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Tracking Records from Outlook to Dynamics CRM

Post Author: HCLTech |

One of the most popular features of Microsoft Dynamics CRM is its native integration to Outlook. With the CRM add-on in Outlook, users are instantly able to sync their appointments to their calendar, their tasks and phone calls to their task list, and their e-mails into their inbox. Users can create a record in Outlook and push it to CRM with the Track/Untrack button in the ribbon, and records created in CRM are automatically synced back to Outlook.

Tracking Records from Outlook to Dynamics CRM

When creating an e-mail, a user can quickly add an E-mail Template, Article, or Sales Literature from CRM:

Tracking Records from Outlook to Dynamics CRM

When receiving an e-mail, a user can quickly convert the e-mail to a case. This is extremely beneficial when a customer reports an issue, allows the e-mail recipient to quickly report to the issue to the appropriate team for resolution, and immediately tracks the issue within the Dynamics CRM system.

Tracking Records from Outlook to Dynamics CRM

As you can see, you are also able to quick convert an e-mail into an opportunity or lead. The ease of use, and speed at which a user can convert these e-mails, will help get data into the CRM system, minimizing the chance of losing valuable information or missing out on a great opportunity.

In order to get this functionality, the CRM Add-on must be installed on each user's computer, and configured into their Outlook. PC, Outlook, and other requirements are documented on the Microsoft website, hyper-linked above. If you want more information on this topic or anything else Dynamics related, our blog or CRM Book is the best way to stay up to date!

Happy CRM'ing!


By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

4 comments on “Tracking Records from Outlook to Dynamics CRM”

  1. On paper (and in blog posts) it looks great; and one of the reasons we went with Dynamics, but there are so many unintended consequences to syncing with OL that our vendor has advised us to turn everything but email and calendar off....very disappointing.

    1. Hi JLH - There are some caveats and a good plan needs to be developed to synchronized with outlook for mid and large sized clients. But it can be successfully accomplished. We have many clients using it well. One key item is to have good synchronization rules. The out of the box may not work for everyone and can be very bad if there is a large number of contacts owned by individuals.

      1. Is it possible to completely remove the "Track/Untrack" button? We have created a custom solution for a client that incorporates a customized Tracking button, though we still
        need to disable the default CRM tracking.

  2. Hi. I have a question: Do you know how to configure CRM and Outlook so that emails' "SET REGARDING" is automatically set? Eg recieving a mail from xyz@xyz.com should be set regarding XYZ lead, with the xyz@xyz.com email adress. I know how to set CRM in Outlook so that the recieved emails are automatically set to be tracked, but I don't know how to automatize the "set regarding" action.

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