Configure another organization to use with Dynamics 365 for Outlook

Dynamics CRM 2016
 

Updated: November 1, 2016

Applies To: Dynamics 365 (online), Dynamics 365 (on-premises), Dynamics CRM 2015, Dynamics CRM Online, Dynamics CRM 2016

If you’re a member of more than one Microsoft Dynamics 365 organization, and you’re using Microsoft Dynamics CRM 2015 for Outlook or later, you can use this procedure to configure each organization.


  1. Close Outlook.

  2. Do one of the following:

    • In Windows 8 or Windows 10, choose Start, search for Configuration Wizard, and then press Enter.

    • In earlier versions of Windows, choose Start, point to All Programs, choose Microsoft Dynamics CRM 2015 or Microsoft Dynamics 365> Configuration Wizard.

  3. In the Microsoft Dynamics CRM 2015 for Outlook Configuration Wizard or Microsoft Dynamics 365 2016 for Outlook Configuration Wizard dialog box, choose the Add button to add a new organization.

    You’ll see the following (or similar) dialog box:

    Outlook Configuration Wizard dialog box in Dynamics 365
  4. Do one of the following:

    • If you’re using Dynamics 365 (online), select Dynamics 365 (online) from the list.

    • If you’re using CRM 2015 on-premises or later version, open a browser, log in to your Dynamics 365 organization’s website, copy the URL address (copy the whole address) from the address bar, and then paste it in the Add a Microsoft Dynamics 365 Organization dialog box.

  5. Choose Connect.

  6. If prompted, enter your credentials.

  7. Repeat steps 2 through 5 for each organization you want to add.

  8. If you want to change the organization that synchronizes email messages, appointments, contacts, and tasks, select the row for the organization, and then choose Synchronize.

    When you’re prompted about whether you want to change your synchronizing or primary organization, choose OK.

    System_CAPS_noteNote

    You can synchronize information with only one organization. You can connect to or work with more than one organization. If you connect to more than one organization, they are both listed in the Dynamics 365 for Outlook Navigation Pane.

  9. Choose OK.

  10. In the wizard, choose Close.

To use Microsoft Dynamics 365 for Outlook, you are required to sign in by using your credentials (an email address and password). You may choose to save this information locally so that you are not prompted for your credentials each time you open Outlook. If you do choose to save this information locally, Dynamics 365 for Outlook will automatically connect to Microsoft Dynamics 365 (online) every time you open Outlook.

After the first time you sign in and use Dynamics 365 for Outlook, the connection between your computer and Dynamics 365 (online) will always be open when you have access to the Internet. You may choose to turn off the connection between your computer and Dynamics 365 only by using a configuration setting, but if you do turn off the connection, Dynamics 365 for Outlook may exhibit decreased performance.

If you use Dynamics 365 for Outlook to track email, the email thread will be visible to users in your organization who have permission to view it.

For every email you receive, Dynamics 365 for Outlook will send Dynamics 365 (online) the sender’s email address, the recipient’s email address, and the subject line of the message. This allows Dynamics 365 (online) to validate whether or not a particular mail should be stored by the Dynamics 365 (online) service. When you track an item, a copy of that item will be maintained by the Dynamics 365 service and will be visible to other users in your organization who have the appropriate permissions. When you untrack an item, that copy is automatically deleted from Dynamics 365 (online) only if you own the item.

If you use Microsoft Dynamics 365 (online), when you use the Sync to Outlook feature, the Dynamics 365 data you are syncing is “exported” to Outlook. A link is maintained between the information in Outlook and the information in Dynamics 365 (online) to ensure that the information remains current between the two. Outlook Sync downloads only the relevant Dynamics 365 record IDs to use when a user attempts to track and set regarding an Outlook item. The company data is not stored on the device.

An administrator determines whether your organization’s users are permitted to sync Dynamics 365 data to Outlook by using security roles.

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