Overview of the Microsoft Dynamics 365 Integration with Outlook

The Dynamics 365 App for Outlook (on desktop, web, or mobile device) enables users to link Outlook emails to any Dynamics 365 record, including contacts, opportunities and cases. This seamless integration saves users from switching between applications and improves efficiency as a result.  

In the following article, we look at why businesses should use the Dynamics 365 App for Outlook, and the key features available:  

Why use the Dynamics App for Outlook?

  • A considerable amount of time is saved as users are not spending time looking for information in separate applications
  • Contacts and related information are synchronised and kept up to date 
  • Accessing Dynamics gives access to templates, sales literature and knowledge articles that can be used in email messages or to set-up meetings 
  • Working within the familiar Outlook interface will help simplify training and user adoption 
  • Replies to tracked emails are visible on records, helping to form a communication log 
  • Sync upcoming meetings and tasks 

Key features of the Dynamics 365 and Outlook Integration

Email tracking

Tracking emails in Dynamics 365 allows users to quickly access the Dynamics records associated with a linked account or contact, streamlining how related information is obtained and added. 

To track an email in the Outlook desktop app,  open the email you wish to track. At the top, within the command bar, there is a Dynamics 365 icon. When clicked, this brings up an instance of Dynamics with the record connected to the sender’s contact. If a record is not found within the system, you have the ability to create a new one directly from Outlook. Once complete, the email will be visible on the account’s or contact’s timeline within Dynamics 365.  

In the video below, you can see how an email is tracked from the Outlook web client:

When an email has been successfully tracked, you will see the tag ‘Tracked to Dynamics” displayed on the message.

 

Automated Tracking

Incoming emails, either all or filtered depending on requirements, can be scanned by the Dynamics 365 add-in and sorted to the related accounts and contacts. If a sender is not present, the system can once again automatically create a corresponding record. The process further streamlines data entry. 

Folder Tracking

An exciting feature is folder tracking, which is tracking a group of emails rather than singular items. In Outlook, you can apply rules to sort emails into folders. For example, Outlook can redirect all emails from a particular company to a folder in Outlook related to that company. All emails in this folder would then be saved and linked to a corresponding account in Dynamics 365. 

Data Synchronisation

Synchronisation is now based on the level of activity of a mailbox. The more active a mailbox is, the more frequent synchronisation occurs. The minimum synchronisation frequency is every 2 minutes and the maximum is every 12 minutes, therefore, it is always safe to assume that records are updated at least every 12 minutes.  

There is no manual trigger to synchronise all the data. However, synchronisation for a record occurs instantaneously when the user tracks an email to that record. 

How to enable Dynamics 365 App for Outlook

Find out how to enable the Dynamics 365 App for Outlook here: https://docs.microsoft.com/en-us/dynamics365/outlook-app/deploy-dynamics-365-app-for-outlook 

Next steps...

If you would like more information about the Outlook and Dynamics 365 integration, please get in touch by emailing us at info@pragmatiq.co.uk or calling us on 01908 038110.Alternatively, fill out the form below and a member of our team will be in touch shortly. 

Get in touch