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Data Synchronization between MSCRM and Outlook

Post Author: Joe D365 |


How do I control how often and what data is synchronized between CRM and Outlook in Dynamics CRM 2011?


Your Personal Synchronization Options and CRM Outlook Filters control how often and what data is synchronized between CRM and Outlook (Email, Tasks, Appointments, etc.). From Outlook:

Click on File
Click on CRM
Click on Options

Set your personal synchronization options.

1. You can choose to update the Outlook contact company field with the parent account name.

2. In 2011 you can configure Outlook to multiple CRM organizations; however, only one organization can be synchronized with Outlook. This is where you indicate if this is the organization in which you wish to synchronize.

3. This is where you can schedule how often CRM items will synchronize to Outlook. Outlook Tasks and Outlook Calendar Appointments will synchronize with CRM immediately. However CRM Appointment Activities and CRM Tasks will be synchronized with Outlook every 1 minute as you indicated in your personal settings. To force the synch, you can manually synch by clicking on CRM > Synchronize with CRM

You can select which items you want to synchronize by drilling down on the Outlook Filters hyperlink:

Select your filters by selecting and Activating (Green Go Arrow) then click OK

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.

6 comments on “Data Synchronization between MSCRM and Outlook”

  1. How can you choose specific fields in CRM to bring over to Outlook. Like a 2nd phone number or 2nd email?

    1. Hi Brian,
      Yes - you can select old emails in your outlook and click track in crm. There is a limit of i think 10 at a time. I'll double check as this limit could have changed.
      If you are asking of you can use the outlook crm 4.0 client against a crm 2011 server -- yes this works too. However, we only recomend this during upgrades and temporarily as there can be small glitches.

  2. Is there a way to specify what folder contacts would get synced to? IE could I set up a sub folder in contacts called CRM and have them go there? Otherwise they seem to get mixed in "My Contacts/Contacts"

  3. I have created 1 system filter to synchronize Appointment based on my criteria but when i am clicking on "Synchronize with CRM" outlook button then it's giving a SQL error mesage. Just to get some resolution i deactivated Appointment User Filter and now i had only 1 filter for Appointment and that was Custom System Filter. Now i again clicked on Outlook button then this time it's worked, i am really confused why it is happening because i can not deactivate every users "Appointment User Filter" that's why i created system filter to achieve my requirement. Kindly suggest.

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