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Set address book options in Dynamics 365 for Outlook

WithMicrosoft Dynamics 365 for Outlook, when you compose an email message or set up a meeting, you can search for a Dynamics 365 contact directly from the To field of the email message or appointment. By default, only the contacts that are synchronized with Dynamics 365 for Outlook and other record types that you own (such as accounts and leads) appear in the address book. Use this process if you want to synchronize all Dynamics 365 contacts, including contacts that you don’t own or to synchronize additional record types that you don’t own.


Note

The address book synchronizes with Dynamics 365 automatically when you start Dynamics 365 for Outlook, and then once every 24 hours.


  1. In Dynamics 365 for Outlook, choose File, and then choose Dynamics 365 > Options.

  2. In the Set Personal Options dialog box, choose the Address Book tab.


    Note

    This tab is not available in the Dynamics 365 web application.


  3. For Contacts, select one of the following:

    • Match only against contacts synchronized to Microsoft Dynamics 365. This option is selected by default. Leave as is if you only want to be able to access the contacts that are synchronized through the online synchronization filters. More information:  Choose the records to synchronize between Dynamics 365 and Outlook or Exchange

    • Match all contacts in Microsoft Dynamics 365. Select this option if you want all Dynamics 365 contacts to be available in the address book.

  4. For Other record types, select one of the following:

    • Do not match. Select this option if you do not want to sync other record types, such as accounts or leads.

    • Match only the items I own. This is the default option. Leave as is if you don’t want to sync additional record types that you don’t own.

    • Match all items in Microsoft Dynamics 365. Select this option if you want to sync all record types, including record types you don’t own.

  5. If your address book is slow or if there are record types you want to exclude from your address book, under Change the record types being synchronized to your Address Book, choose the Select or change the values for this field button .

  6. Add or remove record types, and then choose OK.

  7. To save your changes and close the dialog box, choose OK.

Privacy notices

To use Microsoft Dynamics 365 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, Dynamics 365 for Outlook will automatically connect to Microsoft Dynamics 365 (online) every time you open Outlook.

After the first time you sign in and use Dynamics 365 for Outlook, the connection between your computer and Dynamics 365 (online) will always be open when you have access to the Internet. You may choose to turn off the connection between your computer and Dynamics 365 only by using a configuration setting, but if you do turn off the connection, Dynamics 365 for Outlook may exhibit decreased performance.

If you use Dynamics 365 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, Dynamics 365 for Outlook will send Dynamics 365 (online) the sender’s email address, the recipient’s email address, and the subject line of the message. This allows Dynamics 365 (online) to validate whether or not a particular mail should be stored by the Dynamics 365 (online) service. When you track an item, a copy of that item will be maintained by the Dynamics 365 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 Dynamics 365 (online) only if you own the item.

If you use Microsoft Dynamics 365 (online), when you use the Sync to Outlook feature, the Dynamics 365 data you are syncing is “exported” to Outlook. A link is maintained between the information in Outlook and the information in Dynamics 365 (online) to ensure that the information remains current between the two. Outlook Sync downloads only the relevant Dynamics 365 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 Dynamics 365 data to Outlook by using security roles.