Synchronizing With Outlook Calendar

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Posted on by jtang

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Hi,
I apologize in advance if my question are a little rudimentary. I have no prior experience with CRM, however I work for a company that has a national contract and implements the software in every office, but no one really knows how to use it. In my particular office I'm the only one who really knows how to use a computer at all, thought not in any advanced kind of way. I know a lot of desktop publishing programs and some basic accounting software, but have never used any CRM type programs. But they still want me to try to find a way to use it more effectively, or at all really.

So anyway, the first question i have is whether or not it's possible to synchronize CRM with the Outlook calendar. The version of CRM we're using is 4.0 (4.0.7333.2138 to be exact) and we're either using the Enterprise or Pro edition. I have the Outlook to CRM client on my computer as well. Initially I thought when I set an "Appointment" through "Activities" and set up myself or another user as the "Owner" that it would automatically populate their outlook calendar. But this doesn't happen. I've read several blogs about how to make this happen, but, honestly, they're a bit over my head. Can someone please spell this out for me in the most basic terms. Thank you.

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Rodrigo Lugarinho on at

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Hi.

I would recommend you to follow the links below to have an idea on how synchronization works on CRM 4.0:

-> Outlook Synchronization in Microsoft Dynamics CRM 4.0

www.microsoft.com/.../details.aspx

You may find great information on pages 10 and 12 (Appointment).

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GL-23071537-0 on at

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Hi there,

It sounds like what you are doing is right. If you are the owner of the Appointment it should sync to your calendar. It is generally set to sync every 15 minutes. If you initiate a sync manually (not sure what version of Outlook you are on, but look for this on the CRM menue/toolbar/ribbon in Outlook) , it will come over right away.

If this is not occuring you may need to verify your synchronization settings to ensure the integration is set to sync appointments. This can be found on the CRM menu, under Options, under the synchronization tab.

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jtang 175 on at

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Thank you for getting back to me, these were both very helpful answers. The manual helped answer a lot of my other questions too. It turns out it was a problem with my sync settings. But now I have a new problem. Things were working great for about a week, but last week when people were trying to set appointment they started getting this message: "The logged on user does not have sufficient security permissions to view these records or perform these actions". Now I fooled around with it a little bit, what we're doing is scheduling appointments for sales reps, so we set ourselves as "Organizer" and the sales reps as owners, and that's what's not working, we can, however, set appointments for ourselves. Anyway, that was last week; this week I tried it again hoping the problem had fixed itself; we are still able to set appointments for ourselves but when trying to set others as owner we now get the message: "An error has occurred".

A little history: as I said this system of setting up appointments was working fine until last week; we started getting the message the same day our system administrator increased the rights of one of our users. Now our system administrator is an idiot, and probably knows as much about CRM as me, which is next to nothing. The particular problem the users who's rights he changed was having was that she was no longer able to edit accounts, the administrator was trying to tell us that she never had the rights to edit accounts, but she sure as hell had done it every day before then. So he gave her rights to edit accounts and said that was all he did, but at the same time that he did that we all lost the ability to set appointments with other users as the owner. Our administrator looked at all our rights and said that nothing had change and that we all should be able to do that, and that was his idea of being helpful. Anyway, I'm wondering if there's, possibly, something he doesn't understand about changing users rights, and if increasing a users rights may affect other users in some way.

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Community Member on at

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This answer is a bit delayed, but may still be useful.

I recommend you to consider the Agile Dynamics CRM to Exchange Synchronizer (DXSync). It provides server-side integration between Dynamics CRM and Exchange. Integration includes synchronization of Contacts, Meetings, Calls, Tasks; Archiving emails; special scenarios to replicate and create items like Opportunities and Cases from your email client. This solution works without any client-side plugins. No need for additional configuration of standard mobile or desktop email clients (Outlook, Entourage, Mac Mail, iPhone, iPad, Android, Windows Phone, Blackberry, etc.).

Free trial version is available for download so you can try DXSync before making a decision.

If what you need is one-time synchronization, then trial mode may be enough to get required results.

Best regards,

Denis Markovtsev

GrinMark CRM Integration Team

sales@grinmark.com

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Community Member on at

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Give the Agile Dynamics CRM to Exchange Synchronizer (DXSync) a try. DXSync provides two-way synchronization of Contacts, Accounts, Leads, Meetings, Calls, Tasks; Archiving emails; special scenarios to replicate and create items like Opportunities and Cases from your email client.

You can now choose between On-Premise and On-Demand (cloud) server-side synchronization of Dynamics CRM and Exchange.

www.grinmark.com/.../on-premise-vs-on-demand.html

Free trial version is available so you can try DXSync before making a decision.

www.grinmark.com/requesttrialform.html

www.grinmark.com/.../dxsync

Best regards,

Denis Markovtsev

GrinMark CRM Integration Team

http://www.grinmark.com

sales@grinmark.com

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MarkZ 20 on at

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Yes, CRM can sync with the Outlook calendar. You may need to change your Outlook filters so you can see the appointment. In Outlook 2010, it's File / CRM / Options / Synchronization / Outlook Filters / My Appointments. Now set the filters.

1. Participation Type - Equals - Owner; Required Attendee; Optional attendee; Organizer.

2. Party - Equals Current User

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rlala12 5 on at

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Can i sync the appointment to my calander and a coworkers at the same time? or can the appointment only be synced to one calander at a time? thanks

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AppJetty 1,019 on at

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Yes

The appointment is synchronized with both the place calendar & coworkers at a same time. when you change in the calendar that changes are reflected at the same time to the dashboard.

I found one tool Calendar 365 is integrated Microsoft Dynamics CRM Calendar with Outlook. Dynamics 365 calendar plugin to manage all your customers, appointments, meetings, etc., right from within your calendar. It is a calendar plugin that helps you overview the scheduled, ongoing, and completed activities of your whole team. It has features including activity management, shared calendar, resource management, multiple saved calendars, and more.

Here I shared the document which is deep details on how to calendar synchronized with outlook. https://www.appjetty.com/blog/how-sync-dynamics-365-outlook/

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