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Dynamics 365 Community / Forums / Customer experience | Sales, Customer Insights,... / how to limit incoming ...
Customer experience | Sales, Customer Insights,...
Suggested Answer

how to limit incoming email in server side synchronization

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Posted on by gloamingon 252

Hi,

currently, we are using Dynamics 365 CE on premise version 8.2. and we are enabling mailbox for some users. in this case we only want to enable incoming email with server side synchronization. whereas, the other configuration (outgoing and appointment, contact, task) will keep as "none".

i want to know how to limit email that will be synced from user's mailbox to CRM? i dont want all email in the user inbox will be synced.

please advise.. thank you

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  • Suggested answer
    Tyson Bosse Profile Picture
    Tyson Bosse on at

    Hello,

    There are personal options to determine which emails will be synched to Dynamics. If the user logs into Dynamics and clicks on the gears icon in the upper right hand corner > clicks options > clicks email tab > There will be a dropdown for "Select the email messages to track in Microsoft Dynamics 365" and there will be 5 options:

    No email messages

    Email messages in response to Dynamics 365 email

    Email messages from Dynamics 365 Leads, contacts and Accounts

    Email messages from Dynamics 365 records that are email enabled

    All email messages

    If you want to restrict a Date on how far back in the mailbox to poll from. A Dynamics Administrator can navigate to settings > email configuration > email server profiles > open up the email server profile you have against the user mailbox > expand the advanced tab > change the process email from date to whatever date you want to poll the inbox from. For example if you only wanted to check for emails to bring in from 4/15/2021. You would set the process email from date to 4/15/2021 and then when you test and enable the mailbox for Server Side Sync, it will only pull back to that date to attempt to bring in emails.

    Hope this helps.

    Thanks,

    Tyson

  • gloamingon Profile Picture
    gloamingon 252 on at

    thanks Tyson, for your reply. its very helpful.

    the only thing I cannot found this option --> "No email messages" in my personal setting. whereas, for other options are there.

    thank you.

  • Tyson Bosse Profile Picture
    Tyson Bosse on at

    Hello,

    I did some digging and in on-prem 8.2, the setting "no email messages" was not yet present. This setting will be available if you upgrade to on-prem version 9.1 or migrate to Dynamics 365 Online.

    Thanks,

    Tyson

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