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Dynamics 365 Community / Forums / Microsoft Dynamics CRM (Archived) / Synchronizing Shared C...
Microsoft Dynamics CRM (Archived)

Synchronizing Shared CRM Contacts with Outlook and mobile app

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Posted on by Community Member

Hi,

We are using Dynamics CRM Online 2016 and Outlook 2016. We would like that all users get all the contacts contained in the CRM populated in their Outlook contacts, regardless if they are the owner or not. We also want them to have all the contacts in their mobile devices.

I found an article on the Community : https://community.dynamics.com/crm/b/crmpowerobjects/archive/2013/10/04/synchronizing-shared-crm-contacts-with-outlook

which describe to do so by managing contacts through a Marketing List.

1) Is this the only way to do it?

1) Are new contacts automatically added to the Marketing List or we will have to manage it?

2) Will it works for our mobile devices?

Thanks,

Annie Fournier

*This post is locked for comments

I have the same question (0)
  • CRMInnovation.com Profile Picture
    CRMInnovation.com on at

    Annie,

    That is one of the easiest ways to do it. However, since it is a static list, someone will have to go into the list regularly and update the list by running the query again.

    And yes it will work for your mobile device as the mobile device gets it's Contacts from the Outlook client.

    To make this work more efficiently you will need to use this utility to automatically add users to the marketing list.

    https://msdyncrmworkflowtools.codeplex.com/

    If users were to be selective in who they want to track locally, then we recommend to clients that they use the follow tag and then set up the sync to include all contacts that they follow.

    Best regards,

  • Verified answer
    Community Member Profile Picture
    Community Member on at

    Jerry, thanks for your answer!

    I finally find another way to do it, without using marketing list. I had modified the options in my CRM client for Outlook. I modified the filters under Synchronization Tab. "My contacts" are now filtering for all active contacts instead of contacts that I own.

    As of now, all my tests are good and it seems to be a good solution. Have a though about it?

    Thanks, Annie

  • Suggested answer
    CRMInnovation.com Profile Picture
    CRMInnovation.com on at

    Annie,

    I guess when I read all that I really didn't think of that as 100%. We have done projects before where 'all' was something less than all.

    If you have modified the filter so that it brings back all active contacts then it sounds like you are golden.

    Of course now you will have to watch for errors where the user modifies a field in the Outlook Contact record and then it tries to sync back to CRM. Do all your users have edit rights to all contacts?

  • Community Member Profile Picture
    Community Member on at

    Hi Jerry, Thanks for the reply!

    Yes, all of our users have all access regarding contacts management (our administrative assistant and account managers). They also can see every data regarding contacts.

    I assume that solution will do it. So far so good. I will have to implement it on our environnement production.

    Regards,

    Annie

  • Community Member Profile Picture
    Community Member on at

    Hi Jerry,

    Just to let you know that we modify the filter for "My Outlook contacts" on the CRM Client for Outlook a couple of weeks ago and everyone is happy with that simple solution.

    Regards,

    Annie

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