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5 Things We Love About Dynamics 365 App for Outlook

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5 Things We Love About Dynamics 365 App for Outlook

Dynamics 365 App for Outlook has gotten faster, smarter, and more convenient. Connecting CRM for Dynamics 365 with Outlook, the app makes it easy to track emails, tasks, and appointments without installing any additional software. With the app, you can create records and view information from Dynamics 365 and use your email templates, sales literature, and knowledge articles when composing messages and creating appointments. Adding the Dynamics 365 App for Outlook automatically also adds the Dynamics 365 Office add-in to Outlook on the desktop allowing you to directly manage links between your Outlook contacts and Dynamics 365 contacts. With this Fall 2016 release, server-side synchronization and the Dynamics 365 App for Outlook is the Microsoft preferred way to integrate Outlook and Dynamics 365 both online and on-premises.

We love how easy and intuitive it is to access the power of Dynamics 365 from your Outlook inbox:

Open the Dynamics 365 pane in Outlook using the command button in the ribbon.

Dynamics 365 App for Outlook

For Outlook on the web, click the Dynamics 365 link or the Dynamics 365 icon.

Dynamics 365 App for Outlook

Here are the five main features.

  1. View Dynamics 365 information and create activities
  2. Track regarding now the DEFAULT mode from Outlook for new or existing records
  3. Use Email Templates, Sales Literature and Knowledge Articles
  4. Add a new Contact or Lead to Dynamics 365 from Outlook
  5. Track Outlook contacts with the Dynamics 365 add-in

Now let's break each of these 5 down:

1.)View Dynamics 365 information and create activities

The Dynamics 365 pane will display information based on matching the From and To email addresses. Use the plus sign to quickly create task, appointment or phone call activities from Outlook for contacts and leads. Also see information on the next activity, last activity and other related records, such as opportunities and cases.

Dynamics 365 App for Outlook

If the recipient is a Dynamics 365 user (as opposed to a contact or lead), their information will display in the Dynamics 365 pane with (user) next to their name.

Dynamics 365 App for Outlook

2.)Track regarding from Outlook for new or existing records

You can track an item to a matched record with one click on the blue link icon!

Dynamics 365 App for Outlook

The best practice is always to track an email, appointment or task regarding a specific record such as a case or opportunity. Dynamics 365 App for Outlook displays your Recently Used Records list. Quickly track regarding a recently used or pinned record. (Note: You can only track meetings for which you are the organizer. Meeting replies are not tracked.)

Dynamics 365 App for Outlook

To track regarding a record not on the list, type a search term and click the look up icon. Categorized search results from multiple record types will display. (Note: The Dynamics 365 App for Outlook search uses the settings from Dynamics 365, so an administrator can customize which records and which fields are searchable by changing the Categorized Search options in System Settings and customizing Quick Find views.)

Dynamics 365 App for Outlook

If the record you are looking for is not found, you can create a new record right from Outlook.

Dynamics 365 App for Outlook
Dynamics 365 App for Outlook

You also have the option to track without setting regarding.

Dynamics 365 App for Outlook

3.)Use Email Templates, Sales Literature and Knowledge Articles

When composing an email, the Dynamics 365 pane provides access to Templates, Sales Literature and Knowledge Articles. Global and contact email templates are available when Dynamics 365 finds matching contact records. Track the draft email regarding a lead, opportunity or other record to access email templates specific to that record type. (Note: Tracking pending status will resolve to Tracked at the next sync between Exchange and Dynamics 365.)

Dynamics 365 App for Outlook

Choose Sales Lit or Articles and expand the subjects to find the relevant product or topic and select the information to add to the email.

Dynamics 365 App for Outlook

4.)Add a new Contact or Lead to Dynamics 365 from Outlook

The Dynamics 365 pane will display information about matching records based on the From and To email addresses. If the email address does not already exist in in Dynamics 365, you will see a a link to Add to Dynamics 365 as a contact or lead.

Dynamics 365 App for Outlook

This opens a quick create form in Outlook. In this example, while entering the new contact information, we want to link Karen to the existing Contoso account. When you click on Account Name, an Account lookup displays in the Dynamics 365 pane. You can search for and select the correct account, or create a new account record.

Dynamics 365 App for Outlook
Dynamics 365 App for Outlook

There is an option to open the record in a Dynamics 365 application window once it is created, so you can input additional information into the full form. When you Save the new contact, Dynamics 365 App for Outlook automatically tracks the item as regarding the newly created record and displays the green link icon.

Dynamics 365 App for Outlook
Dynamics 365 App for Outlook

5.)Track Outlook contacts with the Dynamics 365 add-in

If you already have detailed contact information in Outlook 2016, instead of using the Add to Dynamics 365 link in the Dynamics 365 pane, use the Dynamics 365 add-in, an Outlook solution module accessible from the Outlook navigation bar which is automatically installed when you install Dynamics 365 App for Outlook. If you are using compact navigation, you will see the add-in icon. If you are not using compact navigation, you will see Dynamics 365 (or if you have more than one extension loaded you will see the word Add-ins).

Dynamics 365 App for Outlook

In the Dynamics 365 add-in, you can select records from a list of Outlook Contacts and Track or Untrack them from Dynamics 365. Details from the Outlook contact include phone numbers, full address, etc. will then be synchronized with the record in Dynamics 365.

Dynamics 365 App for Outlook

You can also link contacts to accounts from Dynamics 365. If the account does not already exist, click New to open Dynamics 365 in an application window and add a new Account.

Dynamics 365 App for Outlook

To learn more about the awesome new features that became available with the rollout of Dynamics 365, tune into our week CRM for Dynamics 365 webinar series on Tuesdays and Thursdays.

Happy CRM'ing!

Joe CRM
By Joe D365
Joe D365 is a Microsoft Dynamics 365 superhero who runs on pure Dynamics adrenaline. As the face of PowerObjects, Joe D365’s mission is to reveal innovative ways to use Dynamics 365 and bring the application to more businesses and organizations around the world.

10 comments on “5 Things We Love About Dynamics 365 App for Outlook”

  1. So, I noticed the Dynamics 365 button on one of the images. I have the app installed, but I have no idea how to get the Dynamics 365 button on the outlook ribbon. Any ideas?

    1. You need to do this in your Dynamics 365 instance. Go to Settings -> Dynamics 365 App for Outlook and you can enable this for each user. The user also needs to have the privilege enabled in their security role.

        1. For me it just appears on the ribbon after a restart of Outlook. Have you tried right clicking the ribbon and selecting "Customize the Ribbon..." and trying to add it that way? If that doesn't help maybe a call into your partner or Microsoft support is in order.

  2. We're trying to move to outlook web app due to bugs with Outlook and general stability issues. My major gripe with the OWA and the dynamics 365 app is that you cannot see my looking at your mail folder whether an email is tracked or not. In Outlook desktop, there's an icon (looks like a blue person) which would tell you. With the web app, you have to click each email individually to see, one, whether it's tracked at all and, two, to what. Am I doing something wrong or is this a limitation of the web app?

    1. Having the same issue here. If this was included we could happily get rid of the full client plug-in.

  3. Is there anyway to customise the fields on the forms? It looks like a quick view type form but publishing customizations don't reflect in the app.

  4. Is there anyway to customise the fields on the forms? It looks like a quick view type form but publishing customizations don't reflect in the app.

  5. Still curious onto whether some of this is configurable or not. such as the templates and sales lit on new emails, or the ability to remove leads as a record choice.

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