10 things to know about Microsoft Dynamics CRM for Outlook

Microsoft Dynamics CRM for Microsoft Office Outlook is an add-in for Microsoft Dynamics CRM that is installed on a desktop or laptop computer. Microsoft Dynamics CRM for Outlook brings Microsoft Dynamics CRM into the every-day Outlook experience by displaying the Microsoft Dynamics CRM 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.

On This Page

	10 things to know to get started
	And 2 more things, if you upgraded from Microsoft Dynamics CRM 3.0 for Outlook

10 things to know to get started

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: Microsoft Dynamics CRM 4.0 for Microsoft Office Outlook (On-Premise and Service Provider Editions) , review the requirements, and then download the add-in. From the downloaded files, double-click setup.exe to start the installation.

   Note

   Unless you require offline access, install the version recommended in the installer.

2. Configure Microsoft Dynamics CRM for Outlook

   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. 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 admininstrator, if you do not know the Web address. Unless otherwise instructed by your administrator, do not change any options.

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

   After you configure the add-in and restart Outlook you can access Microsoft Dynamics CRM.

   • A CRM button toolbar is installed in Outlook, which allows you to perform many functions quickly, including creating new activities, records, and Advanced Find. Advanced Find allows you to search Microsoft Dynamics CRM right from the toolbar.

   • In the Outlook standard toolbar, a new CRM menu gives you access to additional Microsoft Dynamics CRM features and options, including your personal options, synchronization, and Help.

   • The Microsoft CRM folders display your Microsoft Dynamics CRM data.

   • A notification icon appears in the notification area of your desktop.

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 using Microsoft Dynamics CRM for Outlook to send e-mail in your name.

   • On the CRM menu, click Options, and then in the dialog, on the E-mail tab, select the Allow Microsoft Dynamics CRM to send e-mail using CRM for Outlook checkbox.

5. Get your Outlook contacts into Microsoft Dynamics CRM

   In Outlook you can either open a contact, or select up to 25 contacts in the list of contacts. Click Track in CRM. If you want to include the company as the parent account in Microsoft Dynamics CRM, you can set the option in your personal options on the Synchronization tab.

6. Track Outlook tasks as Microsoft Dynamics CRM activities

   In Outlook you can either open a task, or select up to 25 tasks in the list of tasks. Click Track in CRM. For a single task, you can click the down arrow in the Track in CRM button, and select which type of Microsoft Dynamics CRM activity that will track the task.

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

   After you have tracked a record (contact, e-mail, or task), click Set Regarding to look up and link the record to another Microsoft Dynamics CRM record, such as an account or case. Click View Regarding to open the Microsoft Dynamics CRM record. If you select the wrong regarding record, click Set Regarding to choose another recrod.

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

   While addressing an e-mail in Outlook, you can click To, and in the Address Book list, select an account, contact, facility/equipment, lead, queue, or users address.

9. Synchronize Microsoft Dynamics CRM for Outlook manually

   As you work in Microsoft Dynamics CRM for Outlook, your changes are synchronized immediately to Microsoft Dynamics CRM, and other users can access the information immediately. However, changes made by other people in Microsoft Dynamics CRM can take up to 15 minutes to synchronize with your Outlook contacts and tasks. If you want to synchronize manually, on the CRM menu, click Synchronize with Microsoft CRM.

10. Identify and fix some issues in Microsoft Dynamics CRM for Outlook

    Diagnostics detects and fixes many problems you may encounter with Microsoft Dynamics CRM for Outlook, including issues with connectivity, Setup, and corrupt data. In some cases, you can also choose to allow the wizard to repair the problem.

    The wizard is installed on your computer when you install Microsoft Dynamics CRM for Outlook.

    • On the Start menu, click All Programs, click Microsoft Dynamics CRM, and then click Diagnostics. To start the wizard, click Run Diagnostics.

And 2 more things, if you upgraded from Microsoft Dynamics CRM 3.0 for Outlook

• The Settings area area is now available in the Microsoft CRM folder.

• The Service Calendar area is now available in the Microsoft CRM folder.

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