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Set up CRM for Outlook

If your organization uses Microsoft Outlook to manage email, appointments, contacts, and tasks, you may want to consider using Microsoft Dynamics CRM for Outlook. You can use CRM for Outlook to access Microsoft Dynamics CRM data while you're working within the familiar Outlook interface.

CRM for Outlook can also provide access to CRM data while you're offline.


Important

If you're using Microsoft Dynamics CRM 2011 (on-premises), don't update to the Microsoft Dynamics CRM 2013 for Outlook client; continue to use the CRM 2011 for Outlook client.

If you're using CRM 2013 (on-premises) or CRM Online, you can upgrade to the CRM 2013 for Outlook client or you can use the CRM 2011 for Outlook client if you're not ready to upgrade yet. If you use the CRM 2011 for Outlook client with CRM 2013 or CRM Online, you can't use the Outlook client in Offline mode, however. We recommend that you update to the CRM 2013 for Outlook client at your earliest convenience.


Step 1: Review installation prerequisites

Logging on as a Local Administrator

  • To install CRM for Outlook, you must be able to log on to your computer as a user with Local Administrator privileges.


    Note

    In smaller companies, CRM for Outlook is often installed manually, on a computer-by-computer basis. Administrators or individual users who have Local Administrator privileges and who possess a general familiarity with installing software can do these installations.


Software requirements

Hardware and network requirements

Installing updates

  • Install all the latest Microsoft Office updates, including all security updates, from Microsoft Update. Go to Microsoft Update.

Step 2: Install CRM for Outlook


Important

Before you or your users install CRM for Outlook, make sure you have completed your desired CRM customizations. If your users will use CRM for Outlook in Offline mode, for best performance, enable only the minimum required record types (entities) and views for offline use. See the Customization Guide for more information.


  1. Run the Microsoft Dynamics CRM 2013 for Outlook Setup Wizard to install CRM for Outlook. You can start the wizard from any of the following:

    • From the message bar in CRM: In the CRM user interface, click or tap Get CRM for Outlook on the message bar. If you see one or more Security Warning dialog boxes, click or tap Run in each.

    • From the web: Go to the download page, and then download and run the appropriate executable file (32-bit or 64-bit), depending on your system and the version of Outlook you use.

    • From a DVD: Double-click SetupClient.exe in the appropriate Microsoft Office installation folder (32-bit or 64-bit).

  2. In the Browse For Folder dialog box, select a folder to store the extracted Outlook files. We recommend that you store the extracted files in a separate folder (choose the Make New Folder option in the dialog box to create a folder without exiting the wizard).

  3. On the License Agreement page, if you accept the license agreement, select I accept the license agreement, and then click or tap Next.

  4. If the Get Recommended Updates page appears, indicate whether you want to automatically obtain updates through Microsoft Update, and then click or tap Next.


    Note

    How the Outlook software is updated depends on how your CRM administrator handles updates from Microsoft Update.


  5. In the Select the installation page, do one of the following:

    • To install CRM for Outlook with offline capability, click or tap Options, select the Offline Capability check box on the Customize Installation page, and then click or tap Install Now. If you don't install offline capability during installation, you can add it later by clicking Go Offline in CRM for Outlook.


      Important

      If the Microsoft Dynamics CRM Online Spring '14 update or Microsoft Dynamics CRM 2013 Service Pack 1 has been installed and applied on your system, you won't see any of the new features when you go offline if you haven't upgraded to the new Outlook client. Read more about upgrading to the latest client.

      Group Policy Folder Redirection with offline files is not supported in CRM for Outlook. If your CRM data is stored with redirected offline files, users may be unable to use CRM for Outlook.


    • To install CRM for Outlook without offline capability, click or tap Install Now.

      CRM installs CRM for Outlook. You may need to restart your computer to complete the installation.

  6. On the final page of the wizard, click or tap Close.

Step 3: Configure CRM for Outlook

You must configure CRM for Outlook after installing it. When you restart Outlook after installing, the Configuration Wizard starts automatically.


Note

If the Configuration Wizard doesn't start automatically, in the Start screen, search for Configuration Wizard and run it. In earlier versions of Windows, click or tap Start > All Programs > Microsoft Dynamics CRM, and then click or tap Configuration Wizard. You can also click or tap Configure Microsoft Dynamics CRM for Outlook on the CRM tab in Outlook.


  1. In the Configuration Wizard, you'll see a Server URL drop-down list. Click or tap the arrow next to the drop-down list, and then do one of the following:

    • To connect to a CRM Online organization, select CRM Online. If you don't know if you're using the online or on-premises version of CRM, look in your browser at the web address for Microsoft Dynamics CRM. If the web address contains “dynamics.com” after the name of your organization, you're using the online version. Otherwise, it's the on-premises version.

    • To connect to a CRM 2013 (on-premises) organization, there are two types of URLs, depending on whether your computer is connected to the Internet or not:

      1. For internal deployments (not connected over the Internet), type the Microsoft Dynamics CRM server or discovery service URL using the following format: http://crmserver or http://crmserver:5555.

      2. To connect over the Internet, use the discovery service URL using the following format: https://dev.crmserver.contoso.com.


        Note

        If you're unsure of what url to use, check with your CRM administrator.


  2. Click or tap Test Connection. This adds organizations to the Organization Information list. If you're prompted for credentials, select from the following options:

    • For a CRM Online organization, do one of the following:

      1. If your organization connects through Office 365, enter your Microsoft online services user name and password, and then click or tap OK. This information was sent to you in email when your account was created.

      2. If you're connecting with an earlier online services platform, enter your Microsoft account (formerly Windows Live ID) and password, and then click or tap OK. This information was sent to you in email when your account was created.

    • For a CRM on-premises organization, you may not be prompted because CRM uses your Active Directory domain credentials.

  3. In the Organization list, select the CRM organization you want to connect to, and then click or tap OK. Then click or tap Close.


    Tip

    If you have problems installing and configuring CRM for Outlook, try the Configuration Troubleshooting Wizard.


Step 4: Read about privacy

To use CRM for Outlook, you must sign in with your credentials (an email address and password). You may choose to save this information locally so that you aren't asked for your credentials each time you open Outlook. If you choose to save this information, CRM for Outlook will automatically connect to Microsoft Dynamics CRM every time you open Outlook.

After the first time you sign in and use CRM for Outlook, the connection between your computer and CRM will always be open when you have access to the Internet. You may choose to turn off the connection between your computer and CRM by setting an option. If you turn off the connection, CRM for Outlook may exhibit decreased performance.

If you use CRM for Outlook to track email, the email thread will be visible to users in your organization who have permission to view it.

For every email you receive, CRM for Outlook will send CRM the sender's email address, the recipient's email address, and the subject line of the message. This enables CRM to validate whether any particular mail should be stored by the CRM service. When you track an item, a copy of that item will be maintained by the CRM service and will be visible to other users in your organization who have the right permissions. When you untrack an item, that copy is automatically deleted from the CRM service only if you own the item.

 
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