Enable CRM Online 2011 e-mail tools

Many subscribers of Microsoft Dynamics CRM Online 2011 enjoy the integration offered by the CRM Online 2011 for Microsoft Office Outlook client, which gives them the ability to access CRM Online 2011 through the Outlook interface. When using the client, you gain access to a few additional features included with CRM Online 2011 at no extra cost, such as automatic tracking of e-mail messages, contacts, and appointments.

A commonly overlooked and underappreciated feature of the client that is disabled by default is its ability to send e-mail messages generated from CRM Online 2011 using Outlook. There are several scenarios in which e-mails may be generated by Microsoft CRM Online. If you are a marketing expert, it is likely that you regularly use campaigns to send e-mails to your customers regarding new products or promotions. You may have had a workflow created through Microsoft Dynamics CRM Online customization and configuration that sends e-mails triggered by database changes, such as the addition of a new customer. Subscribers who take advantage of reporting can also automate the reporting process by regularly e-mailing dynamic reports to specific recipients at specific intervals.

The only real drawback of e-mail sending, as we mentioned above, is that it is not enabled by default when you install the Microsoft Dynamics CRM for Outlook client. That’s really not too much of a hassle though, as enabling the feature is quick and pain-free. We’ll walk you through it below.

No special privileges are required to perform this task.

From within Microsoft Outlook (see below), open the File menu, select CRM, and click the Options button.

 Enable CRM Online 2011 e-mail tools

The Set Personal Options window opens (see below). In the E-mail tab, check the first box titled Allow Microsoft Dynamics CRM to send e-mail using Microsoft Dynamics CRM for Outlook and click the OK button to save your changes.

 Enable Microsoft CRM Online 2011 e-mail tools

We told you this would be an easy one! As always, there are various quick tips, quick tricks, and informative articles available on this blog, which is authored and managed by xRM.com. If you are looking for some more in-depth ways to make CRM Online 2011 work for your business, the CRM Success Portal is a great place to start.

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See the Big Picture: Working with Goals in Microsoft Dynamics CRM Online 2011

Setting goals is a necessity for any successful business. By setting and meeting goals, your business can gauge progress, boost motivation, and project growth. Goal Management in Microsoft Dynamics CRM Online 2011 allows organizations to track goals by using any metric that measures the performance of their various teams.

Usually, a business determines its goals by using a top-down forecast based on factors such as research, budget planning, and historical performance. Microsoft Dynamics CRM Online takes it a step further. Overall goals, or parent goals, can be assigned to sales managers who have the responsibility of meeting them. Child goals can then be created, which are assigned to individual teams, organizations, territories, and product lines. The child goals are then rolled up into the parent goals in order to measure progress. This means individual users or teams can measure their contributions to the company’s overall goals, thus keeping them informed and motivated.

Goal Management allows you to track just about any metric you can quantify in Microsoft CRM Online. You can set a goal for how many prospects you want your sales team to call every day, and then track the number of contacted records. You can set goals for your service team based on resolved cases. Goal metrics can also extend beyond company boundaries. If your company sends its customers a satisfaction survey, CRM Online can track the results. You can even track customer satisfaction by team member, so individuals can learn what needs to be improved upon.

You can access Goals from the Sales or Service modules. Click the New button in the ribbon to create your own Goal.  

Working with Goals in Microsoft CRM 2011

Through effective goal management in Microsoft Dynamics CRM Online 2011, your business can identify points of growth and areas that need improvement. In addition to helping your business deploy a CRM Online solution, xRM.com can also help you fully utilize its many capabilities, such as Goal Management. For tutorials covering a range of features in CRM Online, we invite you to sign up for the xRM.com CRM Success Portal.

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Attach a File in Microsoft Dynamics CRM Online 2011

In Microsoft Dynamics CRM Online 2011, users can attach files to records. For example, this function allows you to attach a PowerPoint presentation to an account, or an Excel spreadsheet to a contact. Whatever your needs are, attaching a file to a record is a simple process. This feature improved in version 2011 over version 4.0 in that you no longer have to open a record to attach a file to it. For the purposes of this walkthrough, we’ll open the record just to be explicit.

Note: this task requires permissions that are found in all default security roles.

1) Open the record to which you want to attach the file. For the purposes of this example, we are attaching a file to a sample contact (see below). To attach the file, open the Add tab of the ribbon, then, in the Include section, click Attach File.

 attach files crm online

2) The Manage Attachment dialog box will appear. Type the path and name of the file or click Browse to locate the file. Once you have located the file, click Attach.

attach files crm online

3) To view the attached file, navigate to the Notes & Activities section of the form.

 attach files crm online 2011

Note: The types of files that can be attached and the maximum file size are defined by your system administrator. If you are having trouble attaching a file, the file type or size may not comply with the standards set by your system administrator. If you are the system administrator, navigate to Settings > System > Administration and click System Settings. Set the file types to block in the General tab under Set blocked file extensions for attachments. Set the maximum file sizes in the E-mail tab under Set file size limit for attachments. (This applies to all attachments even though it’s under e-mail.)

For more Microsoft Dynamics CRM Online tips, check out our xRM.com CRM Online training. If you are an xRM.com CRM Online customer, you can sign up for our CRM Success Portal in order to gain access to video tutorials that will improve your CRM Online fluency. For more information, we invite you to discover the xRM process.

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Microsoft Office 365 in the Real World

The Microsoft Office 365 release on June 28, 2011 has stimulated much  curiosity and speculation on the web about this cloud-based service bundle. As Microsoft takes to the cloud, people want to know if signing up for Office 365 will truly benefit them and their businesses.

Here is a refresher for you on Office 365. It is an updated Microsoft Online Services bundle, which includes Office Web Apps, web versions of Word, Excel, PowerPoint, and OneNote. Office 365 also includes Microsoft-hosted Exchange Online, SharePoint Online and Lync Online, making it a powerful combination designed to meet the productivity, communication, and collaboration needs of any business. Microsoft has also recently announced plans to include CRM Online in Office 365, which would make it truly a “wow” suite.

What does all this mean in the real world though? In order to give potential customers valuable insight into the practical uses of Office 365, Microsoft is producing a blog series featuring guest writers who have implemented Office 365 into their businesses and have seen positive results. Here is a selection of these posts written by Office 365 customers from various fields of business:

Best-Kept Secret for Small Business—by Karen Kotzen, Owner, Love My Lessons, Hollywood, FL.

No-Brainer for Small Business—by David M. Kronke, Independent Textbook Author, Seattle, WA

Easy, Professional and Reliable—by Francesca Greens, Director, Digital Dragonfly, London, UK

Better Collaboration, Better Healthcare—by Shane Ochocny, Technology Architect, Tampa General Hospital, Tampa, FL

Office 365 is the future of Microsoft Online Services. xRM.com ‘s extensive work with the online services portfolio, specifically with the Microsoft Business Productivity Online Services Standard Suite and Microsoft CRM Online, makes us an ideal candidate to design your cloud-based business solution. We invite you to follow our xRM Call to Action in order to learn more about how our xRM consulting services can benefit your company.

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Connect Microsoft Dynamics CRM with AX, GP, and NAV

If you use any applications in the Microsoft Dynamics product family, you might like to know that Microsoft Dynamics CRM can be integrated with Microsoft Dynamics ERP (Enterprise Resource Planning) products (Dynamics AX, Dynamics GP, and Dynamics NAV) using a free connector. The Connector for Microsoft Dynamics by Microsoft Dynamics Labs seamlessly synchronizes data between CRM and ERP databases using scheduled web-service-to-web-service integration. This creates highly reliable, fault-tolerant data sharing. Modifications can be made to the Connector to match your company’s specific needs, including setting the integration schedule and synchronizing additional fields.

Microsoft Dynamics CRM (Customer Relationship Management), is used to manage business contacts, track leads, and accomplish numerous tasks in the areas of sales, service, and marketing. Microsoft Dynamics ERP (Enterprise Resource Planning) applications provide sophisticated analyses and reporting on topics such as accounting and finance, manufacturing and supply, project management, human resources, etc. The Connector for Microsoft Dynamics creates synergy between these products, giving you a more rounded, more powerful Dynamics experience. This interoperability is an example of the result of the long-standing, ongoing design philosophy of building applications within the Microsoft .NET Framework.


  • Connector for Microsoft Dynamics Feature Pack 5
  • Microsoft Dynamics CRM 4.0 with Update Rollup 5 (or any subsequent update rollup for CRM 4.0) or Microsoft Dynamics CRM 2011
  • (optional) Microsoft Dynamics AX 2009 with Service Pack 1
  • (optional) Microsoft Dynamics GP 10.0 with Service Pack 4 (or any subsequent service pack) or Microsoft Dynamics GP 2010
  • (optional) Microsoft Dynamics NAV 2009 R2
  • Supported Operating Systems: Windows 7, Windows Server 2003, Windows Server 2008, Windows Small Business Server 2003 , Windows Small Business Server 2008 Premium, Windows Small Business Server 2008 Standard , Windows Vista, Windows XP

The Connector for Microsoft Dynamics is free assuming you have active Software Assurance (SA) agreements for the relevant Dynamics CRM and Dynamics ERP products. You must order the Connector through a Microsoft partner to obtain the installation key. xRM.com is a Microsoft Gold Certified Partner with Gold competency in Customer Relationship Management (CRM). We provide expert consulting regarding the setup and configuration required for the successful deployment of this and other tools in business solutions centered on Dynamics CRM. Please read more about what we do at xRM.com. For inquiries, please visit our xRM call to action.

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