More information:
Set Personal Options
This address book is synchronized with Microsoft Dynamics CRM automatically when you start Outlook and then once every 24 hours. If you make changes or additions to the address book that you need to access immediately, you can start a manual synchronization.
More information: Synchronize Data
Data Loss Prevention During the Synchronization Process
To prevent data loss, when you go offline Microsoft Dynamics CRM synchronizes data from the server to your local data, and then applies all of your changes to the server. All server transactions post completely before records are erased from your local data.
If you create a record offline that is identified by the system as a possible duplicate, you can set whether or not to create a duplicate record.
When you run a synchronization process, Microsoft Dynamics CRM overwrites existing information without verifying or comparing the last saved date. For example, if you changed a record a week ago but do not synchronize that record, and then someone else changes that same record earlier today and you run a synchronization process in the afternoon, your changes will overwrite the other person's even though your changes are older. However, if you and another user change different data, both changes are saved. For example, if you have a customer named Jeff Smith , and you change his first name to
John
, and another user changes his last name to
Rodman
, when you both synchronize your data, the customer's name becomes
John Rodman
.
Synchronize Data
There are two types of synchronization with Microsoft Dynamics CRM for Outlook : synchronization with Outlook and synchronization with local data.
If you have Microsoft Dynamics CRM for Outlook with Offline Access installed on your computer, you can work offline with Microsoft Dynamics CRM data. When you go offline, Microsoft Dynamics CRM copies a subset of the data on the
Microsoft Dynamics CRM server to your computer. This local data is defined by a local data group and by the synchronization options set in your personal options.
After you go back online, changes you made to your local data are updated to the Microsoft Dynamics CRM server. If you encounter problems during synchronization, you are given choices on how to continue. You may also be notified of duplicate records.
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:
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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.
Contacts
Select this option if you want to synchronize contacts that you own in Microsoft Dynamics
CRM.
If you delete a contact you own in Microsoft Dynamics CRM or in Microsoft Dynamics CRM for
Outlook, it will not be deleted in the other application.
My phone calls
Select this option if you want to synchronize phone calls that you own in Microsoft Dynamics
CRM.
My letters
Select this option if you want to synchronize letters that you own in Microsoft Dynamics CRM.
My faxes
Select this option if you want to synchronize faxes that you own in Microsoft Dynamics CRM.
4. If you want to include company names from Outlook contacts, select Update Company fields with
parent account names.
Important: This setting only affects newly tracked contacts. Future changes are not synchronized.
5. If you have more than one computer running Microsoft Dynamics CRM for Outlook, select this computer to be the synchronizing client.
6. If your organization permits it, you can define how often Microsoft Dynamics CRM items in your
Microsoft Dynamics CRM for Outlook folders are updated:
Synchronize the CRM items in my Outlook folders every
Select this option and select the number of minutes. You can increase the amount of time between synchronization of items in your Microsoft Dynamics CRM for Outlook folders. Your administrator sets the minimum time allowed between synchronization.
7. Select how duplicates are handled during synchronization:
Create the duplicates
This option allows records to be created even if key fields contain the same data.
More information: Avoiding Duplicate Records
Do not create duplicates
This option blocks records from being created if key fields contain the same data.
8. To save your changes and close the dialog box, click OK.
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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.
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.
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.
Define filters for data to take offline
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 use local data groups to define what data is taken offline. Default local data groups are provided that you can edit.
Tip
You can set your personal options so that filters always open in
Simple
or
Detailed mode.
1. In Microsoft Dynamics CRM for Outlook, on the Microsoft Dynamics CRM menu bar, click Modify
Local Data Groups.
2. In the Local Data dialog box, on the Data Group tab, open the data group that you want to edit. To create a new data group, on the Actions toolbar, click New.
The Data Group tab lists existing data groups criteria, grouped by record types used in the filter, such as Competitor or Cases. Each row represents one set of filter criteria, and contains three
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columns: the field to use in the filter (for example, Account Name or City), the query relational operator (for example, Equals or Contains), and the value to filter on (for example,
Open
).
3. To edit a filter criteria row, click the field and select a different field, or click the query relational operator and select a different operator, or click the value, and enter a new value. For some values, you can click the Select Values button to open the Select Values dialog box and select the value you want.
4. To add a criteria row: a. In the area for the record type that the field belongs to, click Select, and specify the field to filter on. b. Click the query relational operator, and select an operator. c. Click Enter Value, and enter a value to filter on. For some values, you can click the Select
Values button to open the Select Values dialog box and select the value you want.
5. To group criteria, you must select two or more rows for the same record type. For example, Sales
Stage and Est. Revenue are both field values in the Opportunity record type and two rows that specify filter criteria for these fields can be grouped. However, rows with field values from different record types, such as Account and Opportunity record types, cannot be grouped. a. For each row you want to group, in detailed mode, click the Options menu button for that row, and then click Select Row. b. On the Filter toolbar, select Group AND or Group OR. c. To remove a row from a group, click the Options menu button for that row, and then click Delete. d. To select a group, click the Options menu button for that group, and then click Select
Group. e. To add a criteria clause to a group, click the Options menu button for that group, click
Add Clause, and then select the field, query relational operator, and value. f. To unselect a group that has been previously selected, click the Options menu button for that group, and then click Deselect Group. g. To ungroup a group, click the Options menu button for that group, and then click
Ungroup. h. To change a Group AND group to a Group OR group, or a Group OR group to a Group
AND group, click the Options menu button for that group, and then click Change to OR or Change to AND.
Tips
To clear all criteria and start over, on the Filter toolbar, click Clear, and then click Confirm.
To delete a row, click the Options menu button for that row, and then click Delete.
To hide a row in simple mode, while you are in detailed mode, click the Options menu button for that row, and then click Hide in Simple Mode.
If you have a hidden row when viewing filter criteria in simple mode and you want to show that row again, then in detailed mode, you must click the Options menu button for that row, and then click Show in Simple Mode.
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Synchronize with Microsoft Outlook manually
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
Outlook and Microsoft Dynamics CRM for Outlook regularly synchronize linked data. You can change how often this data is synchronized and what data is synchronized in your personal options.
More information: Set Personal Options
You can update linked data manually with the following procedure. This procedure does not take you offline, nor does it update your offline data.
Notes
1. In Microsoft Dynamics CRM for Outlook, on the Microsoft Dynamics CRM menu bar, click Synchronize
Outlook with CRM.
2. In the Synchronizing Microsoft Dynamics CRM Data dialog box, click Details to view the progress of the synchronization. You can view information on the following tabs:
Tasks. This tab displays information about the number of records and activities that are being synchronized.
Errors. This tab displays an explanation of any errors that occur during the synchorization process, so that you can correct them.
To view the tasks and errors of the last synchronization, on the Microsoft Dynamics CRM menu bar, click Synchronization Progress.
If you receive the error message "CRM server Not Found", verify that you have Internet connectivity and that the Microsoft Dynamics CRM server is running and then try again.
Duplicates are not detected if you are offline. Duplicate detection may also occur when you synchronize or go back online.
Resolve potential duplicate records.
1. If the system detects that your record might be a potential duplicate, instead of saving the record, you'll see the Duplicates Detected dialog box.
2. To open a record to make sure it is a potential duplicate, in the Potential duplicate records list, double-click the record.
If the duplicate-detection rule identified potential duplicate records in other record types, review records from each record type listed.
3. If your new or updated record is not a duplicate, to create the new record, click Save Record.
– OR –
Notes
If your new or updated record is a duplicate, to cancel your changes, click Cancel.
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If you enter a duplicate record within a few minutes of entering the first record, Microsoft
Dynamics CRM will not detect the duplicate record. The matchcodes for new and updated records are created every five minutes, rather than as a record is created.
Duplicate detection can take place only if duplicate detection is enabled in Duplicate Detection Settings and if at least one duplicate-detection rule exists for the record type. More information: Avoiding Duplicate
Records
Go offline
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 go offline if you have installed Microsoft Dynamics CRM for Outlook with Offline Access and have offline permissions.
Whenever you go offline, data is synchronized between Microsoft Dynamics CRM and Microsoft Dynamics CRM for
Outlook to ensure that you have access to the latest data on your computer.
Whenever you go back online, the changes you've made to your local records are uploaded to the Microsoft
Dynamics CRM database.
You can also update your local data periodically while you are still online. This reduces the time it takes to synchronize before going offline. This interval is set in your personal options.
More information: Set Personal Options
Notes
1. In Outlook, on the Microsoft Dynamics CRM toolbar, click Go Offline.
You can track the progress of the records as they are updated in the Synchronizing Microsoft
CRM Data dialog box.
2. To view the details of the synchronization, click Details. To receive a confirmation that the synchronization is complete, select the Show Confirmation When Complete check box.
3. If the check box is selected, click OK to close the confirmation message and to complete the update.
The Windows notification area displays the Microsoft Dynamics CRM for Outlook Not Signed
In icon and the button on the Microsoft Dynamics CRM toolbar changes to Go Online. Other options may also change.
When you go back online, your data will be re-synchronized with Microsoft Dynamics CRM and
Microsoft Dynamics CRM for Outlook, and you may be notified of any duplicate records. More information: Avoiding Duplicate Records
To go back online, on the Microsoft Dynamics CRM toolbar, click Go Online.
If you attach a file to a Microsoft Dynamics CRM record while you are working offline, the attached files must be available in the same location when you synchronize your data in order to be uploaded to the Microsoft Dynamics CRM database. For example, if you are visiting a customer and you borrow a disk with a file that you want to attach to the customer's record, first copy the file to your local hard drive, then attach it from there. After you've synchronized your data and the attachment file has been uploaded to the Microsoft Dynamics CRM database, you can delete your local copy.
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Resolve data synchronization errors
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
During synchronization, if you encounter errors that prevent some of your Microsoft Dynamics CRM data from being synchronized when you go online, the Synchronizing Microsoft Dynamics CRM Data dialog box opens, and the Error tab displays the list of errors.
1. In the Synchronizing Microsoft Dynamics CRM Data dialog box, choose one of the following options:
Finish going online and do not save the data changes made offline
Choose this option when you are unable to fix or change errors, for example, if you no longer have access to a record or the record has been deleted. You can also choose this option if you've made minor changes that can be discarded or updated later.
Important Discarding changes made while offline does not revert those changes. You will need to revert those changes manually.
Stay offline and try to fix the errors so all the data will synchronize
Choose this option if you want to attempt to fix the errors by using the information provided in the Synchronizing Microsoft Dynamics CRM Data dialog box. Any data entered or changed after you went offline will be lost. If you know which records you have added or changed, you can print them out so you can reenter the data later.
Resolving Possible Duplicate Records If duplicates are detected during synchronization, you can resolve them.
More information: Check for Duplicates
2. Click OK to continue.
. The Synchronizing Microsoft Dynamics CRM Data dialog box will appear again. If the problem cannot be fixed, use the Web application to open the server version of the records that caused synchronization errors. Compare changes between each server version and the version you have in
Microsoft Dynamics CRM for Outlook, and make your changes to the server version. When all the server versions of the items have been updated, go online and discard the changes you made offline.
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