Save and link Outlook e-mail messages as Microsoft Dynamics CRM e-mail activities

Can I do this task?

You can save Outlook e-mail messages as new Microsoft Dynamics CRM e-mail activities. You can also set the Regarding field for any e-mail activity.

Your administrator can block messages from being saved if they contain attachments of specific file types, such as .exe files. Any messages that are stored in locations other than the default Microsoft Exchange location cannot be linked. After you save your e-mail message as a Microsoft Dynamics CRM e-mail activity, the saved message can be accessed by anyone who has access to your activities in Microsoft Dynamics CRM.

1. Start Outlook. (Microsoft Dynamics CRM for Outlook must be installed.)
2. In an Outlook folder, select the e-mail messages that you want to add to Microsoft Dynamics CRM. You can select up to 20 records at a time.
3. If you have Outlook 2007 installed, on the CRM toolbar, click Track in CRM.

   If you have Outlook 2010 installed, in the CRM group, click Track.

   In the Outlook folder, the symbol beside the records changes to the Tracked in CRM icon . E-mail messages appear as activities in the Activities area of Microsoft Dynamics CRM.

4. To add more information to the Microsoft Dynamics CRM e-mail activity form, open the e-mail message in Outlook, and then, in the CRM group, click View in CRM. The Microsoft Dynamics CRM record form opens.

   You cannot edit an e-mail message after it has been sent, except to include the record to which the e-mail message relates.

5. To link the e-mail message to a Microsoft Dynamics CRM record, such as an account or contact, click Set Regarding.

   Tip

   Click Regarding, Set Regarding, or Set Parent first, and Track in CRM is automatically activated.

Notes

• You can set whether replies to tracked messages are also tracked. More information: Set Personal Options
• When Microsoft Dynamics CRM for Outlook is installed, e-mail messages, as well as contacts, appointments, and tasks, include a Microsoft Dynamics CRM pane that displays information about the sender and recipients. An icon is displayed that shows the record type of the sender and recipients in Microsoft Dynamics CRM. The pane also includes links to the parent, regarding, and related Microsoft Dynamics CRM records. Click the links to open the records in Microsoft Dynamics CRM. More information: Tracking Records
• In Outlook, you can remove the link and delete the corresponding record in Microsoft Dynamics CRM. Open the Outlook item. In the CRM group, click Untrack, and then in the confirmation message, click Yes.