CRM Minute – Outlook Filters

We at xRM (www.xrm.com) want to remind our customers of a feature that is easy to overlook in the CRM for Outlook plugin—user filters. Filters allow users to control what exactly gets synchronized between Microsoft Dynamics CRM and Outlook. Below is a “CRM Minute” video to show you where you can control these filters.


Here are some written instructions. Note that these settings can be configured from Outlook or the web client:

Outlook

    1. Click File > CRM.

    2. Click the Synchronize button. Two options should appear. Select “Review Synchronization Settings”.

    3. The Synchronization Settings for Outlook or Exchange window opens.

    4. Click the User Filters tab to manage your own filters.

      Web Client

        1. Click the Settings icon in the upper-right corner (looks like a gear).

        2. Select Options.

        3. Select the Synchronization tab.

        4. Click the Filters link.

        5. The Synchronization Settings for Outlook or Exchange window opens.

        6. Click the User Filters tab to manage your own filters.

          If you like this bite-size lesson, you can find plenty more at our Microsoft Dynamics CRM by xRM YouTube channel. We post tutorials, xRM updates, and more videos for our CRM Minute series. We’ve even bundled these up in a playlist for your enjoyment!

          You can learn more tips, tricks, and tutorials for Microsoft Dynamics CRM, please check out our xRM blog and our Success Portal. If you would like to receive training from our team of experts, please inquire about our QuickStart Training.

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          The Ultimate CRM for Outlook Guide – Set Up

          In the previous two posts of the Ultimate CRM for Outlook Guide, we discussed what Microsoft Dynamics CRM 2013 for Outlook is and how to install it. In the third part of this guide, we discuss how to set up the add-in so that it connects to your Microsoft Dynamics CRM organization, allowing you to track emails and synchronize contacts, appointments, and emails between your Outlook client and your CRM database.

          Configuring Microsoft Dynamics CRM 2013 for Outlook

          1. Close Outlook.

          2. Click on Start > All Programs > Microsoft Dynamics CRM 2013 > Configuration Wizard.

          If you see the following error, make sure that your Outlook is closed, and then click Retry.

          The Ultimate CRM for Outlook Guide – Set Up

          3. The Manage Microsoft Dynamics CRM Organizations screen opens. Click Add.

          The Ultimate CRM for Outlook Guide – Set Up

          4. The Configure Organization window opens.

          The Ultimate CRM for Outlook Guide – Set Up

          5. Enter your CRM Server URL. Select CRM Online if you are a Microsoft Dynamics CRM Online subscriber. Otherwise, enter your Server URL, which should begin with “https://”. If you are an xRM Hosted Microsoft Dynamics CRM subscriber, your URL will look like “https://samplecompany.xrmlive.com”. Contact your CRM provider if you do not know the URL of your CRM organization.

          6. Click Test Connection to make sure that you can connect to your CRM organization. Once the Configuration Wizard successfully connects to your CRM organization, it will ask you to enter your username and password. If you are a CRM Online subscriber, your username will look like “user@yourcompany.onmicrosoft.com”.

          The Ultimate CRM for Outlook Guide – Set Up

          7. Your user name will appear in the Authenticate as: field. You can change your username and password by clicking Change.

          8. Enter a Display Name, such as “Your Company’s CRM.”

          9. Click the check box next to Synchronize with this Organization. Checking this box will allow you to synchronize contacts, phone calls, appointments, and other activities between your CRM database and Outlook. While you can add multiple CRM organizations, you can only synchronize with one at a time using CRM for Outlook.

          10. Click OK. Your CRM database will now synchronize with your Outlook.

          Congratulations! You have now set up Microsoft Dynamics CRM 2013 for Outlook. In the next installment of the Ultimate CRM for Outlook series, we will discuss how synchronization works and how you can create and modify filters that specify which data are synchronized to your Outlook folders.

          The “Ultimate CRM for Outlook Guide” series

          Part I – Introduction to the Ultimate CRM for Outlook Guide

          Part II – Installing the CRM for Outlook Add-in

          Part III – Setting up the CRM for Outlook Add-in

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          The Ultimate CRM for Outlook Guide – Installation

          Welcome to the second post in the “Ultimate CRM for Outlook Guide” series. In this post, we explain how to install the Microsoft Dynamics CRM 2013 for Microsoft Office plugin.

          As we explained in the Introduction to the Ultimate CRM for Outlook Guide, the Microsoft Dynamics CRM 2013 for Microsoft Office Outlook is a free software add-in that allows CRM users to access records in the CRM database directly from their Outlook client. It also allows users to track email threads and synchronize contacts, appointments, and emails between Outlook and the CRM database.

          Microsoft Dynamics CRM 2103 for Outlook Installation Steps

          1. Download Microsoft Dynamics CRM 2013 for Microsoft Outlook .

          The CRM for Outlook add-in is available to download from the Microsoft Download Center. Click the following link to download the add-in: http://www.microsoft.com/en-us/download/details.aspx?id=40344. If you are running 32-bit Microsoft Office Outlook, make sure that you download the CRM2013-Client_ENU-i386.exe. If you have are running 64-bit Outlook, make sure that you download CRM2013-Client-ENU-amd64.exe instead.

          Next, choose which version of the add-inyou wish to install.

          The Ultimate CRM for Outlook Guide  Installation

          To check which version of Outlook you are running, complete the following steps:

          For Outlook 2013, open Outlook, click File > Account, and then click the About Outlook button.

          Once the About Microsoft Outlook window opens, you can view the version that you are running at the top of the window.

          For Outlook 2010, open Outlook, and Click File > Help. The version and platform are listed like this: Version 14.0.0000.0000 (32-bit).

          2. Extract the file.

          Right click on the file that you downloaded and select Run as Administrator. You must have Administrator privileges on your computer in order to complete the installation. You will be asked to select a folder to store the extracted files. We suggest clicking Make a New Folder and naming your new folder something catchy like “CRM for Outlook,” so that you can easily find it. Once you select a folder, the files will begin to extract.

          3. Microsoft Dynamics CRM 2013 for Outlook Setup will launch.

          4. Check the box to accept the license agreement, and click Next.

          5. Click Options if you wish to enable Offline Capability or change the installation location.

          Offline capability allows users to access versions of your CRM records that are saved locally. If offline Capability is enabled, any changes made while offline will later sync to the CRM server. Users can add offline capability later by clicking Go Offline in Outlook.

          6. Click Install Now to begin installation.

          7. Wait for Microsoft Dynamics CRM 2013 for Outlook Setup to install all components.

          8. Once the installation process has completed, the installer will show the screen below indicating that Microsoft Dynamics CRM 2013 for Outlook has been successfully installed.

          9. Click Close.

          10. Restart Outlook.

          Assuming the installation proceeded correctly, you should now be ready to configure Outlook to connect with your CRM organization.

          Common Installation Problems

          Here are a few common installation problems and solutions:

          1. Your computer does not meet the minimum hardware or software requirements.

          Read more about the Microsoft Dynamics CRM for Outlook hardware requirements and the Microsoft Dynamics CRM for Outlook software requirements. You must have Windows 8.1, Windows 8, Windows 7, or Windows Vista SP2. You also have to be running Microsoft Outlook 2013, Outlook 2010, or Outlook 2007. The plugin will not work with Windows XP or with Outlook 2003.

          2. You are attempting to install the add-in on a Mac running any version of OS X.

          The Microsoft Dynamics CRM for Outlook add-in only works with Office for Windows PCs. It does not work with Office for Mac versions of Outlook.

          3. Setup fails because the incorrect platform was chosen.

          If you attempt to install the version of Microsoft Dynamics CRM 2013 for Outlook for the wrong platform (32-bit instead of 64-bit or vice-versa), an error will arise telling you that the installation has failed. Click Close, and download the file that corresponds to the correct file (32-bit or 64-bit) for the version of Outlook you are using instead.

          4. Outlook is running when you attempt to install the Microsoft Dynamics CRM for Outlook plugin.

          Close Outlook and try again.

          The “Ultimate CRM for Outlook Guide” series

          Part I – Introduction to the Ultimate CRM for Outlook Guide

          Part II – Installing the CRM for Outlook Add-in

           

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          The Ultimate CRM for Outlook Guide – Introduction

          Welcome to the first post from the “Ultimate CRM for Outlook Guide” series. In this post, we explain what Microsoft Dynamics CRM 2013 for Microsoft Office  is and discuss the benefits of using the add-in with Microsoft Dynamics CRM Online or Microsoft Dynamics CRM 2013.

          What is Microsoft Dynamics CRM 2013 for Microsoft Office Outlook?

          Microsoft Dynamics CRM 2013 for Microsoft Office Outlook (CRM for Outlook) is an add-in that allows CRM 2013 and CRM Online users to access records in their CRM database directly from Outlook. The add-in is a free software component that adds functionality to Microsoft Office Outlook, and it must be installed locally on each computer.

          The CRM for Outlook add-in is a true differentiator for Microsoft Dynamics CRM. While many other CRM applications provide some level of email tracking through Outlook, CRM for Outlook provides a high level of integration between your CRM Online or CRM 2013 database and Outlook. If you currently use Outlook for email, calendar, and contact management, and are looking for a CRM solution, Microsoft Dynamics CRM should be on your shortlist of potential CRM systems.

          Key Benefits of CRM for Outlook

          CRM for Outlook provides a number of benefits for Microsoft Dynamics CRM users:

          1. It allows users to access CRM records directly in Outlook without having to open up their web browsers and log into the CRM organization.
          2. It makes it very easy to track incoming and outgoing emails from your Outlook inbox.
          3. It allows users to create new CRM records, including Tasks, Faxes, Appointments, Service Activities, and Campaign Responses directly from the CRM tab in Outlook.
          4. It allows users to track Outlook appointments in CRM.
          5. It provides a shortcut for converting emails into Opportunity, Case, or Lead records.
          6. It can improve user adoption because the plugin allows users to a familiar user interface for Outlook users.
          7. It can provide offline access to records in the CRM database.
          8. It provides the ability to refresh data in Microsoft Office Excel directly from CRM.

          Cost of the CRM for Outlook Plugin

          The CRM for Outlook add-in is free for Microsoft Dynamics CRM Online subscribers and CRM 2013 license holders.

          Compatibility

          The CRM for Outlook add-in is compatible with Outlook 2007, Outlook 2010, and Outlook 2013 on computers running Windows Vista, Windows 7, Windows 8, and Windows 8.1.

          It is not compatible with Microsoft Office Outlook for Mac OS X.

          Downloading Microsoft Dynamics CRM 2013 for Microsoft Outlook

          CRM for Outlook is available to download from the Microsoft Download Center. Click the following link to

          http://www.microsoft.com/en-us/download/details.aspx?id=40344

          The “Ultimate CRM for Outlook Guide” series

          Part I – Introduction to the Ultimate CRM for Outlook Guide
          Part II – Installing the CRM for Outlook Add-In

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          Microsoft CRM Options for Small Businesses

          There are three options available for small business that want a customer relationship management (CRM) solution from Microsoft: Business Contact Manager for Outlook, Hosted Microsoft Dynamics CRM, and Microsoft Dynamics CRM Online.

          Business Contact Manager for Outlook

          Business Contact Manager (BCM) is a free add-on for Outlook that enables users to manage leads, contacts, and accounts, and track activities from within Outlook. While it doesn’t offer the power of a dedicated CRM solution like Microsoft
          Dynamics, BCM offers three primary benefits: it’s free; it’s easy-to-use; and, it works within Outlook where many small businesses owners spend much of their business day anyway.

          BCM has a few limitations, however. It is not a good choice for business with multiple employees that need access to the database, although a SQL Server Express database can be setup up to enable multiple user access. It is also not well suited to companies with traveling sales people because it does not allow remote access to the database, although Contacts can be accessed through Outlook Web Access. Finally, it is not a particularly good choice for businesses that will outgrow the capabilities of BCM. If you think that you will be upgrading from BCM to CRM in the near future, you may wish to consider skipping BCM altogether as it can be difficult to import all of your data from the BCM database to the Dynamics CRM database. The data export function of BCM allows you to export data in .bcm files or in .csv files, but you can only export data associated with one record type at a time using .csv files, which do not include your communication history files. Meanwhile, the .bcm file type, which includes all your data, is not compatible with the Data Importation Wizard of Dynamics CRM.

          Business Contact Manager is compatible with Outlook 2013 and Outlook 2010.

          Microsoft Dynamics CRM vs. Business Contact Manager

          Hosted Microsoft Dynamics CRM

          Hosted Microsoft Dynamics CRM is a cloud-based CRM solution from xRM, a Microsoft partner that specializes in CRM and private cloud solutions. Hosted Microsoft Dynamics CRM delivers the full power of Microsoft Dynamics CRM 2013 in an easily-consumable monthly subscription.

          Hosted Microsoft Dynamics CRM is an excellent choice for small businesses for several reasons. First, the minimum user requirement is one Professional license, offering an extremely affordable entry point for small businesses with fewer than five users. Subsequent users can be added at the Basic ($30 per month) or Professional ($65 per month) license levels. Second, there is no long-term commitment, and therefore, no early cancellation fees. Third, Hosted Microsoft Dynamics CRM subscribers get access to all the sales, service, and marketing automation features that Dynamics CRM 2013 offers. Your business will never outgrow Hosted Microsoft Dynamics CRM, and if you decide later to move to CRM Online (or another CRM platform entirely), your data is easily exportable.

          The minimum cost of Hosted Microsoft Dynamics CRM is $65 (1 user * $65) per month, plus a one-time setup fee of $50 per user. Learn more about Hosted Microsoft Dynamics CRM pricing.

          Hosted Microsoft Dynamics CRM subscribers also get free access to the Success Portal, an online video training library dedicated to Dynamics CRM.

          Sign up for a Hosted Microsoft Dynamics CRM subscription.

          Microsoft Dynamics CRM Online

          Microsoft Dynamics CRM Online is the best option for most companies that need five or more Professional users. It also delivers the power of Microsoft Dynamics CRM 2013 through a convenient cloud model, providing many of the same benefits of Hosted Microsoft Dynamics CRM. The primary difference between CRM Online and Hosted Microsoft Dynamics CRM is that CRM Online is provided by Microsoft from its global network of datacenters, while Hosted Microsoft Dynamics CRM is provided by xRM from its datacenters.

          The minimum cost of Microsoft Dynamics CRM Online is $330 (5 users * $65) per month. Microsoft requires subscribers to sign a one-year contract (early cancellation fees apply) and there is no set up fee.

          CRM Online subscribers who name xRM as their partner-of-record (POR) can also request free access to the Success Portal.

          Start your free trial of Dynamics CRM Online and discover how Microsoft is revolutionizing CRM.

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          ¿Habla usted español? Install an additional language pack for CRM Online 2011 for Microsoft Outlook

          In a previous post, we took a dive into how languages are handled by Microsoft Dynamics CRM Online 2011. We showed you how a System Administrator can enable an additional language in CRM Online 2011, and then we showed you how an individual user can choose that enabled language as their personal display language. That took care of anyone using CRM Online via a web browser.

          What should users do if they use the Microsoft CRM Online 2011 for Microsoft Office Outlook client? One more step is needed. Each Outlook user will need to download the language pack locally on their own computer since the Outlook client runs locally too. Microsoft hosts many additional Microsoft Dynamics CRM Language pack downloads, and we’ll walk you through installing one of them below.

          First, you’ll need to open the Microsoft Dynamics CRM Language pack page. (If you are asked to sign in to Windows Live, you can use the same Windows Live ID you use to sign in to CRM Online.) When the page opens (see below), use the drop-down menu next to Change Language: to choose the display language you want to install, such as “Spanish”, and click one of the Download buttons. If you’re a 32-bit user, download “CRM2011-Mui_ENU-i386.exe”. If you’re a 64-bit user, download “CRM2011-Mui-ENU-amd64.exe”. Save the file to your desktop temporarily when prompted.

           Install an additional language pack for CRM Online 2011 for Microsoft Outlook

          Run the file you just saved on your desktop by double-clicking it. The Programa De Instalacion de Paquete de idioma de Microsoft Dynamics CRM 2011 (the Microsoft Dynamics CRM 2011 Spanish Language Pack Installation) application opens (see below) and begins automatically installing the Spanish language pack.

           Install an additional language pack for CRM Online 2011 for Microsoft Outlook

          The window refreshes (see below) and now displays Instalacion completa (installation complete).Click Finalizar (Finish) to close the window.

           Install an additional language pack for CRM Online 2011 for Microsoft Outlook

          Now that we have installed the additional language pack, all that’s left is to set a display language preference. From within Microsoft Office Outlook, open the File Menu, navigate to CRM, and click Options.

           Install an additional language pack for CRM Online 2011 for Microsoft Outlook

          The Set Personal Options window opens. Click on the Languages tab, and change the User Interface Language and Help Language drop-down menus to reflect your language of choice, “Spanish” in our example, and then click OK.

          Note: Be sure to follow the steps in the previous article first. A language will not appear in the drop-down menu below unless it is enabled in CRM Online by a System Administrator, even if you install the language pack locally for Outlook.

           Install an additional language pack for CRM Online 2011 for Microsoft Outlook

          After a quick refresh, the main page will load in your display language of choice (see below).

           Install an additional language pack for CRM Online 2011 for Microsoft Outlook

          That covers it for managing the display languages of your users. What we haven’t covered yet is how CRM Online 2011 and additional languages work in Microsoft Dynamics CRM Online configuration and customization. We’ll cover that in the next article of this series published on the xRM.com blog. Until then, hasta luego!

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          Quick Fix: Broken Outlook reminders and flags

          As a company that provides Microsoft Dynamics CRM Support, xRM.com tends to stay pretty up-to-date on new bugs and fixes in Microsoft Dynamics CRM Online 2011. One that recently appeared on our radar is a bug with the Microsoft Office Outlook reminders and flags. The bug can occur when you have installed the Microsoft Dynamics CRM Online 2011 Outlook client, and then install Microsoft Office 2010 SP1. If your Outlook reminder popups are no longer appearing, and you have recently installed Microsoft Office 2010 SP1, then you are probably looking to squash this particular bug.

          Luckily, Microsoft has provided a simple hotfix that will allow you to eradicate this particular bug. Download the Microsoft Help and Support hotfix  to your desktop first, and then we will walk you through installing it below.

          Double click the hotfix icon when it appears on your desktop (see below).

          Quick fix broken outlook reminders and flags

          When the Microsoft Self-Extractor launches (see below), click Continue.

          Fix broken outlook reminders

          Extract the files to the default location by clicking Ok (see below).

          Broken flags and reminders how to fix them

          When the extraction is complete, the Hotfix for Microsoft Outlook 2010 (KB2584053) window opens (see below). Check the box to accept the license agreement and click Continue.

           Fix broken reminders in microsoft outlook with microsoft crm

          The hotfix will now install itself automatically (see below).

          Microsoft dynamics crm online with microsoft outlook

          Click Yes (see below) to reboot your machine after the hotfix has completed installation.

          Fix broken reminders and flags outlook

          Just like that—and we’re all done. Your Outlook reminders should now be back in fully functional order! If you’re looking for help preventing problems like this in the future, feel free to visit our Microsoft Dynamics CRM Online FAQ or consider Microsoft Dynamics CRM Online Training.

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