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Configure synchronization for appointments, contacts, and tasks

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Applies To: Dynamics CRM 2015

By default, some synchronization between Microsoft Dynamics CRM and Outlook for CRM is disabled so organizations can control what gets synced according to their business requirements. CRM admins can enable synchronization using Settings > Administration > System Settings > Synchronization.

Note

Users should have the latest CRM for Outlook installed.

This topic covers the highlighted settings below.

System Settings Synchronization tab

 

Enable appointment attachment synchronization with Outlook or Exchange

Note

This section applies to message synchronization done through Microsoft Dynamics CRM for Outlook or server-side synchronization. More information: Set up and manage email processing and CRM for Outlook

Users can attach documents, pictures, recordings, etc. to the appointments they create in the CRM web application or Dynamics CRM for Outlook. By default, appointment attachment synchronization is disabled. To enable:

  1. Go to Settings > Administration.

  2. Choose System Settings, then choose Synchronization.

  3. Choose Synchronize appointment attachments with Outlook or Exchange

 

Considerations

  • When you disable attachment synchronization, the attachments will not appear in appointments in CRM but will remain in CRM for Outlook appointments.

  • Recurring appointment attachment synchronization is not supported. When users synchronize recurring appointments with attachments, the attachments do not synch.

  • Attachments could affect synchronization times so you may want to use attachments sparingly if attached to a low bandwidth network.

  • Service activity attachment synchronization is not supported.

Address synchronization for Contacts

Note

This section applies to message synchronization done through Dynamics CRM for Outlook or server-side synchronization. More information: Set up and manage email processing and CRM for Outlook

Admins have two options they can specify for how contact synchronization occurs.

Synchronize mailing address only in Outlook contact

By default, just one Outlook mailing address field is synchronized between CRM and Outlook. This is sufficient for most organizations.

Synchronize all three addresses (Business, Home, Other) in Outlook contact

Choose this option to synchronize all three Outlook mailing address fields (Business, Home, and Other fields) between CRM and Outlook.

Warning

Enabling this option can cause data loss if you have existing data. This is due to the remapping of the attributes for existing tracked contacts. We recommend you test this option prior to deployment to understand how the re-mapping affects your environment and your data. In most cases, you should have the full data in one side (normally in CRM) and have them sync to the other side (normally Outlook or Exchange).

More information: What fields can be synchronized between CRM and CRM for Outlook?

Enable synchronization for tasks that are assigned in Outlook

Note

This section applies to message synchronization done through Dynamics CRM for Outlook only. More information: Set up and manage email processing and CRM for Outlook

By default, task synchronization is disabled. User created tasks in Dynamics CRM for Outlook are not synchronized with the CRM web application. To enable:

  1. Go to Settings > Administration.

  2. Choose System Settings, then choose Synchronization.

  3. Choose Synchronize tasks that are assigned in Outlook

 

Considerations

  • Recurring task synchronization is not supported. When users synchronize recurring tasks, the tasks do not synch.

  • The person assigning the task and the person the task is assigned to must be in the same organization.

  • Tasks cannot be synchronized to multiple email addresses.

See Also

Set up CRM for Outlook

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