Microsoft Dynamics® 365 Integration with Outlook- Technical Document
Dynamics 365 can be integrated with Outlook, so that the CRM Data/Entities are accessible from the Outlook App for Dynamics. This seamlessly integrates both Microsoft Products.
Prerequisites for the Integration
Below are the required items to put in place for the integration:
· Enable the Outlook App for Dynamics 365
· System settings enabling from Advanced Settings in CRM
How to Configure Dynamics CRM and Outlook Integration
This integration involves a set of steps to connect the Dynamics CRM Instance to Microsoft Outlook. Please follow the steps below:
- Follow this path on your Dynamics 365 CRM Instance: Settings > Administration > System Settings > Synchronization Tab. Click on the checkbox mentioned in the screenshot below.
2. Enable the Dynamics 365 App for Outlook, navigate to Advanced Settings > Apps for Microsoft Dynamics 365 > Click on Microsoft Dynamics 365 App for Outlook.
3. After adding the Dynamics 365 App for Outlook, it is essential to complete one more setting from Dynamics CRM. Navigate to Advanced Settings > Email Configuration > Mailboxes, as shown in the screenshot below.
4. Follow the highlighted settings in the below screenshot to enable the Server-Side Synchronization. Also, make sure to approve the email (Global Admin can only perform Approve Email for any user). Once you finish, click on Test & Enable Mailbox.
When you finish the Server-Side Synchronization, the user settings will look like the screenshot below.
5. Open Outlook, and you can see the Dynamics 365 icon at the top.
Click on the Dynamics 365 Icon in Outlook, and it will open a pane on the right side of Outlook. Users can pin it to show always or as and when required.
Dynamics 365 App for Outlook Features
The Dynamics 365 App for Outlook has a specific set of user features such as:
1) Tracking emails from Outlook within Dynamics CRM: This feature works for the selected email. The CRM application follows the email, and the email is visible in the CRM users’ Activities Tab.
2) Creating Contacts, Accounts, and Custom entities from Outlook: Instead of going back and forth between both platforms, you create relevant contacts, accounts, and custom entities in one location.
3) Creating Appointments and Tasks from Outlook: Any appointments and tasks you set from Outlook thatautomatically sync with the Dynamics CRM Activities. Once the integration is enabled, you can create Appointments & Tasks from Dynamics CRM for specific users. You can sync in the users’ Outlook Calendar.
(Note: Calendar syncing takes a bit of time. It’s not synchronous.)
Select a team “Public” or “Private.”
Below screenshots show the different features of the Dynamics 365 App for Outlook.
Entities available once we click on the + button, as seen in the above screenshot
Click on Activities after clicking the + sign, and it will show the activities to create from Outlook.
Dynamics 365 App for Outlook user management
Enabling and Disabling of Users from the Dynamics 365 App for Outlook from within the CRM.
Navigate to Advanced Settings > Click on Dynamics 365 App for Outlook. You can then select the users you want to enable in Outlook.
As shown in the above screenshot,
4. User Accounts for Setup
The below users and accounts need both Dynamics CRM and MS Teams accounts.
5. Limitation of this Integration
Currently, only the OOTB features listed above in features work in the integration.
Conclusion
If you are looking to improve the connection between Outlook and Dynamics 365, then hopefully the steps listed above can help you in this quest. If you have additional questions, please feel free to contact us for a free 1-hour consultation.
