One of the main benefits of Microsoft Dynamics CRM for Outlook is that the system automatically synchronizes your contacts, tasks, and appointments between Outlook and Microsoft Dynamics CRM. If you create a new contact in the Microsoft Dynamics CRM Web client, the system can automatically download a copy of that contact into Outlook. Likewise, if you update a contact’s information (with a new address or phone number, for example) in Outlook, the system updates the Microsoft Dynamics CRM database. If other users of your system synchronize the updated contact to their Outlook file, they receive your updates in the next sync process. This bi-directional update of contact information between Outlook and Microsoft Dynamics CRM means that you and other users can always access the latest information. In addition to synchronizing contacts, Microsoft Dynamics CRM for Outlook can perform a similar update for Outlook appointments and tasks. If you use a mobile device and synchronize it with Outlook, you can access Microsoft Dynamics CRM contacts, appointments, and tasks on your mobile device.
Important
Microsoft Dynamics CRM can also synchronize other activities, such as phone calls, letters, and faxes to Outlook. Because Outlook does not include phone calls, letters, or faxes, the synchronization software copies all of these activities into Outlook as tasks.
Microsoft Dynamics CRM for Outlook does not synchronize all of the contacts, appointments, and tasks from your Outlook file; rather, it synchronizes only the records that you track in Microsoft Dynamics CRM. If you have personal records in Outlook that you do not want to copy into the Microsoft Dynamics CRM database, you do not need to track those records in Microsoft Dynamics CRM. You can determine whether a particular record is tracked in Microsoft Dynamics CRM by opening the record and looking for the Track In CRM button in the CRM group of the record’s menu bar. If the Track In CRM button is clicked, the record will be part of the Microsoft Dynamics CRM for Outlook synchronization process.
In addition, records tracked in Microsoft Dynamics CRM will display a different icon than the standard Outlook icon when you view a list of records in Outlook.
When you first install Microsoft Dynamics CRM for Outlook, the software uses its default settings for the synchronization process. One of these settings sets the system to perform the synchronization process in the background every 15 minutes. This automatic background sync provides you with the convenience of not having to remember to explicitly sync your records. If you want, you can change your options to increase the amount of time between automatic synchronizations, but you cannot make it less than 15 minutes.
Tip
When you are connected to the server, changes made to contacts, tasks, and appointments in Outlook synchronize to the Microsoft Dynamics CRM server when the record is saved. However, changes made to the Microsoft Dynamics CRM server in the Web client will not appear in Outlook until the completion of the next synchronization process.
If don’t want to wait for the next scheduled synchronization interval, you can manually kick off the synchronization process. In this exercise, you will manually synchronize Outlook records with the Microsoft Dynamics CRM server.
Note
BE SURE TO start Outlook with Microsoft Dynamics CRM for Outlook installed before beginning this exercise.
→ | In the Outlook menu bar, click CRM, and then select Synchronize with CRM. |
A progress indicator appears. When the software finishes the synchronization process, the window closes.
See Also
Chapter 3, describes how to create contacts by using the Web client.