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Use a wizard to add and track multiple Outlook contacts in CRM for Outlook

To keep all your customer info organized and accessible within Outlook, you'll probably want to link your Outlook contacts to Microsoft Dynamics CRM so you can track customer-related messages, appointments, and tasks in one place.

You'll use the Add Contacts wizard to bring in your contacts and link them to Microsoft Dynamics CRM.

After your contacts are linked, in Outlook you'll see the email, tasks, and appointments associated with any Microsoft Dynamics CRM contact or account.

In Microsoft Dynamics CRM, when you view details for a contact or account, you'll see any associated email messages, appointments, or tasks in the list of activities.

Step 1: Get ready

Before you add your Outlook contacts:

  • If you haven't already, install CRM for Outlook. For steps, see Set up CRM for Outlook.

  • For best results, make sure your Outlook contact data is as complete and accurate as possible. Fill in any missing info, and verify that people's names are spelled correctly.

  • Because you will have the opportunity to “map” the company names in your Outlook contact list to an account name in Microsoft Dynamics CRM, make sure the accounts have the same spelling in both applications.

Step 2: Run the wizard

  1. Start the Add Contacts wizard.

    If using Outlook 2010

    1. Click or tap File > CRM > Import Contacts > Add Contacts.

    If using Outlook 2013

    1. Click or tap File > CRM > Import Contacts > Add Contacts.

  2. Click or tap Next.

  3. Confirm the folder where your Outlook contacts are stored, and then click or tap Next.


    Note

    • The wizard determines the folder, usually called Contacts. You can select or clear subfolders in the Contacts folder.

    • If you allow someone else to manage your email (called a “delegate”), you can't add contacts from that person's contacts folder.


  4. Select how to group your contacts. The groups are:

    • Company Name. Group the contacts by the matching account name in Microsoft Dynamics CRM. The wizard lists the number of contacts associated with each account. Click or tap the link to verify the list of names for each account.

    • Email Domain. Group the contacts by email domain. The email domain is the part of the address after the @ symbol. For example, in the email address someone@example.com, "example.com" is the domain. Click or tap the link to verify the list of names in each domain.

    • Categories. Group the contacts by the category you use to organize contacts in Outlook, if applicable. Click or tap the link to verify the list of names for each category.

    If you don't want to add all the groups, clear the check boxes to the left of any groups you don't want.


    Note

    The Number of Contacts column displays a color to indicate how many of the contacts are already linked to Microsoft Dynamics CRM:

    • Green. All of the contacts are already in Microsoft Dynamics CRM.

    • Yellow. More than 50% of the contacts are already in Microsoft Dynamics CRM.

    • Red. At least one contact is already in Microsoft Dynamics CRM.



    Tip

    You may find that the groupings have many variations if the company names don't match exactly. If so, it may be best to cancel the wizard, correct the company names in Outlook, and then run the wizard again.


  5. Verify that Use Company Name to be the Account is selected (recommended). Otherwise, if you want to associate an account name with each contact later in Microsoft Dynamics CRM, clear this check box.

  6. Select Track all communications for added contacts to track the messages, appointments, and tasks associated with these Outlook contacts in Microsoft Dynamics CRM.

  7. To manually select the accounts to associate the contacts with, click or tap Advanced. In the Set Account column, click or tap the row for the contact. From the drop-down list, select one of the following:

    • Leave the field blank (Not Set) to associate the contacts with an account later in Microsoft Dynamics CRM.

    • Select Use Company Name to associate the contacts with a Microsoft Dynamics CRM account using the company name.

    • Select Pick Existing Account, select an account or contact, and then click or tap OK.

  8. In the Include Communication column, clear the check box for any grouping you don't want to track email messages, appointments, or tasks in Microsoft Dynamics CRM.

  9. Click or tap Add Contacts.

  10. Review the Summary page and view any errors, if applicable. Then, click or tap Close.

Applies To

CRM Online

CRM 2013 on-prem

 
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