Thursday, July 12, 2012

MSCRM 2011: Personal Options in the Microsoft Dynamics CRM 2011 Outlook Client

Microsoft Dynamics CRM 2011 Outlook Client contains several options that can be configured at a user level and can be customized to match the preferences of that user. In the steps outlined below, I will demonstrate some of the basic personal changes you can make to your CRM Online 2011 environment. Some of the options that we will be configuring are only available if you are using the Microsoft Dynamics CRM 2011 for Microsoft Office Outlook client.

* From Microsoft Office Outlook, open the File menu, click on CRM, and then click on Options.

The Set Personal Options dialog opens.

* In the General tab, the Show Get Started panes on all lists option controls the appearance of the Get Started panes in the CRM Online interface, which will provide a helpful overview throughout your use of CRM Online 2011 by popping up over your lists and providing you with links and tips to common tasks. We recommend leaving this checked until you feel you are familiar with CRM Online 2011. (Note: Even if you turn on the Get Started panes in your personal options, you will not be able to see them if your system administrator has turned them off globally—for everyone. Ask to have the option to show these turned on again via Settings > System > Administration > System Settings > General > Set the display option for Get Started panes.)

If you scroll down in the General tab, you’ll notice some other options. Under Set the number of records shown per page in any list of records, we recommend changing the Records Per page value to “250”. This will increase the number of items listed when browsing CRM Online 2011, and really saves time when trying to find specific items in a long list of data. If you need to use a different personal default currency than the default currency that your system administrator sets for the organization, choose it in the Currency field.

*Click on the Synchronization tab. The Synchronize with Microsoft Dynamics CRM items with my default Outlook Folders section includes a link to the Outlook Filters. These Outlook Filters specify the records that will be synchronized to Outlook. The filters default to the My views which will synchronize those records where you are the owner. The Schedule automatic synchronization with Outlook section allows you to configure how often the Microsoft Dynamics CRM 2011 for Outlook client synchronizes with the Microsoft Dynamics CRM 2011 database. By default it is set to 15 minutes. We recommend increasing the period between synchronizations to either 30 minutes or 60 minutes to maintain available bandwidth and minimize the possibility of synchronization errors.

* Click on the Workplace tab. This tab allows you to configure the Select which groups are displayed in the Workplace pane option. Personally, I prefer to add the Sales and Marketing groups to the workplace area by checking their respective boxes.

* Lastly, let’s configure the e-mail tracking options. Click on the E-mail tab, and look in the Select the e-mail messages to track in Microsoft Dynamics CRM section. Change the value of the Track option to “E-mail messages in response to CRM e-mail” and click OK. By default, Outlook only tracks received e-mails in Microsoft Dynamics CRM that you manually tell it to. Enabling this automatic tracking saves you time by removing that manual step and having received emails in response to already tracked emails be automatically tracked. The Allow Microsoft Dynamics CRM to send e-mail using Microsoft Dynamics CRM for Outlook and the Check incoming e-mail in Outlook and determine whether an e-mail should be linked options should be checked.

*Click OK.

We have now set your CRM Online 2011 options to fit you a little better. I recommend that you continue to tweak these settings as you continue to use the system and find new ways to accomplish your daily CRM activities.


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webasura said...

For some security roles, the Options menu does not display. It says the security role doesn't have enough privileges. Do you know what minimal privileges need to be granted to a security role so that users can see and configure their Options?

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