Hi sharathChandra,
We will use Exchange folder-level tracking in conjunction with Outlook Rules to automatically track all eamils in Outlook.
First please refer to these documents to know Exchange folder-level tracking and Outlook Rules.
Basically, there are two situations.
- You received a small volume of email from many different customers.
- You received large volumes of email from several particular customers.
In the first case, you may want to create a single folder called “Track in Dynamics 365" (or similar name) that isn’t linked to a particular record. That way, you can drag messages to that folder to track them automatically. If you later want to link an email message in that folder to a specific record, open that activity record, and then fill in the Regarding field.
In the second case, create a folder (or use an existing folder) just for that customer and link it to a specific record. For example, create a Contoso folder and set the regarding record to a Contoso account record or opportunity record.
Here is a demo.
I created a sub-folder “Track in Dynamics 365" with Inbox of Outlook, and move old emails into this folder. In this case, after settings up Exchange folder-level tracking, all emails in this folder will be synchronized to D365
Then I created a sub-folder “Lu Hao" with Inbox of Outlook because Lu Hao is a frequent customer, I have many emails with him. Then create an Outlook Rule that all emails to and from Lu Hao will be automatically moved to this folder. In this case, all old emails to and from Lu Hao will be moved form the folder “Track in Dynamics 365" to the folder “Lu Hao".
Repeat this step to create folders and Outlook Rules for all frequent customers. (You can track up to a maximum of 25 folders per user account.)
Go to D365 and 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.
The folder "Track in Dynamics 365" does not need to be configured with Regarding records. Pair the folders of the customers' name with their corresponding D365 company accounts.
That is. Your Outlook old emails will be synced to D365 with 15 minutes, and the emails in the folder which set Exchange folder-level tracking will be set to corresponding Regarding.
