics CRM address book every 24 hours. If your organization permits it, you can change this interval. To change this interval, change the number between 1 and 60. Your administrator sets the minimum time allowed between synchronization.
Microsoft Dynamics CRM 4.0 User’s Guide
5. To save your changes and close the dialog box, click OK.
Note
If you want to synchronize your address book manually, synchronize Microsoft Dynamics CRM manually. In Microsoft
Dynamics CRM for Outlook, on the Microsoft Dynamics CRM menu bar, click Synchronize Outlook with CRM.
Set the e-mail access method for a user or a queue
Can I do this task?
This task requires a manager, vice president, CEO-Business Manager, System Administrator, or
System Customizer security role or equivalent permissions. More information about specific permissions and performing this task while offline: E-mail Permissions
1. In the Navigation Pane, click Settings, click Administration, and then click Users.
– OR –
In the Navigation Pane, click Settings, click Business Management, and then click Queues.
Notes
2. Open the user or queue you want to modify.
3. Under E-mail Access Configuration, select how e-mail will be accessed for incoming and outgoing mail.
None
E-mail will not be sent or received.
Forward Mailbox
E-mail will be forwarded from another e-mail address.
Microsoft Dynamics CRM for Outlook
E-mail is sent and received with Microsoft Dynamics CRM for Outlook.
E-mail Router
E-mail is sent and received with the Microsoft Dynamics CRM E-mail Router. If this item is selected, the Allow credentials check box is displayed. To require that credentials be entered, select the check box.
4. Click Save or Save and Close.
If you have selected an e-mail option, verify that there is a valid e-mail address in the E-mail box.
If you select Microsoft Dynamics CRM for Outlook as your e-mail option, you must also allow
Microsoft Dynamics CRM to send mail through Microsoft Dynamics CRM for Outlook.
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Specify how your e-mail is tracked
Can I do this task?
This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions
You can use an existing e-mail address to send and receive e-mail with Microsoft Dynamics CRM. After your system administrator sets up your e-mail address, you can update the password.
1. Under Workplace, click the Personalize Workplace link.
2. In the Set Personal Options dialog box, on the E-mail tab, select the option that you want from the
Track list:
All e-mail messages
All of the messages from the account listed in your user profile will be saved as Microsoft
Dynamics CRM activities.
E-mail messages in response to CRM e-mail
Only e-mail messages received as replies from messages sent from Microsoft Dynamics CRM will be saved as Microsoft Dynamics CRM activities.
E-mail messages from CRM Leads, Contacts, and Accounts
Only e-mail messages received from leads and customers will be saved as Microsoft Dynamics
CRM activities.
3. To save your changes and close the dialog box, click OK.
Set synchronization options in Microsoft Dynamics CRM for Outlook
Can I do this task?
This task requires permissions that are found in all default security roles. More information about specific permissions and performing this task while offline: Common Task Permissions
You can select which record types you want to synchronize between Outlook and Microsoft Dynamics CRM for
Outlook and how often you want to synchronize between applications. This tab is not available in the Web application.
1. Start Outlook. (Microsoft Dynamics CRM for Outlook must be installed.)
2. On the Microsoft Dynamics CRM menu bar, click Options.
3. In the Set Personal Options dialog box, on the Synchronization tab, you can select which record types are synchronized:
Appointments I'm attending
Select this option if you want to synchronize appointments and service activities in which you are a participant and have accepted the appointment.
My tasks
Select this option if you want to synchronize tasks that you own in Microsoft Dynamics CRM.
404 Microsoft Dynamics CRM 4.0 User’s Guide
