Getting your personnel started with Microsoft Dynamics CRM for Outlook
Published: March 5, 2008
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Using Microsoft Dynamics CRM and Microsoft Office Outlook together
Microsoft Dynamics CRM for Microsoft Office Outlook is an add-in for Microsoft Dynamics CRM Online that is installed on a desktop or laptop computer. Microsoft Dynamics CRM for Outlook brings Microsoft Dynamics CRM Online into the every-day Outlook experience by displaying the Microsoft Dynamics CRM Online areas as sub-folders in the Outlook mail folders. With a few exceptions, all of the same functionality is available, including set-up and configuration features.
One of the biggest advantages is that, after the add-in is installed, Microsoft Dynamics CRM for Outlook can send and receive Microsoft Dynamics CRM Online e-mail from Outlook, which simplifies your organization's e-mail setup for Microsoft Dynamics CRM Online. With one click, Outlook e-mail messages can be tracked in Microsoft Dynamics CRM Online and linked to customer records.
To get your personnel started you'll need to do the following tasks:
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Add your team to the list of users.
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Set up user records to manage e-mail with Outlook.
Your personnel then have two tasks to complete:
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Install Microsoft Dynamics CRM for Outlook on their computers.
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Set up their personal options to allow Outlook to send e-mail on their behalf.
Compile a list of people to invite
The minimum information you need, before starting to invite people, is:
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First and last name of each person to be invited
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Valid e-mail address associated with a Windows Live ID, or addresses that can be converted to a Windows Live ID
Read more about Windows Live ID.
Tip
We recommend that your personnel maintain separate Windows Live ID accounts for work and personal use.
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A security role for each person in Microsoft Dynamics CRM Online
(Roles are explained in the following section.)
What are security roles?
A security role is an assigned set of privileges that determines how different types of records can be accessed and what tasks can be completed by one category of employees, such as all salespeople. Everyone in your organization who will be using Microsoft Dynamics CRM must be assigned at least one security role to access the system.
Microsoft Dynamics CRM provides pre-defined security roles for your organization. These security roles can be customized and new roles created after you start using Microsoft Dynamics CRM. Other than System Administrator, no other security role is required, though we do not recommend assigning all of your personnel the System Administer security role.
In addition to the pre-defined roles listed below, there are also roles for vice presidents and business managers who manage the organization at the business-unit and corporate level.
Pre-defined security roles
| Security Role | Description |
|---|---|
|
Sales Manager |
Manages sales activities at the local or team level |
|
Salesperson |
Engages in sales activities at any level |
|
CSR Manager |
Supervises customer-service activities at the local or team level |
|
Customer Service Representative |
Engages in customer-service activities at any level |
|
Marketing Manager |
Manages marketing activities at the local or team level |
|
Marketing Professional |
Engages in marketing activities at any level |
|
Scheduling Manager |
Manages services, required resource, and working hours |
|
Scheduler |
An employee who schedules appointments for services (service activities) |
There is a specific security role for people who customize your system. The System Customizer role does not have access the rest of the application. Once you are signed in to Microsoft Dynamics CRM, you can look up more information regarding security roles in the Help topic "Controlling Data Access."
Add user records
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In the Navigation Pane, click Settings, then Administration.
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On the Actions toolbar, click New. The Add Users wizard opens.
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If you work with more than one business unit, the Select Business Unit dialog box displays. Select the business unit you want to work with, and then click Next.
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On the Select Security Roles page, select one or more security roles, and then click Next.
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On the Add Users page, enter the user information, and then click Add. Repeat this step for all users you want to add, and then click Next.
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If, on the Select Security Roles page, you selected security roles for the new users, you can send an invitation now or send invitations later. Click Create New User.
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If you need to add more users, for example with a different set of security roles, click Add More Users. The wizard will start over.
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After adding all your users, click Close.
Set up users to access e-mail through Microsoft Dynamics CRM for Outlook
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In the Navigation Pane, click Settings, click Administration, and then click Users.
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Double-click a user record. The User form appears.
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Under E-mail Access Configuration, select Microsoft Dynamics CRM for Outlook. E-mail is sent and received with Microsoft Dynamics CRM Online.
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Click Save and Close.
Next steps for individuals
After you set up your personnel to use Microsoft Dynamics CRM for Outlook, you need to inform them that they need to install Microsoft Dynamics CRM for Outlook. If your organization uses workflow or mail merge, to send mail automatically on behalf of users, each person needs to set the personal option to allow Outlook to send e-mail with the personnel's name as the sender.
As a suggestion, create an e-mail template with the following boilerplate. You can send direct e-mail to new users, which they will receive in Outlook. Step-by-step procedures on how to create e-mail templates and send direct e-mail are in the Help. (On the Help menu, click Contents.)
Important
You will need to provide your company URL [yourcompanyURL] for Microsoft Dynamics CRM Online in the e-mail message.
Boilerplate letter
Welcome to Microsoft Dynamics CRM!
To get started using Microsoft Dynamics CRM, you need to do the following tasks:
Accept the invitation
You should have received and accepted an invitation to join Microsoft Dynamics CRM Online for [organization name].
Install Microsoft Dynamics CRM for Outlook
To install Microsoft Dynamics CRM for Outlook, your computer must have one of the following combinations of Microsoft Office and Windows operating systems.
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Windows operating systems: Windows Vista or Windows XP with SP2
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Microsoft Office: Microsoft Office 2007 or Microsoft Office 2003 SP3
Download Microsoft Dynamics CRM for Outlook from the Microsoft Download Center: Microsoft Dynamics CRM Online for Microsoft Office Outlook. Follow the installation instructions.
After the installation is complete, to configure Microsoft Dynamics CRM for Outlook on the Start menu, click All Programs, click Microsoft Dynamics CRM, and then click Configuration Wizard. The Internet address for our organization is [yourcompanyURL].
Set your personal options to allow Outlook to send mail on your behalf
You need to set your personal options so that e-mail can be sent automatically to allow Outlook to send mail for Microsoft Dynamics CRM Online.
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In Outlook, in the Microsoft Dynamics CRM Online menu bar, click Options.
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In the Set Personal Options dialog box, on the E-mail tab, read the security warning and then select the Allow Microsoft Dynamics CRM to send e-mail using CRM for Outlook check box.
To learn more about using Microsoft Dynamics CRM for Outlook, in the Resource Center, read the article: 10 things to know about Microsoft Dynamics CRM for Outlook.
Good luck!
[Your name], System Administrator
