Microsoft Dynamics CRM 2013 Customer Center
Microsoft Dynamics CRM
Customer Center
Search Microsoft Dynamics CRM 2013 Customer Center

Synchronizing data with Outlook or Exchange FAQ

This topic is prerelease documentation and is subject to change.

What does “synchronization” mean in Microsoft Dynamics CRM for Outlook?

“Synchronization” can mean a few different things when you're synchronizing data between Microsoft Dynamics CRM and Outlook:

  • You can use Microsoft Dynamics CRM for Outlook to track email messages, appointments, contacts, and tasks. When you track an email message, appointment, contact, or task record in CRM for Outlook, a copy of that record is saved as an activity in CRM and synchronized with the Outlook record. You can then view and edit that record in CRM for Outlook or CRM. Tracking in CRM for Outlook is a manual process. This gives you the ability to keep your personal Outlook records separate from your CRM records. More information: Overview of tracking records in CRM for Outlook

  • When you use CRM for Outlook, CRM also automatically synchronizes appointments, contacts, and tasks that you own from the CRM server to your Outlook folders. CRM for Outlook uses online synchronization filters to determine the records to copy from CRM to your local hard drive. You can modify these filters or create new filters. More information: Choose the records to synchronize between CRM and Outlook or Exchange

    If you want to go offline with CRM for Outlook, you can choose the records to take with you by modifying the offline synchronization filters. You can reset these filters every time you go offline so you always have just the data you need. More information: Choose records to work with offline in CRM for Outlook

Is there a way to automatically synchronize CRM email?

Yes, you can set different options to automatically track and synchronize email messages in response to CRM email. You can track all email messages in response to CRM email messages, track email messages only if the sender has a record in CRM, track email messages only if they originate from someone with a CRM lead, contact, or account record, or track email messages from all record types (including custom record types) that contain an email address field. More information: Set an option to automatically track incoming Outlook email in CRM for Outlook

Should I synchronize records through CRM for Outlook or through server-side synchronization?

If you're an administrator, there are two ways to synchronize appointments, contacts, and tasks. You can use CRM for Outlook (also known as “Outlook sync”) or you can use server-side synchronization (also known as “Exchange sync”).

CRM for Outlook is a client application, so users have to have CRM for Outlook open to synchronize data. If you set up server-side synchronization, the synchronization happens directly between the Exchange server and the CRM server, so users don't have to keep CRM for Outlook open.

Synchronizing data through server-side synchronization can also significantly improve the performance of CRM for Outlook, since the burden of synchronizing happens at the server level. More information: Learn more about server-side synchronization and what it has to offer

Can I still track records in CRM for Outlook if I synchronize records through server-side synchronization?

Yes, you can continue to use the Track button or the Set Regarding button to track records after synchronizing through server-side synchronization. These buttons provide a convenient way to push records from Outlook to CRM. Note that records don't get created in CRM immediately; they're created when server-side synchronization processes synchronization for the mailbox.

If I synchronize records through server-side synchronization, what filters are used to determine the records that are synchronized?

Server-side synchronization uses the same filters as CRM for Outlook to determine the synchronizing records. You can modify these filters or create new filters through CRM for Outlook. More information: Choose the records to synchronize between CRM and Outlook or Exchange

How often are records synchronized?

By default, records are synchronized every 15 minutes. You can adjust the synchronization interval through personal options. More information: Set personal options that affect tracking and synchronization between CRM and Outlook or Exchange

If you need to synchronize right away, you can synchronize records manually if you're using CRM for Outlook. More information: Synchronize records manually with CRM for Outlook. If you're synchronizing with server-side synchronization, the Synchronize button is removed from the ribbon.

Can I view or control the fields that are synchronized between CRM and Outlook?

Yes, you can view the synchronizing fields and determine whether fields are synced one way, two way, or not at all. More information: View the fields that are synchronized between CRM and Outlook.

If you're a system administrator or system customizer, you can also control field synchronization and sync direction. More information: Control field synchronization between CRM and Outlook or Exchange


Note

This feature is available if you're using CRM Online and you have installed the 2015 Update, or if you're using CRM 2015.


Do security permissions affect synchronization?

Yes, if a system administrator has implemented security for particular fields or records, it can affect the data that's synchronized between CRM and Outlook or Exchange. More information: How security affects synchronization between CRM and Outlook or Exchange


Note

This is only true if you're using CRM Online and you have installed the 2015 Update, or if you're using CRM 2015.


 
Was this information helpful?