To delete or not to delete
How Microsoft Dynamics CRM for Outlook handles deleted records
Published: January 1, 2008
Microsoft Dynamics CRM for Microsoft Office Outlook allows you to link Outlook records to Microsoft Dynamics CRM records so that the two records are kept up-to-date with changes made to either one. While working with Outlook it can be confusing when trying to understand why deleting a record in Microsoft Dynamics CRM doesn't delete the linked record in Outlook.
When you delete a linked record, such as a contact, task, or appointment in Outlook, or in Microsoft Dynamics CRM, one of two things can happen:
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The linked record is deleted also.
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The linked record remains, but the link is broken and future changes are not synchronized.
The following list of rules and tables explain the results of deleting records in either Microsoft Dynamics CRM or Outlook.
On This Page
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List of rules |
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Table of examples |
List of rules
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A contact deleted from Microsoft Dynamics CRM will be deleted from your Outlook if you are the contact owner
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A contact deleted from Microsoft Dynamics CRM will never be deleted from Microsoft Dynamics CRM
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A pending task or activity deleted from either Microsoft Dynamics CRM or Outlook is deleted from both
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A pending appointment in Outlook will be deleted from Microsoft Dynamics CRM only if it is deleted by the owner or organizer
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Completed tasks and appointments, or activities, are not deleted from Microsoft Dynamics CRM, but the link is broken
Generally, the rules attempt to minimize the possibility of unintended actions, such as deleting someone else's contact from Outlook, working on tasks that are no longer valid, or deleting archived items.
Table of examples
Records deleted from Microsoft Office Outlook
This table explains what happens in Microsoft Dynamics CRM to records that are deleted from Outlook.
| Type of record deleted | What happens to the linked record in Microsoft Dynamics CRM |
|---|---|
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Contact |
Contact record remains in Microsoft Dynamics CRM, but the link is broken and any changes from Outlook are not made |
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Past appointment / service activity |
Completed or canceled record remains in Microsoft Dynamics CRM, but link is broken |
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Pending task |
Linked task, letter, or fax deleted from Microsoft Dynamics CRM |
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Past task |
Completed or canceled task, letter, or fax remains in Microsoft Dynamics CRM, but the link is broken |
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Pending e-mail |
Pending e-mail deleted from Microsoft Dynamics CRM, but link is broken |
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Sent e-mail |
Linked e-mail activity remains in Microsoft Dynamics CRM, but link is broken |
Records deleted or canceled from Microsoft Dynamics CRM
This table explains what happens in Outlook when you delete records from Microsoft Dynamics CRM.
| Type of record deleted | What happens to the linked record in Outlook |
|---|---|
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Contact |
Deleted from Outlook for non-owners. Remains in owner's Outlook |
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Pending appointment / service activity |
Appointment scheduled to start in the future is deleted from Outlook, if deleted by the owner or organizer, otherwise it is not deleted from Outlook |
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Closed appointment / service activity |
Appointment scheduled to start in the past remains in Outlook |
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Pending task, letter, or fax |
Task not completed in Outlook is deleted |
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Past task, fax, or letter |
Completed task remains in Outlook |
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Pending e-mail activity |
Pending e-mail remains in Outlook, but link is broken |
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Closed (sent) e-mail |
Sent e-mail remains in Outlook, but link is broken |
