Saturday, August 27, 2011

MSCRM 2011: Adding your Outlook Contacts to Microsoft Dynamics CRM 2011

A client recently asked, “How can we get our Outlook Contacts into Microsoft Dynamics CRM 2011?”

After the Microsoft Dynamics CRM 2011 Outlook client is installed and configured, you can use the Add Contacts Wizard to copy your Outlook contacts to Microsoft Dynamics CRM 2011.

The following information was found on the Microsoft site:

The Add Contacts Wizard takes your Outlook contacts and creates contact records in Microsoft Dynamics CRM. The wizard also links your Outlook and Microsoft Dynamics CRM contact records.

Outlook does not include different contact forms for people and businesses. You enter both in the same type of contact form. In Microsoft Dynamics CRM, information about people and information about businesses are kept in different types of records:

*Contact. These represent individuals who purchase products or services, or who are employees of accounts. A contact may also be a person who is involved in a business transaction, such as a supplier or a colleague.
*Account. These represent companies that your organization does business with, either as customers or suppliers. Accounts can have contacts and sub-accounts associated with them and can be used to track competitors and vendors.

The Add Contacts Wizard adds your Outlook contacts as Microsoft Dynamics CRM contact records.

Before you start adding your contacts to Microsoft Dynamics CRM, do some optional organizational and clean-up tasks in Outlook to make it easier for you to select contacts. This also helps make sure that Microsoft Dynamics CRM adds the information correctly. Perform all of these tasks in Outlook:

* Set up color categories and use them to sort your contacts. At least use categories to mark your private contacts or mark contacts that you do not want to add to Microsoft Dynamics CRM. Or, you could use categories to group contacts that you want to have in Microsoft Dynamics CRM that are not from one company or domain.
* Verify that you used the name and spelling in the Company field consistently.
* Add a new Contacts folder to sort your contacts. For example, use a folder to hold all of your contacts that are businesses and not people.
* Remove or merge duplicate entries.
* Add contacts from other e-mail systems, such as Hotmail.
* Mark your private contacts as private.
For more information, search Outlook Help for "color categories," "contacts," and "duplicates."

To run the Add Contacts wizard:
1. If you have Outlook 2007 installed, on the CRM menu, click Add Contacts.
If you have Outlook 2010 installed, click File. Then, click the CRM tab, click Import Contacts, and then click Add Contacts.
2. Review the overview, and then click Add Contacts.
3. If you have more than one contacts folder, select which Outlook contact folder you want to use and click Add Contacts. Otherwise, go to the next step.
4. Select how to group your contacts.

* Company Name. This is a free-form text field in the Contact form. Grouping requires an exact match. For example, Microsoft Dynamics CRM will not group together contacts with "Microsoft" and "Microsoft Corp" for their company.
* E-mail Domain. This is the part of an e-mail address after the @ symbol. For example, in the e-mail address someone@example.com, "example.com" is the domain. You can group all of contacts with e-mail addresses with the same domain together.
* Categories lists any colors and labels that you have set up to organize items in Outlook.

5. By default, Advanced options are shown.

* Use Company Name to be the Account. This check box is selected by default. If the Outlook contact record contains a company name, Microsoft Dynamics CRM creates or links an existing Microsoft Dynamics CRM account record to the contact record.
* Track all communications for added contacts. Select this check box if you want to track and link e-mail messages to and from the contact to the Microsoft Dynamics CRM contact record. This also links appointments.

6. If you want, click Advanced to switch to the Basic Import options.
7. Clear the check boxes of the items or groups of contacts that you do not want to add.If you want to review the list of specific contacts, click the item or group in the list. When you are done, click the Close button.
8. If you selected the Basic Import option, you can select an account record to link to the contact record in Microsoft Dynamics CRM. In the Set Account column, click the row for the contact record that you want to link. Then, click the arrow to make the link one of the following ways:

* Leave the field blank (Not Set). If you want link the contact with an account record later in Microsoft Dynamics CRM, open the contact record and then select an account or parent customer record to link to the contact record.
* Click Use Company Name to have Microsoft Dynamics CRM create and link an account record based on the company name field of the Outlook contact record.
* Click Pick Existing Account to select an account or contact record to link to the new Microsoft Dynamics CRM contact record.

9. If you selected the Basic Import option, in the list, under Include Communication, clear the check box of each item if you do not want to track and link e-mail messages and appointments to and from the new contact record in Microsoft Dynamics CRM.
10. Click Add Contacts.Microsoft Dynamics CRM adds your contacts. A summary page displays showing the total number of added contacts, accounts, e-mail messages, and appointments.
11. Click Close.

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