Create a task or an appointment in a Microsoft Dynamics CRM form

1. If you have Outlook 2007 installed, on the CRM Toolbar, click New Activity.

   - OR -

   If you have Outlook 2010 installed, click the CRM tab, and then, in the New group, click CRM Activity.

2. Click Task or Appointment.

   By default, the standard Outlook form is used for appointments, so if you want to use Microsoft Dynamics CRM forms for appointments, you must first select settings to use the Microsoft Dynamics CRM forms. If necessary, choose to use Microsoft Dynamics CRM forms for e-mail message activities. Use Microsoft Dynamics CRM forms when creating activities in Microsoft Dynamics CRM for Outlook

   You can choose whether to use Outlook or Microsoft Dynamics CRM forms when you create activities such as appointments, contacts, tasks, and e-mail messages. By default, Outlook forms are used.

   1. If you have Outlook 2007 installed, on the CRM menu, click Options.

      If you have Outlook 2010 installed, click File. Click the CRM tab, and then click Options.

   2. If you want Microsoft Dynamics CRM forms to open for activities, in the Set Personal Options dialog box, on the General tab, select the check boxes for the activities.

      - OR -

      If you want Outlook forms to open for activities, clear the check boxes for the activities.

3. Enter the information that you want. You must enter any required information. In addition, at a minimum, entering information in the following boxes is useful when you or others in your organization refer to the activity later.
   • Subject

     You can quickly sort on the subject when you view activities.

   • Owner

     Microsoft Dynamics CRM automatically fills this box with your name. You can locate and select another owner. The activity appears in their Activity area.

   • Duration

     If this activity is related to a case, make sure that you record the time you spend on the activity in this box. If the case is linked to a contract line, the durations of all the activities for this case are tallied and updated automatically in the related active contract. The total, which includes the totals from any other cases relating to that contract, can be adjusted manually before billing the customer.

   • Due

     Enter the date and time that the activity is expected to take place or be completed. You can quickly sort on the Due field when you view activities.

4. Click Save or Save and Close.

   If records are synchronized between Microsoft Dynamics CRM and Outlook, the tasks and appointments are added to your Outlook task list and calendar, respectively. Appointment reminders are automatically set up in Outlook for 15 minutes prior to the appointment.

Note

To edit a task or appointment, in Microsoft Dynamics CRM, open the item, and then make your changes. In Microsoft Dynamics CRM, in the Navigation Pane, click Workplace. Under My Work, click Activities, and then open the item. Make your changes, and then click Save and Close.