Automatically track and save incoming Outlook email as Microsoft Dynamics CRM email activities

1. Follow the steps for the app you're using.

   In Microsoft Outlook 2010

   1. On the File tab, click or tap CRM, and then click or tap Options.

   In Microsoft Outlook 2013

   1. On the File tab, click or tap CRM, and then click or tap Options.

2. In the Set Personal Options dialog box, on the Email tab, in the Select how CRM for Outlook should integrate email with Microsoft Dynamics CRM section, select one of the following options:

   • Check incoming email in Outlook and determine whether an email should be linked and saved as a Microsoft Dynamics CRM record. Automatically links and saves incoming email messages as Microsoft Dynamics CRM records.

   • Allow Microsoft Dynamics CRM to send email using CRM for Outlook. Sends email messages from Microsoft Dynamics CRM by using Outlook.

3. To specify whether to track and save all email messages or only certain types, in the Select the email messages to track in Microsoft Dynamics CRM section, in the Track list, select one of the following options:

   • All email messages. Tracks all email messages.

   • Email messages in response to CRM email. Tracks email messages only if the person has a record in Microsoft Dynamics CRM.

   • Email messages from CRM Leads, Contacts, and Accounts. Tracks email messages only if they originate from someone with a Microsoft Dynamics CRM lead, contact, or account record.

   • Email messages from Microsoft Dynamics CRM records that are email enabled. Tracks email messages from all record types (including custom record types) that contain an email address field.

4. In the Automatically create records in Microsoft Dynamics CRM section, select Microsoft Dynamics CRM icon to have tracked items display the icon, or select Outlook icon, and then click or tap OK.

To use Microsoft Dynamics CRM for Microsoft Office Outlook, you must sign in with your credentials (an email address and password). You may choose to save this information locally so that you aren't asked for your credentials each time you open Microsoft Outlook. If you choose to save this information, CRM for Outlook will automatically connect to Microsoft Dynamics CRM every time you open Outlook.
After the first time you sign in and use CRM for Outlook, the connection between your computer and CRM will always be open when you have access to the Internet. You may choose to turn off the connection between your computer and CRM through the Options area. If you choose to clear this option, CRM for Outlook may suffer from decreased performance.
You can use CRM for Outlook to track email in CRM. If you do, the email thread will be visible to the users in your organization who have permission to view it.
For every email you receive, CRM for Outlook will send CRM the sender's email address, the recipient's email address, and the subject line of the message. This enables CRM to validate whether any particular mail should be stored by the CRM service. When an item is tracked, a copy of that item will be maintained by the CRM service and will be visible to the other users in your organization who have the right permissions. When an item is untracked, that copy is automatically deleted from the CRM service only if that item is owned by you.