Dynamics 365 App For Outlook

Track and Set Regarding are disabled for Appointments in Dynamics 365 App For Outlook message | Demystified

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If you are new to tracking, you probably also want to track the Appointments to Dynamics as well.

Whether this is enabled for you or not is an optional setting and you end up seeing this error message –

Enable Tracking for Appointments, Tasks & Contacts

  1. One of the first places to go and check for Admins when someone reports such an issue is to check if the Appointments, Contacts or Tasks are enabled in Dynamics 365 Outlook or not.

    If you want to navigate to Dynamics 365 App directly and don’t seem to find it in your SiteMap, check this post – Dynamics 365 App For Outlook missing on SiteMap in CRM? Use shortcut link [Quick Tip]
  2. Now that you know the Dynamics 365 App For Outlook is not abled for Appointments, Contacts and Tasks, next, you’ll need to go to Settings > Email Configuration > Mailboxes and switch view to show Active Mailboxes as My Active Mailboxes is usually set to Default.
    Look for the user’s mailbox –
    You’ll find that the Appointments, Contacts and Tasks are not Enabled for Server-Side Synchronization

  3. Enable this and Test & Enable the mailbox

    In case you are also looking to enable Server-Side Sync in general to enable Dynamics 365 App For Outlook, check this post – Summarizing D365 App For Outlook Setup in 3 steps with Exchange Online mailbox

  4. Check this if it should only be enabled for the current Org.

  5. Once the Test is successful, it should now be enabled in Dynamics 365 App For Outlook Settings as well.

  6. Refresh the browser once if you are using Outlook Web App, you should be able to also track Appointments/Contacts/Tasks to Dynamics 365

  7. Now, the meeting invite should be available to track.

    Please note that even if you click on Track, the meeting will only be tracked once you send it out.


    Hope this helps! Here are some more Dynamics 365 posts you might want to check –
  1. Cancelled Bookings Imported in Time Entries in Dynamics 365 PSA issue | [Quick Tip]
  2. Remove ‘This Email has been blocked due to potentially harmful content.’ message in Dynamics 365 Emails | OrgDbSettings utility
  3. Get GUID of the current View in Dynamics 365 CRM JS from ribbon button | Ribbon Workbench
  4. Get Dynamics 365 field metadata in a Canvas App using DataSourceInfo function | Common Data Service
  5. Dynamics 365 App For Outlook missing on SiteMap in CRM? Use shortcut link [Quick Tip]
  6. Pass Execution Context to JS Script function as a parameter from a Ribbon button in Dynamics 365 | Ribbon Workbench
  7. Find Created On date of solution components in Solution Layers | Dynamics 365 [Quick Tip]
  8. Add multiple Opportunity Products at once in Dynamics 365 Sales | Enhanced Experience [Preview]
  9. Import lookup referencing records together in Dynamics 365 CRM | [Linking related entity data during Excel Import]
  10. Pass data to HTML Web Resource using browser’s sessionStorage in Dynamics 365 CE

Thank you!!

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Dynamics 365 App For Outlook missing on SiteMap in CRM? Use shortcut link [Quick Tip]

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If you are using an older Dynamics 365 online/on-premise, you might likely be missing seeing the Dynamics 365 App For Outlook because it wasn’t originally added to SiteMap and you might not have added.

Use Shortcut provided by Microsoft Support

  1. Let’s say your Organization URL is https://<org&gt;.crm.dynamics.com/
    Then, append the below link to the Organization URL to make it look like this
    https://<org>.crm.dynamics.com/tools/appsforcrm/AppForOutlookAdminSettings.aspx

    And this will open up the Dynamics 365 App For Outlook

  2. You can also add it permanently to your SiteMap by following this Microsoft Support article from which I picked the link for you –
    https://support.microsoft.com/en-in/help/4339287/dynamics-365-app-for-outlook-missing-from-dynamics-365-navigation

    One a side note, Dynamics 365 App For Outlook is also supported for D365 on-prem. Follow this Microsoft article to know more – https://cloudblogs.microsoft.com/dynamics365/no-audience/2016/12/13/dynamics-365-app-for-outlook-support-matrix?WT.mc_id=DX-MVP-5003911

Hope this helps!!

Using Templates from D365 CE in D365 App For Outlook

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Using D365 App For Outlook’s Template feature, you can simply pull a template from Dynamics 365 CE and use it to send emails from Outlook itself. Here’s a typical example in this post below –

In case you are also looking to get started with D365 App For Outlook, you can refer the post here – Summarizing D365 App For Outlook Setup in 3 steps with Exchange Online mailbox

or

Check how you can add your entities to D365 For Outlook here – Enable entities for Dynamics 365 App For Outlook

Email Template in D365

Let’s say I’ve this template prepared for myself in D365 which I want to use in order to quickly reply to my queries asked.

To keep things simple for example, I’m only using the attribute First Name of the Contact in my sample template.

templateIn365

Add a Template in Outlook

Now, let’s say I got this email from Priyesh asking for a quick discussion.
incomingEmail

Now, instead of thinking and replying, let me just use one of my standard templates to respond. Here’s how I do it –

 

  1. In this case, I’ve opened a new Email to respond (selected Reply/Reply All) and opened D365 App For Outlook besides.
    dropDownMenu
  2. Then, select Add Template option
    addTemplate
  3. Remember, you’ll need to have the record tracked before you could select a Template
    trackMissing
    (In this case, I tracked the record against the Contact record itself)
  4. And then try selecting Add Template again. Next, you’ll be asked to select the Template Entity based on the fields in the Email. In this case, it identified that Priyesh Wagh was a Contact from D365
    selectEntity.png
  5. Based on #4 above, it identified that Contact entity is in context and accordingly, it’ll show me Templates for Contact entity.
    quickReponseTemplateInOutlook
  6. Once I select this, I will be asked for confirmation to insert into Email.
    confirmSelection
  7. And there we go! Email is ready to be sent in the next moment. Note that Priyesh in the Email body got populated from the Template’s First Name attribute.
    emailInserted

 

Hope this helps!!

Select which Appointments should be synced to Outlook from D365 CE

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Perhaps you want to select what all Appointments should be synced to Outlook and not all from Dynamics 365. You can simply have a custom filter control this behavior for yourself and choose which all Appointments should go over.

Customization

Add a new Two Option field in your Dynamics 365 Appointment entity which will specify if the Appointment should be sent to Outlook or not.
isSyncedField

 

Personal Settings

Now, you’ll need to add this field to the My Appointments view for yourself. You can do so by going into your Personal Settings from the Gear Icon on top-right corner
Options

Then, go to Synchronization and select filters as shown below
selectFilters

viewSelector

You can modify the My Appointment view in your custom filters as follows

modifiedFilter.png
Choosing which Appointments to Sync

Now Appointment 1 and Appointment 3 are marked as Is Syned? == Yes. So only those will appear in the Outlook and the rest will stay in D365 itself.

Scenario

In my Dynamics, I created 3 Appointments – Appointment 1, Appointment 2 & Appointment 3.

Of which, Appointment 1 and Appointment 3 are marked to be synced and Appointment 2 is marked to not Sync. See below –

table

So, only Appointment 1 and Appointment 3 will be synced and not Appointment 2

synedOnlySelected

Hope this helps!

Summarizing D365 App For Outlook Setup in 3 steps with Exchange Online mailbox

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Remember, there are a lot of considerations for security and synchronization. The above setup is recommended for all first time Outlook and Dynamics users. While all this, I would like to summarize the steps for all you first time users!

Here’s a crash course guide to setting up D365 App For Outlook for new on-boarders.

Part 1 – Outlook License

  1. So, you can have any of these licenses which has Outlook service included. Be it Enterprise E3, E5 etc. Basically, you need an Exchange Online mailbox. Also make sure the license is assigned to the user and Mailbox is created as below.
    license
    licenseAssign.png

Part 2 – Enable Server Side Synchronization

Once Mailbox is setup for the User. Now, let’s go the D365 For enabling Server Side Synchronization on the user’s mailbox. Remember, you must be a Global Administrator to Approve the Mailboxes.

  1. Go to Settings >Email Configuration > Mailboxes. Open Mailbox you want to enable SSS for.
    selectMaibox
  2. Then, click on Approve.
    approveMailbox
    confirmApprove
  3. Then, click Test & Enable Mailbox from the ribbon.
    test&amp;Enable
  4. This is important, if you have multiple instances like Production, Sandboxes etc. Choose if you want to only enable it for the current organization and not else where, select the checkbox.
    enableForCurrentOrg
  5. The Mailbox in D365 will complete testing in a few minutes and you should see the status of the same  as Success if everything went well.
    allSuccess

Part 3- Enable D365 App For Outlook

Now, once Server Side Synchronization is enabled, you’ll need to go to Dynamics 365 App For Outlook in Settings.
D365FOSitemap

If you don’t see the above in your SiteMap, refer this post for the details and the shortcut- https://d365demystified.com/2017/11/14/missing-dynamics-365-app-for-outlook-from-settings-in-dynamics-365-v8-2/

Now, in my case, I had selected to enable this feature for anyone who has already been enabled with Server Side Sync to also be enabled for D365 App For Outlook.

Hence, when I opened the App, I could already see my being added to the App!!

alreadyAdded

Else, you’ll need to add other users explicitly by selecting them and clicking on Add App To Outlook button on the view shown above.

READY!

You’ll see the Dynamics icon that denotes the D365 App For Outlook, you can click on it and the D365 App For Outlook is ready to be used for that selected item.
iconReady

and the app will show up in the pane next to it.

readyApp

For detailed information on Support Matrix of the D365 App For Outlook, refer this – https://docs.microsoft.com/en-us/dynamics365/customer-engagement/outlook-app/deploy-dynamics-365-app-for-outlook

Here is also a YouTube video summarizing the same: 

Hope this summarizes the setup well!

Enable entities for Dynamics 365 App For Outlook

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So, you’re all set to use D365 App For Outlook from your OWA (Outlook Web App) or even from your Desktop client. Let’s look into enabling any given entity (predefined or custom) to show up while searching in the D365 App For Outlook

Let’s say, you have these entities already enabled when you recently setup the App
noEntityDisplayed

And you don’t have your custom entity, say, Customer Subscriptions enabled yet. So let’s set that up.
actualEntity

Pre-Requisites

  1. Make sure the users’ mailbox is synced using Server Side Sync and they have been enabled to use D365 App For Outlook.
    addToApp
    You can see the above settings from Settings > Dynamics 365 App For Outlook as shown below –
    D365AppOnSiteMap
  2. Make sure the Entity is already enabled for Activities so that it can be used to track records against.
    enableActivities
    Note: I also read on other blogs stating that the entity should also be present in the Categorized Search under Settings > Administration > System Settings – General Tab. But this worked for me without it.

Enable entity for D365 App For Outlook

Now, let’s enable Customer Subscriptions to be available in the D365 App For Outlook

  1. We will need to add it in the D365 App For Outlook itself. Navigate to Settings > My Apps as shown below
    myAppsIf My Apps is missing from your SiteMap, you can refer to my blog for using the shortcut link to access it – ‘My Apps’ missing from D365 SiteMap
  2. In My Apps, find Dynamics 365 App For Outlook app and open it in the App Designer as shown
    openInAppDesigner
  3. Once you open it, on the right hand side, expand Entities
    artifactEntities
  4. Find that Customer Subscriptions (or your entity which you wish to enable) is not enabled yet.
    entityInAppFound
  5. Enable it by clicking the checkbox. It will now appear in blue and selected
    entityInAppEnabled
  6. It will also appear on the left hand side now
    entityInLeftSide
  7. Simply Save and Publish the changes.
    publishChanges

Entity is Enabled

In your Outlook (OWA of Outlook client app), when you restart or re-open open the app, you’ll see that the entity is enabled as below and you can use it to search and track records against.
entityIsEnabled

And we are done. 🙂

Missing ‘Dynamics 365 App For Outlook’ from Settings in Dynamics 365 v8.2

priyeshwagh777 CRM with .NET Web Applications, Dynamics 365

Hi Folks!

Recently came across a scenario where I was using v8.2 of Dynamics 365 Online and I wasn’t able to find Dynamics 365 App For Outlook in the Settings area.

missingApp.PNG

Fret not! App is enabled for you already if you even an Exchange Online license. But, at times if you don’t see this – just visit this URL as below:

https://[Your_Organization].crm.dynamics.com/tools/appsforcrm/AppForOutlookAdminSettings.aspx

appView

 

 

Hope this quick tip helps!