Dynamics 365 App for Outlook – How to setup?

When we need to use Dynamics 365 together with our familiar outlook email client, actually we have two options as Dynamics 365 Client for Outlook and Dynamics 365 App for Outlook.

Dynamics 365 Client for Outlook is actually the old method, which require manually installing the client in all machines. This supports off-line capabilities helping user in the field without internet connectivity. This gives all the necessary functionalities allowing users to adopt to Dynamics functions within the outlook but doesn’t work in mobile or web versions. Still biggest drawback is it pushes outlook to perform slow. Anyway, Microsoft has announced its deprecation.

Dynamics 365 App for Outlook is the successor. This supports all Outlook versions such as full client, web and mobile. No manual installation is required since D365 itself can be configured to push the add-in to Outlook. Since this uses Dynamics Web API to retrieve real data this App is very fast. Anyway, Server-side synchronization with Exchange is required.

Let’s check how to set-up Dynamics 365 App for Outlook and tracking records;

1) Configure exchange as explained here.

2) Configure Dynamics 365 CE

Browse to Apps for Dynamics 365 by clicking settings button.

You will see below;

Once click Microsoft Dynamics 365 App for Outlook, you should see below notice if everything is in order.

3) Dynamics 365 CE functionality in Outlook

Now you will see Dynamics 365 icon in right hand corner of the Outlook as below;

Once you select e-mails, relevant Dynamics 365 data will be loaded in new pane appear in right hand-side

a. Email from a Contact

b. Email from a User

c. Email from unknown person

Now it is allowed to create a Contact or Account using this record.

Showing auto-populated fields prior to saving the record.

d. Set regarding record - Click the three dots below the Set Regarding label to associate any D365 record to this email

e. Track Record – Click three dots after Not Tracked label to track the record in D365.

f. New Email – It is possible to Track and Set Regarding for new emails as well

Some Notes on Tracking and Set Regarding;

If Track without setting the Set Regarding for a email (from known/ unknown party), it will create Email in D365 without a regarding object. This is not really useful since record will not be associated to anything. Still you can reply to this email from D365. So it is always encouraged setting the Set Regarding.

Also when Tracking emails from unknown party it's also encouraged to create a Contact (or lead etc.)

Anyway, if you Track an email in D365 from unknown party without creating a record (Contact, Lead etc.) it still allows to reply from D365. (** This is a special case where you can send a email to someone who is not a Contact, Lead , etc.)

Refer this article for complete guide on using Dynamics 365 App for Outlook.