How to track all outgoing mail and incoming mail from Outlook to Dynamics 365 CRM

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Posted on by Dynamics 365 Sumit ...

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Hi ,

We want to sync all email messages sent from outlook or received mails in outlook. They should be synced to Dynamics 365 CRM to respective Contact or Accounts timeline.

We have gone through couple of blogs but still we are searching answers. its known to us that incoming mails can be automatically tracked using below options explained in URL

https://docs.microsoft.com/en-us/dynamics365/outlook-addin/user-guide/set-option-automatically-track-incoming-outlook-email

But what about outgoing mails , they are not getting synced if we setup above setting. Only reply to above incoming mail is synced.

Microsoft provides options in outlook to sync with Dynamics 365

1) Dynamics 365 App for outlook -> This app is not fullfilling our purpose as we have to manually click on Set Track and Set Regarding button to get them tracked in Dynamics 365 . Its not what we want. we dont want manual process.

2) Dynamics 365 for Outlook -> This plugin for outlook is depreciated now by microsoft in its latest CRM version .This plugin has some setting in outlook to track all incoming and outgoing mails but as its depreciated by microsoft so its gonna stop working later which is not advisable to use outdated technology.

So can anyone suggest some way which can fulfill our requirement as email is important point for our project.

If there is no supported way then can anyone suggest some customizable way using email router option or any other option ?

Thanks

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Answers (1)

LuHao 40,876 on at

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RE: How to track all outgoing mail and incoming mail from Outlook to Dynamics 365 CRM

Hi partner,

I have separated this problem into a separate thread in order to get other experts involved.

Thread address: community.dynamics.com/.../re-how-to-track-all-outgoing-mail-and-incoming-mail-from-outlook-to-dynamics-365-crm

Discussion of this problem will begin here.
Dynamics 365 Sumit ... 110 on at

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RE: How to track all outgoing mail and incoming mail from Outlook to Dynamics 365 CRM

Hi Lu,

How can i achieve same thing for Meeting and Appointment . i want to sync meetings and appointment created in outlook to Dynamics 365 automatically.

Any suggestion ?

Thanks
Dynamics 365 Sumit ... 110 on at

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RE: How to track all outgoing mail and incoming mail from Outlook to Dynamics 365 CRM

Thanks Lu . it sorted our requirement.
Verified answer

LuHao 40,876 on at

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RE: How to track all outgoing mail and incoming mail from Outlook to Dynamics 365 CRM

Hi partner,

We will use folder level tracking and Outlook rules to track all outgoing emails.

One disadvantage of this way is that all outgoing emails will be moved to a sub-folder of Inbox.

This is an introduction of folder level tracking: https://docs.microsoft.com/en-us/power-platform/admin/configure-outlook-exchange-folder-level-tracking

https://docs.microsoft.com/en-us/power-platform/admin/track-outlook-email-by-moving-it-tracked-exchange-folder

This is an introduction of Outlook rules: https://support.office.com/en-us/article/manage-email-messages-by-using-rules-c24f5dea-9465-4df4-ad17-a50704d66c59

Please follow these steps:

First we create a sub-folder within the Inbox In the Outlook to place sent emails.

Then we enable Folder-level tracking.

Click Settings > Email Configuration.

Click Email Configuration Settings.

Confirm that Process Email Using is set to Server-Side Synchronization.

Enable Use folder-level tracking from Exchange folders (server-side synchronization must be enabled).

Configure other tracking options on this page, and then click OK.

Set up a tracked folder.

In the web app, on the nav bar, click Options .

In the Set Personal Options dialog box, click the Email tab, and then under Select the email messages to track in Dynamics 365, click Configure Folder Tracking Rules.

In the Folder-Level Tracking dialog box, under Exchange Folder, click + New Folder Mapping, click the down arrow in the box that appears, and then select the folder you want to track.

Finally create the Outlook rule.

Check 'From you' and 'Move the item to folder: xxxxx', select the tracked folder you set.

Finished. All outgoing emails will be tracked to D365, but they will be moved to the sub-folder of Inbox.