Five things we love about the Dynamics 365 app for Outlook
Connecting CRM for Dynamics 365 with Outlook, the app makes it easy to track emails, tasks, and appointments without installing any additional software. With the app, users can create records and view information from Dynamics 365 and use email templates, sales literature, and knowledge articles when composing messages and creating appointments. With a single click, users can link an Outlook email message or appointment to a specific Dynamics 365 record. Adding the Dynamics 365 App for Outlook allows users to directly manage links between their Outlook contacts and Dynamics 365 contacts.
Here’s how to access Dynamics 365 in Outlook:
Open the Dynamics 365 pane in Outlook using the command button in the ribbon.
For Outlook on the web, click the Dynamics 365 link or the Dynamics 365 icon.
Here are the five main features:
- View Dynamics 365 information and create activities
- Track regarding now the DEFAULT mode from Outlook for new or existing records
- Use Email Templates, Sales Literature and Knowledge Articles
- Add a new Contact or Lead to Dynamics 365 from Outlook
- Track Outlook contacts with the Dynamics 365 add-in
Here’s a bit more detail on our five favourite features:
1.View Dynamics 365 information and create activities
The Dynamics 365 pane will display information based on matching the From and To email addresses. Use the plus sign to quickly create task, appointment or phone call activities from Outlook for contacts and leads. Users can also see information on the next activity, last activity and other related records, such as opportunities and cases.
If the recipient is a Dynamics 365 user (as opposed to a contact or lead), their information will display in the Dynamics 365 pane with (user) next to their name.
2. Track regarding from Outlook for new or existing records
Users can track an item to a matched record with one click on the blue link icon!
Note: It is always recommended to track an email, appointment or task regarding a specific record such as a case or opportunity. Dynamics 365 App for Outlook displays their “Recently Used Records” list. Quickly track regarding a recently used or pinned record. (Note: User can only track meetings for which they are the organiser. Meeting replies are not tracked.)
To track regarding a record not on the list, type a search term and click the look up icon. Categorised search results from multiple record types will display. (Note: The Dynamics 365 App for Outlook search uses the settings from Dynamics 365, so an administrator can customise which records and which fields are searchable by changing the Categorised Search options in System Settings and customising Quick Find views.)
If the record users are looking for is not found, users can create a new record right from Outlook.
Users also have the option to track without setting regarding.
3. Use Email Templates, Sales Literature and Knowledge Articles
When users compose an email, the Dynamics 365 pane provides access to Templates, Sales Literature and Knowledge Articles. Global and contact email templates are available when Dynamics 365 finds matching contact records. Track the draft email regarding a lead, opportunity or other record to access email templates specific to that record type. (Note: Tracking pending status will resolve to Tracked at the next sync between Exchange and Dynamics 365.)
Choose Sales Literature or Articles and expand the subjects to find the relevant product or topic and select the information to add to the email.
4. Add a new Contact or Lead to Dynamics 365 from Outlook
The Dynamics 365 pane will display information about matching records based on the From and To email addresses. If the email address does not already exist in in Dynamics 365, users will see a a link to Add to Dynamics 365 as a contact or lead.
This opens a quick create form in Outlook. In this example, while entering the new contact information, we want to link Karen to the existing Contoso account. When users click on Account Name, an Account lookup displays in the Dynamics 365 pane. User can search for and select the correct account, or create a new account record.
There is an option to open the record in a Dynamics 365 application window once it is created, user can input additional information into the full form. When user Save the new contact, Dynamics 365 App for Outlook automatically tracks the item as regarding the newly created record and displays the green link icon.
5. Track Outlook contacts with the Dynamics 365 add-in
If users already have detailed contact information in Outlook 2016, instead of using the Add to Dynamics 365 link in the Dynamics 365 pane, use the Dynamics 365 add-in – an Outlook solution module accessible from the Outlook navigation bar which is automatically installed when users install Dynamics 365 App for Outlook. For users using compact navigation, they will see the add-in icon. If users are not using compact navigation, they will see Dynamics 365 (or if users have more than one extension loaded they will see the word Add-ins).
In the Dynamics 365 add-in, users can select records from a list of Outlook Contacts and Track or Untrack them from Dynamics 365. Details from the Outlook contact include phone numbers, full address, etc. will then be synchronised with the record in Dynamics 365.
User can also link contacts to accounts from Dynamics 365. If the account does not already exist, click New to open Dynamics 365 in an application window and add a new Account.
We LOVE these features. What do you think?