Save and link Outlook tasks and appointments in Microsoft Dynamics CRM Online

Can I do this task?

You can save an Outlook unassigned task, nonrecurring appointment, and meeting request as a new Microsoft Dynamics CRM Online record. You can link a newly-saved Outlook record to a Microsoft Dynamics CRM Online record, such as an account or contact. You can also create a new Microsoft Dynamics CRM Online record that links to the saved Outlook record.

1. Start Outlook. (Microsoft Dynamics CRM Online for Outlook must be installed.)
2. In the Outlook calendar, select one or more appointments, meeting requests, or tasks that you want to add to Microsoft Dynamics CRM Online. You can select up to 20 records of the same record type at a time.
3. Save Outlook tasks as Microsoft Dynamics CRM Online tasks
   • On the Microsoft Dynamics CRM toolbar, click Track in CRM.

     In the Outlook tasks folder, the icons beside the records change to the Tracked in CRM icon . Tasks appear as activities in the Activities area of Microsoft Dynamics CRM Online.

4. Save Outlook tasks as Microsoft Dynamics CRM Online phone calls, faxes, or letters
   • In the Outlook tasks folder, select up to 20 tasks.
   • On the Microsoft Dynamics CRM toolbar, point to Track in CRM, and then click the type of Microsoft Dynamics CRM Online activity you want to create.

     In the Outlook tasks folder, the icons beside the records change to the Tracked in CRM icon . New tasks appear as the selected activities in the Activities area in Microsoft Dynamics CRM Online.

5. You can add information to the new Microsoft Dynamics CRM Online Activity form, open the Outlook item, and then on the Microsoft Dynamics CRM toolbar, click View in CRM. The record opens.

   You cannot edit an activity after it has been closed in Microsoft Dynamics CRM Online, except for sent e-mail messages, which you can update with information about which record the e-mail message relates to.

6. Do one of the following to locate and select a parent record to link to this record:
   • In Microsoft Office Outlook 2003, click Regarding.
   • In Microsoft Office Outlook 2007, click Set Parent or Set Regarding.

Tip

Notes

• In Microsoft Office Outlook 2007, you can remove the link and delete the corresponding record in Microsoft Dynamics CRM Online. Click Track in CRM, and then in the confirmation message, click Yes.
• Duplicate detection Process of automatically identifying potential duplicate records. identifies duplicate records when a record is tracked. Duplicate detection may occur when you synchronize or go back online.

Resolve potential duplicate records.

• If you are not selected as one of the required resources in an appointment or service activity, the activity will not appear in your Outlook calendar after synchronization.
• A task stored in the Outlook default message store, or locations other than the default Microsoft Exchange location, cannot be linked.