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Sharing Outlook contacts RRS feed

  • Question

  • One of the great things about Dynamics CRM 4.0 is the Outlook integration. Adding a contact to Outlook then tracking in CRM seamlessly adds the contact to Dynamics which is great.

    However I can't find a good way to do the reverse i.e. add an existing contact from Dynamics to my Outlook (I'm using 2003).

    Can it do this out-of-the-box?

    Any assistance greatly appreciated.

    Thursday, April 29, 2010 10:36 AM

Answers

  • Here is a cute workaround to allow for taking contacts from CRM to Outlook on demand using config and workflow:

    http://bit.ly/bM1UL5

    Leon Tribe
    Want to hear me talk about all things CRM? Check out my blog
    http://leontribe.blogspot.com/ 
    or hear me tweet @leontribe


    Want to hear me talk about all things CRM? Check out my blog http://leontribe.blogspot.com/ or hear me tweet @leontribe
    • Proposed as answer by Leon TribeMVP Monday, May 3, 2010 12:20 PM
    • Marked as answer by AreJ Wednesday, May 5, 2010 2:42 PM
    Monday, May 3, 2010 12:20 PM

All replies

  • Yes, CRM 3.0 and 4.0 both offer this feature.

    By default, the local data group in CRM for Outlook is cofiguring to synchronise all contacts owned by you. So any contacts you add to CRM should synchronise with Outlook a few minutes later. The filter criteria for the local data group can be configured to suit your preferences, and the synchronise time can also be adjusted. This method is controlled by a security privilege, so as long as you have an approprite security role it should work like a charm.

    Please note, that tracking an Outlook contact in CRM appears to be a good feature, but in practice it is often the source of poor quality data. This feature doesn't support data validation (required fields, for example), form-based JavaScript such as OnLoad, OnSave and OnChange events are by-passed, the contact is not linked to a parent account, and there is no duplicate detection, etc. My advice is to use it sparingly. I never show users how to use it in any of my training courses!

    Neil


    Neil Benson, CRM Addict at Customery Ltd.You can reach me on LinkedIn or Twitter, and you're welcome to sign up to Customery, an online community for UK-based Dynamics CRM people.

    • Marked as answer by Jim Glass Jr Thursday, April 29, 2010 2:02 PM
    • Unmarked as answer by AreJ Friday, April 30, 2010 9:29 AM
    • Proposed as answer by Donna EdwardsMVP Friday, April 30, 2010 3:43 PM
    • Marked as answer by Jim Glass Jr Friday, April 30, 2010 4:30 PM
    • Unmarked as answer by AreJ Wednesday, May 5, 2010 2:43 PM
    Thursday, April 29, 2010 1:38 PM
    Moderator
  • Thanks for replying Neil. Interesting thoughts around not using the track in CRM functionality! Although I think I need to explain my question a bit better as I realised the scenario didn't have enough detail. Here's a use case:

    Employee 1: Adds a contact to Outlook, then tracks it in CRM

    Employee 2: Also meets the same contact, and would like a record of that in their Outlook. The ownership of the contact should remain with Employee 1 but Employee 2 needs a record in Outlook as they plan to be offline for the next week with no access to the online database.

    So my real question is: Can Employee 2 have a 'Import this contact to my Outlook' button which, regardless that the contact is Employee 1's, will give them a record in Outlook?

    I hope this makes sense.

    RJ

    Thursday, April 29, 2010 3:21 PM
  • So my real question is: Can Employee 2 have a 'Import this contact to my Outlook' button which, regardless that the contact is Employee 1's, will give them a record in Outlook?

    I hope this makes sense.

    RJ


    The answer lies in leveraging the local data group to sync the CRM Outlook client that Employee wants.  You can modify Employee # 2's local data Group to include syncing the Contact by changing the default filter criteria.  The default filter criteria is set to sync down the Contacts owned by the user only.  You can change that to sync all Active Contacts, Active Contacts that meet certain criteria, etc.

    See this post for another option.


    Regards, Donna

            Windows Live Blog

    • Proposed as answer by Donna EdwardsMVP Friday, April 30, 2010 3:43 PM
    • Marked as answer by Jim Glass Jr Friday, April 30, 2010 4:30 PM
    • Unmarked as answer by AreJ Wednesday, May 5, 2010 2:43 PM
    Friday, April 30, 2010 3:43 PM
  • Here is a cute workaround to allow for taking contacts from CRM to Outlook on demand using config and workflow:

    http://bit.ly/bM1UL5

    Leon Tribe
    Want to hear me talk about all things CRM? Check out my blog
    http://leontribe.blogspot.com/ 
    or hear me tweet @leontribe


    Want to hear me talk about all things CRM? Check out my blog http://leontribe.blogspot.com/ or hear me tweet @leontribe
    • Proposed as answer by Leon TribeMVP Monday, May 3, 2010 12:20 PM
    • Marked as answer by AreJ Wednesday, May 5, 2010 2:42 PM
    Monday, May 3, 2010 12:20 PM
  • Thanks Leon - this is exactly what I was after!
    Wednesday, May 5, 2010 2:45 PM