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Dynamics 365 Community / Forums / Microsoft Dynamics 365 | Integration, Dataverse... / Download button on dyn...
Microsoft Dynamics 365 | Integration, Dataverse...
Answered

Download button on dynamics email form alters created date when downloaded and opened in outlook

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Posted on by smorgan86 45
When you download an email from Dynamics 365 and open it, the created date changes from when it was originally sent to today when you have opened the downloaded email in outlook.
 
I'm trying to find a way around this as its important that when we download an email it keeps the correct metadata date.
 
Any assistance would be appreciated. 
Categories:
Dynamics 365 general
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  • Verified answer
    Holly Huffman Profile Picture
    Holly Huffman 6,554 Super User 2026 Season 1 on at
    Hi there! Good morning, evening, or afternoon - depending on where you are :) Hope you are well today! I see you posted this a while ago - hoping you have resolved by now but incase not, here are a few thoughts:
     
    The issue of the created date changing when downloading and opening an email from Dynamics 365 in Outlook is likely due to how metadata is handled during the download process. Here are some steps to address this:
     
    1. Verify Email Metadata Handling
    • Dynamics 365 stores email metadata, including the created date, in the database. When downloading the email, ensure that the metadata is preserved during the export process.
    • Check if the email is being converted to a different format (e.g., .eml or .msg) during the download, as this can affect metadata.
    2. Use Advanced Find to Export Emails
    • Instead of using the download button, use Advanced Find to export the email records directly from Dynamics 365.
    • This method ensures that the original metadata, including the created date, is preserved.
    3. Check Outlook Settings
    • Outlook may overwrite the created date with the date the email is opened.
    • Review the settings in Outlook to see if there’s an option to preserve the original metadata.
    4. Consider Custom Export Logic
    • If the issue persists, consider implementing custom export logic using Power Automate or a plugin.
      • Use Power Automate to extract the email record and save it with the original metadata intact.
      • Alternatively, a developer can create a plugin to handle the export process and ensure metadata preservation.
    5. Test in a Sandbox Environment
    • Test the download process in a sandbox environment to confirm whether the issue is specific to your setup or a broader problem.
     
    Hope this helps some!
  • Verified answer
    Daivat Vartak (v-9davar) Profile Picture
    Daivat Vartak (v-9d... 7,841 Moderator on at
    Hello smorgan86,
     

    You've identified a common and frustrating issue when downloading emails from Dynamics 365 and opening them in Outlook: the "Created Date" metadata changes to the download/open date, losing the original sent date. This is because Dynamics 365, when exporting the email, is essentially creating a new .msg file, and Outlook defaults to setting the creation date to the current timestamp.

    Unfortunately, there's no direct, built-in setting in Dynamics 365 or Outlook to prevent this behavior. However, here are some workarounds and potential solutions:

    Understanding the Problem:

    • .msg File Creation: When you download an email from Dynamics 365, it's saved as a .msg file. This file represents the email message.

    • Outlook's Default Behavior: Outlook, by default, sets the file creation date to the timestamp when the .msg file is created.

    • Metadata Loss: This overwrites the original sent date metadata, which is crucial for your requirements.


      •  

    Workarounds and Potential Solutions:

    1. Third-Party Tools/Utilities:

      • There might be third-party utilities or scripts that can modify the .msg file's metadata after download.

      • These tools could potentially read the original sent date from the email content and update the file's creation date accordingly.

      • Search for tools that can manipulate .msg file properties.

      • Limitations:

        • Requires finding and trusting a third-party tool.

        • May require technical expertise.

        • Could be impacted by .msg file format changes.

          •  
         

    2. Custom Scripting (PowerShell):

       

      • You could create a PowerShell script that:

        • Downloads the .msg file from Dynamics 365.

        • Parses the .msg file to extract the original sent date from the email headers.

        • Uses PowerShell cmdlets to modify the .msg file's creation date. 

      • Limitations:

        • Requires PowerShell scripting skills.

        • Adds complexity to the download process.

        • Might be impacted by .msg file format changes.

        • Security concerns regarding running custom scripts. 

          •  

    3. Alternative Storage/Access (If Applicable):

       

      • SharePoint Integration: If your Dynamics 365 environment is integrated with SharePoint, consider storing emails in SharePoint instead of downloading them.

        • SharePoint retains more detailed metadata.

        • You might be able to access the original sent date through SharePoint's properties. 

      • Limitations:

        • Requires SharePoint integration.

        • Changes the workflow. 

          •  

    4. Reporting/Data Extraction (For Analysis):

      • If you need the original sent date for reporting or analysis purposes, consider extracting the data directly from Dynamics 365 using:

        • Advanced Find.

        • FetchXML queries.

        • The Dataverse Web API. 

      • This allows you to retrieve the original sent date without relying on downloaded .msg files.

      • Limitations:

        • Requires technical expertise.

        • Might not be suitable for all use cases.

          •  
         

    5. User Awareness and Documentation:

      • Document the issue and explain the limitations to your users.

      • Instruct them to be aware of the changed creation date when working with downloaded emails.

      • Limitations:

        • Does not solve the underlying issue.

          •  
         

      6.  

    Recommendation:

    • Due to the limitations of directly manipulating .msg file metadata, extracting the original sent date directly from Dynamics 365 (using Advanced Find, FetchXML, or the Web API) is the most reliable approach for reporting and analysis.

    • If the downloaded .msg files must be used, then the third party tool option, or the powershell script option, might be the only way to retain the sent date, but both of those options have serious limitations.


      •  

    Important Considerations:

    • Testing: Thoroughly test any solutions in a non-production environment.

    • Security: Be cautious when using third-party tools or scripts.

    • Microsoft Feedback: Consider providing feedback to Microsoft about this issue.

      •  

    I hope this information helps!

     
    If my answer was helpful, please click Like, and if it solved your problem, please mark it as verified to help other community members find more. If you have further questions, please feel free to contact me.
     
    My response was crafted with AI assistance and tailored to provide detailed and actionable guidance for your Microsoft Dynamics 365 query.
     
    Regards,
    Daivat Vartak

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