To use Microsoft Dynamics CRM for Outlook, you are required to sign in by using your credentials (an email address and password). You may choose to save this information locally so that you are not prompted for your credentials each time you open Outlook. If you do choose to save this information locally, CRM for Outlook will automatically connect to Microsoft Dynamics CRM Online every time you open Outlook.
After the first time you sign in and use CRM for Outlook, the connection between your computer and CRM Online will always be open when you have access to the Internet. You may choose to turn off the connection between your computer and CRM only by using a configuration setting, but if you do 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 Online the sender’s email address, the recipient’s email address, and the subject line of the message. This allows CRM Online to validate whether or not a particular mail should be stored by the CRM Online 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 appropriate permissions. When you untrack an item, that copy is automatically deleted from CRM Online only if you own the item.
If you use Microsoft Dynamics CRM Online, when you use the Sync to Outlook feature, the CRM data you are syncing is “exported” to Outlook. A link is maintained between the information in Outlook and the information in CRM Online to ensure that the information remains current between the two. Outlook Sync downloads only the relevant CRM record IDs to use when a user attempts to track and set regarding an Outlook item. The company data is not stored on the device.
An administrator determines whether your organization’s users are permitted to sync CRM data to Outlook by using security roles.