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Scenario 6: Set up email between Microsoft Dynamics CRM Online and Office 365
A key benefit of Office 365 is hosting your email with Exchange Online. Integrating your email with Microsoft Dynamics CRM Online and Office 365 Exchange Online begins with deciding on a deployment scenario.
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| The scenarios below assume you have setup Outlook 2010 according to the steps provided in the Microsoft Office 365 Trial Guide. |
Deployment Scenarios
There are three scenarios for sending and receiving email from Microsoft Dynamics CRM Online. One scenario (recommended) uses integration between Microsoft Outlook and Microsoft Dynamics CRM Online. The other scenarios use Microsoft Dynamics CRM Online E-mail Router. For information on choosing the right scenario for your company, see Determining E-mail Access for Your Organization.
Scenario 1: Microsoft Dynamics CRM for Outlook
In this scenario, all of the Microsoft Dynamics CRM Online users in the organization use Microsoft Dynamics CRM for Outlook Online as the email client. You configure Microsoft Dynamics CRM for Outlook Online as the incoming and outgoing email client. Microsoft Dynamics CRM for Outlook Online must be installed for every user in the organization.
This is a popular scenario choice because you can access to the same data through Microsoft Outlook as the Microsoft Dynamics CRM Web client. For more information, see Microsoft Dynamics CRM for Outlook Installation Instructions for use with Microsoft Dynamics CRM Online.
Let’s walk through the process of integrating Microsoft Dynamics CRM Online into Microsoft Outlook.
Installing Microsoft Dynamics CRM for Outlook
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Sign in to the Office 365 portal at https://portal.microsoftonline.com using a user name and password.
Note These steps assume the user logging on is a regular user and not a global administrator. -
Click on CRM at the top of the Office 365 Home page.
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Click Get CRM for Outlook.
If this button is not visible, you can install the Outlook client from the Download Center.
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Click Run, click Yes in the User Account Control dialog, select a folder, and then click Ok.
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Continue through Microsoft Dynamics CRM 2011 for Outlook Setup to complete the installation.
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Open Outlook, click the CRM tab, and then click Configure Microsoft Dynamics CRM for Outlook.
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For Server URL, select CRM Online.
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Click Test Connection. When you are prompted, enter your Microsoft online services user name and password (for example: KimA@fabrikam.com), and then click OK.
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Once authenticated, Organization Information is updated with your Microsoft Dynamics CRM organization. Click OK to complete the configuration.
Microsoft Dynamics CRM Online is now integrated into your Microsoft Outlook. For information on how to use Microsoft Dynamics CRM Online for Outlook, see Key steps to get started with Microsoft Dynamics CRM Online for Outlook and Doing CRM Work in Outlook.
To use Microsoft Outlook as the email client in a new installation of Microsoft Dynamics CRM Online, no additional configuration in Microsoft Dynamics CRM Online is required. This is because new users of Microsoft Dynamics CRM Online are automatically configured to use Microsoft Dynamics CRM Online for Outlook as the incoming and outgoing email client. This configuration setting can be found in the E-mail Access Configuration area of the user record.
You can further set personal options for Microsoft Dynamics CRM Online for Outlook. For example, you can track and save email as activity records.
Automatically tracking and saving Outlook email as Microsoft Dynamics CRM Online email activities
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In Outlook, click File, click the CRM tab, and then click Options.
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In the Set Personal Options dialog box, click the E-mail tab.
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To send email messages from Microsoft Dynamics CRM Online for Outlook. In the Select how Microsoft Dynamics CRM for Outlook should integrate e-mail with Microsoft Dynamics CRM section, select the Allow Microsoft Dynamics CRM to send e-mail using Microsoft Dynamics CRM for Outlook check box.
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To automatically link and save incoming e-mail messages as Microsoft Dynamics CRM Online records, select the Check incoming e-mail in Outlook and determine whether an e-mail should be linked and saved as a Microsoft Dynamics CRM record check box.
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Click OK.
For more information on setting options, see Automatically track and save incoming Outlook e-mail as Microsoft Dynamics CRM Online e-mail activities and Set Personal Options.
Scenario 2: E-mail Router
In this scenario, you configure the Microsoft Dynamics CRM Online E-mail Router to process both outgoing e-mail that users create in Microsoft Dynamics CRM Online and incoming e-mail that will be received into and tracked in Microsoft Dynamics CRM Online. Before you begin this scenario, you must install the Microsoft Dynamics CRM Online E-mail Router.
This scenario does not require a forward mailbox, it does not require users to install Microsoft Dynamics CRM Online for Outlook, and it does not require that you install the Rule Deployment Wizard. For more information, see Microsoft Dynamics CRM 2011 E-mail Router Installing Guide for use with Microsoft Dynamics CRM Online.
Scenario 3: E-mail Router and forward mailbox
In this scenario, you configure Microsoft Dynamics CRM Online to use the E-mail Router for outgoing email and a forward mailbox for incoming email. A forward mailbox receives incoming e-mail and transfers it to Microsoft Dynamics CRM Online for individual users of Microsoft Dynamics CRM Online. The E-mail Router is used to send outgoing e-mail that users create in Microsoft Dynamics CRM Online.
Before you begin this scenario, you must install the Microsoft Dynamics CRM Online E-mail Router and the Rule Deployment Wizard. Microsoft Dynamics CRM Online for Outlook does not have to be installed. For more information, see Microsoft Dynamics CRM 2011 E-mail Router Installing Guide for use with Microsoft Dynamics CRM Online.
