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Setting up Server Side Sync for email causes every email in a user's inbox to be imported as activity.

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Posted on by JMAtoms

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This can't possibly be default behavior? How can I use the Outlook integration without having every single email ever sent for the past 10 years be imported as an acitvity?

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urklnme 439 on at

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RE: Setting up Server Side Sync for email causes every email in a user's inbox to be imported as activity.

was thinking that allowing role-based security and miscellaneous privileges to do that would be more helpful .
AriaConsulting 2 on at

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RE: Setting up Server Side Sync for email causes every email in a user's inbox to be imported as activity.

Simple, some users like sales/business development users may have different needs from other users (ex. customer service reps).
urklnme 439 on at

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RE: Setting up Server Side Sync for email causes every email in a user's inbox to be imported as activity.

powerapps is really awesome in many ways. somehow there are good things that Microsoft just didnt think about or had "some reason" for not doing them.

As an admin one would think that it would be possible to control things like this. of course we always want as much autonomy as we can get :D

anyone have an actual explanation for why this must be done by each user?
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Ricardo Gimenez on at

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RE: Setting up Server Side Sync for email causes every email in a user's inbox to be imported as activity.

Hello,

No, this option is a Personal Setting by user, so there is no a OOB functionality to change the option for all users or entire organization. The default value for Track option is "Email messages in response to Dynamics 365 email", so if the user didn't change that, the mailbox can be enabled with no additional validation from administrator side. Also, you can use this tool "UserSettingsUtility" from XRM Tool Box, to check Personal Settings for users and change that through bulk way:

www.xrmtoolbox.com/.../

*There are several articles into community about "how to use" this tool.

Thanks,
JMAtoms 125 on at

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RE: Setting up Server Side Sync for email causes every email in a user's inbox to be imported as activity.

Ricardo, thank you very much for your reply. Is there not a system-wide setting for this? Or can the default be changed? The way it stands now I need a user to first change this, then enable their email. While from an administrative view the reverse would be preferred. If an admin were to enable a user's email before this was configured by the user it could import messages to places like HR or C level's. We're also relying on the end-user too much here. We have to trust they set this up properly before enabling their email.
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Ricardo Gimenez on at

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RE: Setting up Server Side Sync for email causes every email in a user's inbox to be imported as activity.

Hello,

You need to define the tracking preferences for users before the sync. This can be done accessing Configuration option (up right corner) > Personalization Settings > Email tab. Under session "Track", select Email messages in response to Dynamics 365 email. Also, make sure to have "Show emails not tracked in Dynamics 365 in the Activities list" defined as No.

Thanks,