Control field synchronization between Dynamics 365 and Dynamics 365 for Outlook

 

Updated: November 28, 2016

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

With field synchronization, admins can set the sync direction between Microsoft Dynamics 365 and Microsoft Dynamics 365 for Outlook fields. You can control synchronization when using either Outlook synchronization or server-side synchronization (Exchange).

For example, a salesperson may want to take personal notes about a contact and not want the notes to synchronize with Dynamics 365 data available to all users. You can set the Personal Notes field for contacts in Outlook to not Dynamics 365 for Outlook with Dynamics 365 so the salesperson’s notes will remain private.

Set field synchronization between Dynamics 365 and Dynamics 365 for Outlook

  1. In Dynamics 365, Go to Settings > Email Configuration.

  2. Choose Email Configuration Settings.

  3. Choose the Synchronization tab > synchronized fields

  4. For the fields you want to change synchronization, choose the arrows in the Sync Direction column. Each choice will change the direction.

    Appointment fields for synchronization

    System_CAPS_tipTip

    Hover over a field name to see the fields mapped to it.

  5. Choose OK > OK to close the open dialog boxes.

Let your users know they can view (not change) the synchronization settings. More information: What fields can be synchronized between Dynamics 365 and Dynamics 365 for Outlook?

Configuring synchronization might have an impact on the time it takes to sync between Dynamics 365 for Outlook and Dynamics 365. You should test your configuration before deploying to ensure satisfactory sync times.

Role-based security controls access to a specific entity type, record-based security controls access to individual records, and field-level security controls access to specific fields. All these can impact what is synchronized between Dynamics 365 and Dynamics 365 for Outlook or Exchange.

Best practice is to review the security settings for these security methods to ensure field synchronization is processes as desired. For more information see:

More information: How field security affects synchronization between Dynamics 365 and Dynamics 365 for Outlook and Security concepts for Microsoft Dynamics 365

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