Synchronizing Information

While you are online with Microsoft Dynamics CRM for Microsoft Office Outlook, changes you make to tracked Having created a link between a record in Microsoft Dynamics CRM and Microsoft Office Outlook. Records that are marked for tracking are updated in both applications, including creating new activities. records in Outlook or Microsoft Dynamics CRM are visible to others as soon as you save the record. Changes that others make to Microsoft Dynamics CRM are visible to you after they save the record. Changes that others make to records you are tracking in Outlook may not be visible in Outlook for up to 15 minutes.

If you are working offline, your changes are kept in your local data Data that is available offline and stored on the local computer., which was updated last when you went offline. When you go back online, your changes are made to the Microsoft Dynamics CRM server and are visible to everyone.

The Microsoft Dynamics CRM address book is synchronized separately and on a different schedule.

Synchronizing and Tracking Microsoft Dynamics CRM Data with Outlook

You can set your synchronization options so that incoming and outgoing Microsoft Dynamics CRM e-mail messages are recognized as an e-mail activity.

Track e-mail messages, contacts, tasks, meetings and appointments in Outlook to create a corresponding activity or contact record in Microsoft Dynamics CRM.

You can also link the items. To link an Outlook item to a Microsoft Dynamics CRM record, click the Set Regarding or Set Parent button, and then select an account or contact. Clicking Set Regarding or Set Parent automatically tracks the record.

Linking also tracks all replies to linked e-mail messages. Tracked e-mail messages, contacts, tasks, and appointments are updated to Microsoft Dynamics CRM immediately while you are online. If you are offline, these items are stored in your local data to be synchronized with the Microsoft Dynamics CRM server when you go back online.

More information: Save Outlook Contacts, Tasks, and E-mail Messages as Microsoft Dynamics CRM Records

By default, tracked items display a Microsoft Dynamics CRM symbol rather than the standard Outlook symbols for e-mail messages, contacts, and tasks.

More information: Automatically track and save incoming e-mail as Microsoft Dynamics CRM e-mail activities.

You can choose to automatically create Microsoft Dynamics CRM contact or lead records from the sender of tracked e-mail messages and the organizer of tracked meetings when you are online.

While you are offline, contact and lead records are not created automatically from tracked e-mail messages or the organizer of tracked meetings. You must manually create the records.

More information: Automatically create Microsoft Dynamics CRM contact and lead records from e-mail messages and meeting requests