Set personal options that affect tracking and synchronization between customer engagement apps and Outlook or Exchange
You can use the Set Personal Options dialog box in customer engagement apps (Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Field Service, Dynamics 365 Marketing, and Dynamics 365 Project Service Automation), to set many options that affect tracking and synchronization.
To open the Set Personal Options dialog box:
Select the Settings button
in the upper-right corner of the screen, and then select Options.The following table summarizes the tracking and synchronization options available in the Set Personal Options dialog box. The Available column indicates whether the option is available in customer engagement apps. This column also indicates if the option is available for Outlook synchronization, server-side synchronization (also known as "Exchange synchronization"), or both. More information: Frequently asked questions about synchronizing records between customer engagement apps and Microsoft Outlook
| To | On this tab | In this section | See this option | Available |
|---|---|---|---|---|
| View or modify the online synchronization filters used to determine the records copied to your local hard drive | Synchronization | Synchronize items with Outlook or Exchange | View or manage the filters that determine the records that are synchronized to your Outlook or Exchange folders. More information: Choose the records to synchronize between customer engagement apps and Outlook or Exchange |
- From customer engagement apps - For Outlook sync or server-side sync |
| View or modify the offline synchronization filters used to determine the records copied to your local hard drive when you go offline | Synchronization | Manage your offline filters and take your information offline in Dynamics 365 for Outlook | Manage your offline filters to determine what data you need with you when you go offline. | - From customer engagement apps - For Outlook sync or server-side sync |
| View the fields that are synchronized between Outlook and customer engagement apps | Synchronization | View or manage the synchronized fields of Outlook or Exchange items, including appointments, contacts, and tasks. | - From customer engagement apps - For Outlook sync or server-side sync |
|
| Overwrite the names in the Outlook contacts Company field with the parent account from contacts | Synchronization | Update the company field for Outlook contacts | Update Company fields with parent account names | - For Outlook sync or server-side sync |
| Set the synchronization client that synchronizes records between Outlook and customer engagement apps | Synchronization | Set synchronization client | Set this computer to be the client to perform synchronization between Outlook and your primary organization | - For Outlook sync only. Note: This option only appears when you have multiple Outlook clients that are connected to the same organization. |
| Set the synchronization interval for synchronizing items | Synchronization | Schedule automatic synchronization with Outlook | Synchronize the items in my Outlook folders every | - For Outlook sync only |
| Enable customer engagement apps to send email using Dynamics 365 for Outlook | Select how Microsoft Dynamics 365 for Outlook should integrate email with customer engagement apps | Allow customer engagement apps to send email using Microsoft Dynamics 365 for Outlook | From Dynamics 365 for Outlook only | |
| Track incoming email automatically | Select how Microsoft Dynamics 365 for Outlook should integrate email with customer engagement apps | Check incoming email in Outlook and determine whether an email should be linked and saved as a record. | From Dynamics 365 for Outlook only | |
| Track incoming email automatically | Select the email messages to track | Track | From customer engagement apps | |
| Track incoming email automatically | Select the email messages to track | Configure Folder Tracking Rules More information: Track Outlook email by moving it to a tracked Exchange folder |
- From customer engagement apps - For server-side sync only |
|
| Automatically create contact or lead records if the sender of the email message or meeting invitation doesn't already have a record in customer engagement apps | Automatically create records in Dynamics 365 apps | Create | From customer engagement apps | |
| Select how email recipients are matched to records | Address Book | Select how email recipients are reconciled with records | All options | From Dynamics 365 for Outlook only |
| Set the synchronization interval for updating your local data when you go offline | Local Data | Set how often to update local data | Update local data every Note: You may not be able to change the interval if your administrator has restricted changes. |
From Dynamics 365 for Outlook only |
| Select how duplicate records should be handled when going from offline to online | Local Data | Select how duplicate records should be handled during synchronization | Enable duplicate detection during offline to online synchronization | From Dynamics 365 for Outlook only |
Privacy notices
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 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.
See also
Track Outlook email by moving it to a tracked Exchange folder
Frequently asked questions about synchronizing records between customer engagement apps and Microsoft Outlook