Microsoft Dynamics CRM can synchronize your existing contacts from the Microsoft Dynamics CRM server so they appear in your Outlook contacts file. However, as you continue to work with the system, you will want to create and track new contact records. To create contacts in Outlook and track them in Microsoft Dynamics CRM, create the record in Outlook as you normally would, click the Track In CRM button, and then save the contact. Doing so creates the contact record in Microsoft Dynamics CRM and includes the record as part of future data synchronizations. When creating contacts in Outlook, you also can link the contact record to a parent account in Microsoft Dynamics CRM by clicking the Set Parent button in the Contact menu bar in Outlook.
Troubleshooting
Filling out the Company field in the Outlook contact record does not automatically link the contact to that company’s account record in Microsoft Dynamics CRM. For new contacts that you create in Outlook and track in Microsoft Dynamics CRM, you must explicitly link the record to a parent account.
As is the case when you create a contact in the Web client, when you create a new contact in Outlook, track it in Microsoft Dynamics CRM, and link it to an existing parent account, the mapped fields (such as address and phone) in the contact record do not automatically update with information from the parent account. However, if you link a contact to a parent account from Microsoft Dynamics CRM, Microsoft Dynamics CRM for Outlook can save the parent account name in the Company field on the Outlook contact.
Tip
Microsoft Dynamics CRM for Outlook allows you to decide whether you want the Microsoft Dynamics CRM parent account to overwrite the Company field in Outlook. To update this preference, click the CRM menu in Outlook and select Options. On the Synchronization tab of the Options window, locate the Update The Company Field For Outlook Contacts section and select the check box if you want to automatically update the Company field with the parent account name.
When you track a contact in Microsoft Dynamics CRM, you can access additional information about the record from Outlook by clicking one of the following links in the contact record’s menu bar:
View In CRM opens the contact record in the Microsoft Dynamics CRM Web client. This allows you to view all of the details and related records that you’re tracking in Microsoft Dynamics CRM.
View Parent opens the account record of the parent record. Typically, the parent is the company for which the contact works.
In this exercise, you will create two new contacts (one from Outlook and one from the Web client) to see how the different options impact the contact data. You will also update the contact records and manually kick off the synchronization process.
Note
USE the Sonoma Partners account record you created in Chapter 3. If you cannot locate the Sonoma Partners record in your system, select a different account record for this exercise.
BE SURE TO start Outlook with Microsoft Dynamics CRM for Outlook installed, if necessary, before beginning this exercise.
In the Outlook menu bar, click the New button, and select Contact to open the new contact form.
Click the Track in CRM button.
Click the Set Parent button, and then select Account.
A Microsoft Dynamics CRM lookup window opens.
In the text field, enter Sonoma Partners, and then press the
key to search for the account in Microsoft Dynamics CRM. Select the appropriate account in the results, and then click OK.The Sonoma Partners account name appears in the Company field of the Chris Perry Outlook contact.
Click the Save button.
This record is now tracked in Microsoft Dynamics CRM, as indicated by the selected Track In CRM button.
Close the contact.
Open Windows Internet Explorer and browse to the address of your Microsoft Dynamics CRM system.
Navigate to the account records and open the Sonoma Partners account or other parent account selected in step 5.
In the navigation pane, click Contacts.
The Chris Perry record appears linked to this account.
Double-click the Chris Perry record to open it. In the Business Phone field, enter (312) 555-1212.
Click the Save and Close button.
Microsoft Dynamics CRM closes the window and returns you to the list of contacts associated with the account.
In the grid toolbar, click the New Contact button to launch the New Contact form.
In the First Name field, enter Jose. In the Last Name field, enter Curry.
Note that, because you created this contact from the account, the contact record includes the mapped address fields from the parent account record.
Click the Save and Close button.
In Outlook, click CRM in the menu bar, and select Synchronize in CRM.
A window opens, indicating that Microsoft Dynamics CRM for Outlook is updating data.
In the Outlook menu, click Go, and select Contacts. In the search box, enter Jose Curry.
The contact you created in the Web client now appears in your Outlook file (with the mapped fields from the account).
In the search box, enter Chris Perry.
Outlook shows the Chris Perry record, which now includes the phone number that you entered in the Web client.
