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Overview of tracking records in Outlook

Applies To

Microsoft Dynamics CRM Online

Microsoft Dynamics CRM 2013

CRM for Outlook

Tracking email messages, contacts, tasks, and appointments (including recurring appointments), instantly adds the items to Microsoft Dynamics CRM. You can update the information in both Microsoft Dynamics CRM and Microsoft Dynamics CRM for Microsoft Office Outlook and you can also access it in both because the data synchronizes between the programs.

In CRM for Outlook, you can quickly choose the Outlook items that you want to track or stop tracking. Simply select one or more items to track, or select an item to stop tracking. Be sure to stop tracking items one at a time, rather than stopping tracking on multiple items at one time.

When you track Outlook items, you can perform the following actions:

  • Select the regarding record for one or more items.

  • Set the parent account or contact record for contacts.

  • Add or edit connections.

  • Convert email messages, appointments, meetings, and tasks into Microsoft Dynamics CRM opportunities, leads, and case records.

  • Open the record in Microsoft Dynamics CRM and open the parent and regarding record in Microsoft Dynamics CRM.

  • Create new contact or lead records (with the automatically create contact or lead records option selected).

  • Insert and attach Microsoft Dynamics CRM email templates, articles, and sales literature to email messages.

  • Track tasks as Microsoft Dynamics CRM tasks, phone calls, letters, or faxes.

When you track a new email message, Microsoft Dynamics CRM creates a new email activity record. You can link the email message to other Microsoft Dynamics CRM records if you select a record that the email message is regarding.

You can also automatically create new contact or lead records from email messages and meeting requests. The new contact or lead record contains the email address of the sender or meeting organizer, and the email message or meeting request links to the new contact or lead record.

Depending on the email tracking options that you select, some items may be synchronized with Microsoft Dynamics CRM automatically so that you do not have to select the items to track.

You can track email messages to and from distribution lists, also. If you do not expand the distribution list before you track and save the email message, and if the option that automatically creates new records is selected, a new Microsoft Dynamics CRM record is created for the distribution list.

More information:  Set personal options

What you can do in the Microsoft Dynamics CRM pane with Outlook items

Tracking and synchronization on multiple computers

Delegate access and tracking

How deletion works for tracked items

Synchronizing Microsoft Dynamics CRM and local data

Data loss prevention during the synchronization process

Microsoft Dynamics CRM for Microsoft Office Outlook privacy information

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