Set incoming and outgoing email synchronization

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Applies To: Dynamics CRM 2015

You have several options for synchronizing email messages with Microsoft Dynamics CRM. Use the following information to deploy the best option for your company.

Set the synchronization method

You can set the default synchronization method applied to all newly created user mailboxes:

  1. Go to Settings > Email Configuration.

  2. Choose the Email Configuration Settings > Email tab.

You can set the synchronization method for individual mailboxes:

  1. Go to Settings > Email Configuration.

  2. Choose Mailboxes > select a mailbox.

For information on picking a synchronization method, see Choose a method for message synchronization.

Incoming email messaging options

The available incoming email configurations that you can use when a user or a queue receives Microsoft Dynamics CRM email messages are as follows:

  • None. Use this option for users or queues that do not use Microsoft Dynamics CRM to track received email messages.

  • Microsoft Dynamics CRM for Outlook. This option is available for users and requires that Microsoft Office Outlook be installed on the user's computer. This option does not require the Email Router component and is not available for queues.

  • Server-Side Synchronization or Email Router. When you select this option, the server-side synchronization or Email Router will process Microsoft Dynamics CRM email messages directly from the user's or queue's inbox, without using a forward or a sink mailbox. Although this option does not require a sink mailbox, it does make troubleshooting server-side synchronization or Email Router issues more complex for larger user bases (10 or more users) because each incoming email message is processed by the server-side synchronization or Email Router in every user's mailbox instead of in a single dedicated mailbox.

  • Forward Mailbox. To use this option, you must install the Email Router. This option requires a sink mailbox, which is a dedicated mailbox that collects email messages transferred from each Microsoft Dynamics CRM user's mailbox by a server-side rule. Although this option does not require users to run Outlook, it does require that the rule be deployed for each user. You use the Rule Deployment Wizard to deploy rules to each Microsoft Dynamics CRM user mailbox.

Outgoing email messaging options

The available outgoing email configurations that you can use when users or queues send Microsoft Dynamics CRM email messages are as follows:

  • None. Use this option for users or queues that do not use Microsoft Dynamics CRM to send email messages.

  • Microsoft Dynamics CRM for Outlook. This option is available for users and requires that Microsoft Office Outlook be installed on the user's computer. This option does not require the Email Router component and is not available for queues.

  • Server-Side Synchronization or Email Router. This option delivers Microsoft Dynamics CRM email messages by using the server-side synchronization or Email Router component. The email system must be SMTP-compliant. The server-side synchronization or Email Router can be installed on the SMTP server or on a different computer that has a connection to the SMTP server.

See Also

Choose a method for message synchronization
Forward mailbox vs. individual mailboxes

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