¿Habla usted español? Enable additional languages in CRM Online 2011

Although English is undoubtedly one of the most widely used languages in the business world, not every company or CRM Online user prefers it. At the time of this writing, CRM Online supports over 40 languages, making it quite adaptable in today’s increasingly global business environment.

Before we start, let’s define some terms.

Base language = When a subscriber first creates a new Microsoft Dynamics CRM Online 2011 organization (an instance of the software), they are prompted to choose the base language. The “base language” is what the database, interface text, and help files are written in for that organization by default. It is the language that is used when automatic e-mail invitations are sent out to new users to give them access. It is also the language that any new customizations must be written in before being translated to other languages. Once the base language is chosen, it cannot be changed.

Additional language = An “additional language” is any language other than the base language. Unlike the base language, additional languages can be enabled and disabled as needed by anyone with sufficient privileges.

Display language = A “display language” is whatever language an individual user chooses to use. It can be the base language or any enabled additional language. Each user has two display languages, one for the interface and one for the help files. Both display languages are usually set to the same language but don’t have to be. Since display languages are personal options, different users can use different display languages at the same time on the same CRM Online organization.

Follow along below and we’ll show you how to enable an additional language and set your personal options to use it as your display language.

You must have a System Administrator Security Role or equivalent privileges to enable an additional language. You don’t need any special privileges to select your display languages.

Note: Each additional language uses about 18 MB (less than 1%) of your organization’s storage space, which you cannot recover by disabling the language. CRM Online comes with 5 GB of storage by default, unless you subscribe to more.

Let’s start by assuming we’re using a web browser to access a CRM Online organization that has a base language of English with no additional languages yet enabled. Our personal display languages automatically default to the base language, so what we see is in English.

Navigate to Settings > System > Administration (see below) and click Languages.

 Enable additional languages in CRM Online 2011

The Language Settings webpage dialog opens (see below). You’ll notice that the Status column shows that “Spanish” is currently “Disabled”. Check the box for each additional language you want to enable, “Spanish” in our example, and click Apply.

Enable additional languages in CRM Online 2011

The Confirm Language Change webpage dialog opens (see below). Click OK. The dialog closes.

Enable additional languages in CRM Online 2011

The Language Settings webpage dialog refreshes (see below), and the Status column now shows that “Spanish” is “Enabled”. Click Close to close the dialog.

Enable additional languages in CRM Online 2011
Now that we have enabled Spanish as an additional language in Microsoft CRM Online 2011, we can choose Spanish as the display language in our personal options. (This will not affect what other users see.)

Open the File menu in the ribbon (see below) and click Options.

Enable additional languages in CRM Online 2011

The Set Personal Options window opens (see below). Click the Languages tab, and set the User Interface Language and Help Language to your language of choice, “Spanish” in our example. After you have set your display languages, click OK to save your changes. The window closes.

Enable additional languages in CRM Online 2011

After the main page refreshes, you’ll see that the CRM Online interface is using your selected display language (see below).

Enable additional languages in CRM Online 2011

You can use this same method to enable additional languages other than Spanish.

If you are using the Microsoft Dynamics CRM Online 2011 for Microsoft Outlook client, you will also need to download and install the relevant Microsoft Dynamics CRM 2011 language pack for each display language you would like to use. We will walk you through this installation process in the next article in this series, and we’ll then follow that up with an in-depth run-down of how CRM Online 2011 deals with additional languages in regards to customizations and configurations.

Changing languages is easy in CRM Online 2011, but not all Microsoft Dynamics CRM configuration and customization is this easy. If you’re looking for an expert in CRM Online 2011, xRM.com, a Microsoft Partner with competencies in Customer Relationship Management (CRM) and Hosting, has a team of experts.

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Going mobile with CWR Mobility and CWR Mobile CRM 2011

Conventionally, most users of Microsoft Dynamics CRM Online 2011 access the product using a web browser or the Microsoft Dynamics CRM for Microsoft Office Outlook client. One of the first questions that we’re usually asked by prospective subscribers of CRM Online 2011 is if they will be able to access CRM Online with their mobile device. Not every user has unhindered access to a computer, and users who rely on a mobile device still want to use the product.

Microsoft Dynamics CRM comes with Mobile Express, a version of the CRM Online 2011 interface that can be accessed through any browser, mobile devices included. The “Express” in Mobile Express comes from the fact that the interface has been intentionally stripped-down and truncated of graphics to ensure fast loading times on mobile devices. While this is handy in a pinch, Mobile Express does not offer offline access or e-mail integration. In our hunt for a better solution for our customers, we ended up teaming up with CWR Mobility, the creator of CWR Mobile CRM 2011 and a two-time Microsoft mobility partner of the year.

Unlike Mobile Express, CWR Mobile CRM 2011 runs as a client on your phone or tablet computer, giving you quick and effective access to your CRM Online 2011 database. Once you install the client on your mobile device, you’re guided through a configuration wizard that connects your mobile device to your CRM Online 2011 database and begins synchronizing data. The data isn’t just accessed through the client; it’s also stored locally on the mobile device. This means if you’re traveling and you find yourself temporarily in a signal dead-zone, you’ll still have your data readily available and you’ll be able to continue to use it normally and even make changes to it. The client synchronizes with the database automatically whenever you get to an area with a signal again. The CWR Mobile CRM 2011 client is fully supported on Android, BlackBerry, iPad, iPhone, and Windows Phone.

Several improvements over the previous version of CWR Mobile CRM were packaged into CWR Mobile CRM 2011, including new features such as team ownership and custom activity types. CWR Mobile CRM 2011 also includes GPS mapping and navigation, and can be connected directly to Microsoft Exchange through the use of the new CWR Exchange Connector.

 Going mobile with CWR Mobility and CWR Mobile CRM 2011

Much work went into the interface of CWR Mobile CRM 2011, as it was specially crafted to take full advantage of the natural design and interface of several differing mobile devices—touch screens included! You’ll notice that while it resembles the interface of CRM Online 2011, it was modified to match the look and feel of each mobile platform running it.

CWR Mobile CRM 2011 is also completely configurable; you can filter entities and attributes and then save these settings to a User Profile in CRM Online. Any number of CRM Online users can share the same profile, so they see the same configuration. This is good for teams or groups that work together. If you find yourself working with Accounts and Contacts often, but never with Invoices, you can simply hide the Invoice entity completely on a User Profile. That User Profile then determines what you (or any other users who have that profile) see on your mobile device, no matter which device you use.

That being said, one of our favorite features in CWR Mobile CRM 2011 is the integration between CRM Online 2011 and the default applications on each mobile device. Even though Android, BlackBerry, iPhone, and Windows Phone all use different e-mail and calendar applications, you can still track e-mails, contacts, and appointments from the relevant applications on your mobile device. When items are tracked, CWR Mobility 2011 takes the items and stores them as records in CRM Online 2011, similar to how the “Track” button works in the Microsoft Dynamics CRM for Microsoft Office Outlook client.

CWR Mobile CRM 2011 is fully compliant with the Microsoft Dynamics CRM Software Development Kit (SDK). This means any modifications or custom entities created during Microsoft Dynamics CRM configuration and customization will be supported by CWR Mobile CRM 2011. The customizations are automatically synchronized the way records are, requiring no intervention from the user.

xRM.com became strategic business partners with CWR Mobility last year in a move to provide mobile value to our CRM Online 2011 customers. Since then, we’ve been working hard with CWR Mobility to provide and support an application that can literally “change the game” for previous Mobile Express users.

If you’re looking for even more ways to improve the experience of CRM Online 2011 for your users, we recommend you visit the CRM Success Portal for Microsoft Dynamics CRM Online 2011. It contains a cornucopia of helpful videos and walkthroughs aimed at users of all skill levels.

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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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Quick Tip: The Shortcut Menu in CRM Online 2011

As we mentioned in a previous blog post, Microsoft Dynamics CRM Online 2011 was released with many general interface enhancements. Although most users probably notice the major changes immediately, they might miss some of the minor changes, some of which are quite handy.

We’re here today to shine a spotlight on one of those minor changes, the Shortcut Menu. Although the Shortcut Menu is a minor addition to the user interface, we find it saves a major amount of time navigating in CRM Online 2011.

We’re going to assume you’re familiar with the general interface of Microsoft CRM Online 2011 (pictured below). Draw your attention to the navigation pane on the left, in particular the Customers section, with Accounts and Contacts nested underneath.

 Shortcut Menu in CRM Online 2011

Usually, you would click on Accounts and your personal default Account view would open. If that were not the view you wanted, you would have to wait for it to load before choosing a different view. That takes time, a little time, but time nonetheless. Instead, let’s hover the mouse pointer over Accounts (see below) until the right-facing arrow appears. You might also see the tool tip text, “Open the Shortcut Menu for Views and Records”.

 Shortcut Menu in Microsoft Dynamics CRM Online 2011

Now, click the arrow to open the Shortcut Menu (see below).

 Shortcut Menu in Microsoft CRM Online 2011

Here is the time saver: Without waiting for your default Account view to open, you can choose any Account view from this menu, listed under System Views and My Views. There is also a condensed version of the Recently Visited menu nested inside, listing only Accounts, letting you open any recently visited Account record directly, without waiting for a view to load first. You can also create a new Account from this menu without waiting.

The items shown in the Shortcut Menu relate to the entity you open it from, so if you want to jump quickly into Contacts, you should open the Shortcut Menu from Contacts. The Shortcut Menu will also work with any Microsoft Dynamics CRM customized or configured entities.

Are you looking for more ways to improve your CRM Online 2011 skills? Stop by the CRM Success Portal for a free CRM Online tutorial video today.

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Quick tip: Saving CRM Online shortcuts in Outlook

Recently, we walked our readers through the installation and configuration of the Microsoft Dynamics CRM Online 2011 for Microsoft Office Outlook client. We also examined some additional features in the client that are not enabled by default and demonstrated how to enable them.

We want to show you something a little different today, a basic feature of Microsoft Office Outlook that tends to go unnoticed—Shortcuts!

Shortcuts are a quick way to jump to any pre-determined location you can access from within Outlook. Shortcuts are flexible too; you can add shortcuts that take you to CRM Online 2011 items, as long as you have installed and configured the Microsoft Dynamics CRM for Microsoft Office Outlook client.

Let’s get started. Click Shortcuts in the navigation pane in Outlook (circled below).

 Saving CRM Online shortcuts in Outlook

The navigation pane refreshes with a list of your shortcuts (see below). Your list of shortcuts will be empty unless you’ve previously added some. Right-click Shortcuts and click New Shortcut.

 Saving CRM Online shortcuts in Microsoft Outlook

The Add to Navigation Pane window opens (see below). Expand your Microsoft CRM Online 2011 organization (“xRM” in our example), expand the Sales module, and then click Accounts. Click OK to close the window.

 Saving Microsoft CRM Online shortcuts in Outlook

You’ll now see Accounts listed in your Shortcuts.

 Saving Microsoft CRM Online shortcuts in Microsoft Outlook

You could continue to add other shortcuts such as to the Leads and Opportunities entities by repeating the steps above. You could also add custom entities created during Microsoft Dynamics CRM customization and configuration. After you’ve added more shortcuts, the menu might look similar to the image below.

 Quick Tip Saving CRM Online shortcuts in Outlook

While this is a simple tip, we’ve found ourselves getting a great deal of use out of it. If you’re looking for more tips and tricks, please visit the CRM Sucess Portal.

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