Key steps to get started with Microsoft Dynamics CRM for Outlook

Microsoft Dynamics CRM for Outlook is an add-in for Outlook that you install on your computer. Microsoft Dynamics CRM for Outlook brings Microsoft Dynamics CRM into the everyday Outlook experience by displaying the Microsoft Dynamics CRM areas as folders in the Outlook Navigation Pane. With a few exceptions, this add-in makes all the Microsoft Dynamics CRM functionality available to you, including setup and configuration features.

Key steps

1. Download and install Microsoft Dynamics CRM for Outlook on your desktop or laptop computer

   Go to Microsoft Dynamics CRM for Outlook from the Microsoft Download Center at Microsoft Dynamics CRM 2011 for Microsoft Office Outlook, review the requirements, and then download the add-in. Follow the instructions on that page to complete the installation.

   Tip

   In the Microsoft Dynamics CRM Web application, click Get CRM for Outlook to download and install Microsoft Dynamics CRM for Outlook.

2. Configure Microsoft Dynamics CRM for Outlook

   Automatically start the Microsoft Dynamics CRM for Outlook Configuration Wizard:

   • After completing the installation, restart Outlook.

   - OR -

   Manually start the Microsoft Dynamics CRM for Outlook Configuration Wizard:

   On the Start menu, click All Programs, click Microsoft Dynamics CRM, and then click Configuration Wizard.

   You will need the Web address (URL) of your organization's installation of Microsoft Dynamics CRM. If you use the Web application, it is usually the same Web address. Contact your system administrator, if you do not know the Web address.

   Unless otherwise instructed by your system administrator, do not change any options.

3. Access Microsoft Dynamics CRM through new CRM toolbars, menus, and folders in Outlook

   After you configure Microsoft Dynamics CRM for Outlook and restart Outlook you can access Microsoft Dynamics CRM features, tools, and information:

   • The Navigation Pane displays your organization, your Microsoft Dynamics CRM folders (such as Workplace), and your Microsoft Dynamics CRM data.
   • Outlook 2007 has a CRM menu that provides access to additional Microsoft Dynamics CRM features and options. This includes your personal options, synchronization, and Microsoft Dynamics CRM Help.

     Outlook 2010 has a CRM tab on the ribbon and in the Outlook Backstage view.

   • You can quickly access many Microsoft Dynamics CRM features through the CRM toolbar in Outlook 2007, or the CRM tab in Outlook 2007. You can quickly:
     • Create new activities and records
     • Synchronize data
     • Go offline or online with Microsoft Dynamics CRM
     • Access the Advanced Find feature, which you use to create queries to search for information in Microsoft Dynamics CRM
   • Individual Outlook e-mail messages, appointments, and tasks include a CRM group with commands that enable you to:
     • Convert e-mail messages, appointments, and tasks to other types of Microsoft Dynamics CRM records
     • Add links to other Microsoft Dynamics CRM records through connections
     • Open the record of the selected item in Microsoft Dynamics CRM

     Individual Outlook items, such as e-mail messages or appointments. also include a Microsoft Dynamics CRM pane that provides a quick way to open the linked Microsoft Dynamics CRM record, and displays information about whether the item is tracked in Microsoft Dynamics CRM.

4. Set your e-mail options in your Microsoft Dynamics CRM for Outlook personal options

   If your organization uses workflow, mail merge, or other automated system jobs, you need to set your personal options to allow Microsoft Dynamics CRM to use Microsoft Dynamics CRM for Outlook to send an e-mail message in your name.

   1. If you have Microsoft Office Outlook 2007 installed:
      • On the CRM menu, click Options.

      - OR -

      If you have Outlook 2010 installed:

      • Click File, click the CRM tab, and then click Options.
   2. In the Set Personal Options dialog box, click the E-mail tab. Select the Allow Microsoft Dynamics CRM to send e-mail using Microsoft Dynamics CRM for Outlook check box.
5. Get your Outlook contacts into Microsoft Dynamics CRM

   To track contacts in Outlook:

   • Open one contact record or select several contact records. Then, depending on whether you have Microsoft Office Outlook 2007 or Microsoft Outlook 2010 installed, and whether you open one or several contact records, click Track or Track in CRM. If you want to include the company that is listed in the Outlook record as the parent account record in Microsoft Dynamics CRM, set this on the Synchronization tab.

     More information: Set synchronization options in Microsoft Dynamics CRM for Outlook.

   - OR -

   Use the Add Contacts Wizard

   • To start the wizard, if you have Outlook 2007 installed, on the CRM menu, click Add Contacts.
   • If you have Outlook 2010 installed, click File. Click the CRM tab. Click Import Contacts, and then click Add Contacts. If you want to include the company that is listed in the record as the parent account record in Microsoft Dynamics CRM, set this in the wizard.

     More information: Adding Outlook contacts to Microsoft Dynamics CRM with the Add Contacts wizard

6. Track Outlook tasks as Microsoft Dynamics CRM activities

   In Outlook, open one task or select several tasks in the list of tasks, and then click the Track button.

   In an open task, you can click the arrow on the Track button to select the type of Microsoft Dynamics CRM activity record, such as a letter, that is created in Microsoft Dynamics CRM and linked to the task item. Otherwise, Microsoft Dynamics CRM tracks the task as a Microsoft Dynamics CRM task.

7. Set and view the Microsoft Dynamics CRM regarding record from Outlook

   After you have tracked a record (contact, e-mail message, or task), click Set Regarding to look up and link it to another Microsoft Dynamics CRM record. This can be an account or case. In the Microsoft Dynamics CRM pane, click the link next to Regarding to open the Microsoft Dynamics CRM record.

   If you click the wrong record, click Set Regarding to choose a different record.

8. Access Microsoft Dynamics CRM e-mail addresses from the Microsoft Dynamics CRM for Outlook

   When creating a new e-mail message in Outlook, click To to open the Address Book. E-mail addresses from your Microsoft Dynamics CRM records are listed in the Address Book.

   In the Address Book list, first select the Microsoft Dynamics CRM record type to filter the list. Then, click the e-mail address that you want.

If you upgraded from Microsoft Dynamics CRM 4.0 for Outlook

• The Settings area and the Service Calendar area are available in Microsoft Dynamics CRM for Outlook. Most Microsoft Dynamics CRM features are available in the Microsoft Dynamics CRM for Outlook Navigation Pane.

Related Links

Import your Outlook contacts into Microsoft Dynamics CRM

Configure Microsoft Dynamics CRM for Outlook