Dynamics Community Forum Thread Details

Dynamics 365 App for Outlook - How do you prevent Outlook Contacts entering into D365?

Hi D365 Community Users,

BACKGROUND

A team in our organization turned on the Appointment/Contact/Task server-side synchronization. We did not anticipate our Outlook Contacts would import into our D365 as contact records.

QUESTIONS

1. Is there an option for users to block Outlook Contacts from entering D365? If not, what is the reason behind Outlook contacts being imported in D365? This makes the assumption that all Outlook contacts are potential customers which is not true, and these contacts can be unintentionally funneled into our marketing integrations with D365.

2. If I delete the contact records in D365, will these contacts be imported/created again in D365 during subsequent synchronizations? If I deactivate these contacts in D365 instead of deleting them in D365, will Outlook Contacts maintain its synchronization/connection with the deactivated D365 contact records, and therefore, prevent D365 contact record from being created again in the future?

Thank you in advance for your input.

Much appreciation,

Daniel

Hi,

Yes you can do this for each user from their personal options from Dynamics.

If you want to perform this at system level you can download the XRM tool and you can do it at system level.

There is another option in System settings to sync only specific contacts should sync.

Admins have two options they can specify for how contact synchronization occurs.

Synchronize mailing address only in Outlook contact

By default, just one Outlook mailing address field is synchronized between Dynamics 365 and Outlook. This is sufficient for most organizations.

Synchronize all three addresses (Business, Home, Other) in Outlook contact

Choose this option to synchronize all three Outlook mailing address fields (Business, Home, and Other fields) between Dynamics 365 and Outlook.

Warning

Enabling this option can cause data loss if you have existing data. This is due to the remapping of the attributes for existing tracked contacts. We recommend you test this option prior to deployment to understand how the re-mapping affects your environment and your data. In most cases, you should have the full data in one side (normally in Dynamics 365) and have them sync to the other side (normally Outlook or Exchange).

More information: What fields can be synchronized between Dynamics 365 and Dynamics 365 for Outlook?

Quick Links

Leaderboard > Microsoft Dynamics 365 | Integration, Dataverse, and general topics