Configure synchronization for appointments, contacts, and tasks

 

Updated: November 28, 2016

Applies To: Dynamics 365 (online), Dynamics 365 (on-premises), Dynamics CRM 2016, Dynamics CRM Online

By default, some synchronization between Microsoft Dynamics 365 and Outlook for Dynamics 365 is disabled so organizations can control what gets synced according to their business requirements. Dynamics 365 admins can enable synchronization using Settings > Administration > System Settings > Synchronization.

System_CAPS_noteNote

Users should have the latest Dynamics 365 for Outlook installed.

This topic covers the highlighted settings below.

System Settings Synchronization tab

System_CAPS_noteNote

This section applies to message synchronization done through Microsoft Dynamics 365 for Outlook or server-side synchronization. More information: Integrate (synchronize) your email system with Microsoft Dynamics 365

Users can attach documents, pictures, recordings, etc. to the appointments they create in the Dynamics 365 web application or Dynamics 365 for Outlook. By default, appointment attachment synchronization is disabled. To enable:

  1. Go to Settings > Administration.

  2. Choose System Settings, then choose Synchronization.

  3. Choose Synchronize appointment attachments with Outlook or Exchange

Considerations

  • When you disable attachment synchronization, the attachments will not appear in appointments in Dynamics 365 but will remain in Dynamics 365 for Outlook appointments.

  • Recurring appointment attachment synchronization is not supported. When users synchronize recurring appointments with attachments, the attachments do not synch.

  • Attachments could affect synchronization times so you may want to use attachments sparingly if attached to a low bandwidth network.

  • Service activity attachment synchronization is not supported.

System_CAPS_noteNote

This section applies to message synchronization done through Dynamics 365 for Outlook or server-side synchronization. More information: Integrate (synchronize) your email system with Microsoft Dynamics 365

Admins have two options they can specify for how contact synchronization occurs.

Synchronize mailing address only in Outlook contact

By default, just one Outlook mailing address field is synchronized between Dynamics 365 and Outlook. This is sufficient for most organizations.

Synchronize all three addresses (Business, Home, Other) in Outlook contact

Choose this option to synchronize all three Outlook mailing address fields (Business, Home, and Other fields) between Dynamics 365 and Outlook.

System_CAPS_warningWarning

Enabling this option can cause data loss if you have existing data. This is due to the remapping of the attributes for existing tracked contacts. We recommend you test this option prior to deployment to understand how the re-mapping affects your environment and your data. In most cases, you should have the full data in one side (normally in Dynamics 365) and have them sync to the other side (normally Outlook or Exchange).

More information: What fields can be synchronized between Dynamics 365 and Dynamics 365 for Outlook?

System_CAPS_noteNote

This section applies to message synchronization done through Dynamics 365 for Outlook only. More information: Integrate (synchronize) your email system with Microsoft Dynamics 365

By default, task synchronization is disabled. User created tasks in Dynamics 365 for Outlook are not synchronized with the Dynamics 365 web application. To enable:

  1. Go to Settings > Administration.

  2. Choose System Settings, then choose Synchronization.

  3. Choose Synchronize tasks that are assigned in Outlook

Considerations

  • Recurring task synchronization is not supported. When users synchronize recurring tasks, the tasks do not synch.

  • The person assigning the task and the person the task is assigned to must be in the same organization.

  • Tasks cannot be synchronized to multiple email addresses.

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