[Applies to: Microsoft Dynamics CRM 4.0]

Save and link Outlook e-mail messages as Microsoft Dynamics CRM Online e-mail activities

You can save Outlook e-mail messages as new Microsoft Dynamics CRM Online e-mail activities. You can also set the Regarding field for any newly tracked e-mail activity.

Your administrator can block messages from being saved if they contain attachments of specific file types, such as .exe. Any messages that are stored in locations other than the default Microsoft Exchange location, cannot be linked. After you save your e-mail message as a Microsoft Dynamics CRM Online e-mail activity, the saved message can be accessed by anyone who has access to your activities in Microsoft Dynamics CRM Online.

Start Outlook. (Microsoft Dynamics CRM Online for Outlook must be installed.)
In an Outlook folder, select one or more the e-mail messages you want to add to Microsoft Dynamics CRM Online. You can select up to 20 records at a time.
On the Microsoft Dynamics CRM toolbar, click Track in CRM.
In the Outlook folder, the icons beside the records change to the Tracked in CRM icon . E-mail messages appear as activities in the Activities area of Microsoft Dynamics CRM Online. A sent e-mail message is linked to a closed activity. Use the Closed Activities view to see messages.
To add additional information to the Activity form, open the Outlook item, and then on the Microsoft Dynamics CRM toolbar, click View in CRM. The Microsoft Dynamics CRM Online record form opens.
You cannot edit an e-mail message after it has been sent, except to include which record the e-mail message relates to.
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.
A closed Microsoft Dynamics CRM Online e-mail activity is created when you send an e-mail message.

Tip

Notes

In your personal options, you can set whether replies to tracked messages are also tracked. More information: Set Personal Options
You can also set the same regarding record for multiple records by selecting the records and then clicking Set Regarding or Set Parent, depending on the record type.
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.