Integrate (synchronize) your email system

Applies to Dynamics 365 (online), version 9.x

One of the main reasons people use Dynamics 365 is to store all customer communications in one place, so anyone with the appropriate permissions can see all relevant customer records. For example, view all email associated with a particular contact, account, opportunity, or case.

To store email and other messaging records in Dynamics 365, you need to synchronize your email system with Dynamics 365. You can do this with server-side synchronization.

Important

  • In previous versions of Dynamics CRM, you could also use the Email Router to synchronize records. The Email Router has been deprecated as of the Dynamics 365 (online), version 9.0. We strongly recommend that you migrate all email routing functionality to use server-side synchronization. More information: Migrate settings from the Email Router to server-side synchronization
  • Internet Message Access Protocol (IMAP) email servers are not currently supported by server-side synchronization or the Email Router.
  • Dynamics 365 for Outlook is deprecated with Dynamics 365 (online), version 9.0 and will be removed in a future major release. This deprecation includes Offline mode and synchronization in Dynamics 365 for Outlook. For more information, see Deprecation of Dynamics 365 for Outlook

Using server-side synchronization

Server-side synchronization has these benefits:

  • Enables Dynamics 365 App for Outlook. With Dynamics 365 App for Outlook, Dynamics 365 information appears next to a user’s Outlook email messages or appointments. They can view information about contacts and leads stored in Dynamics 365 and add Dynamics 365 contacts directly from an email message. They can also link email, appointment, and contact records to new or existing Dynamics 365 records, such as opportunity, account, or case records. Dynamics 365 App for Outlook is very simple to deploy and it works with Outlook on the web (included in Office 365) the Outlook desktop client, and Outlook mobile. Learn more about Dynamics 365 App for Outlook.

  • Enables Exchange folder tracking. With folder tracking, users can simply drag email to an Exchange folder to track it automatically in Dynamics 365. Folder tracking works on any mobile device that supports Microsoft Exchange, which means users can track email from just about any device. Learn more about folder tracking.

  • Automatic synchronization. When you synchronize records with server-side synchronization, the synchronization happens automatically at the server level.

  • Enables multiple scenarios, including hybrid scenarios. You can use server-side synchronization to connect:

    • Dynamics 365 (online) to Exchange Online

    • Dynamics 365 (online) to Exchange Server (on-premises)

    • Dynamics 365 Server (on-premises) to Exchange Server (on-premises)

    • Dynamics 365 Server (on-premises) to Exchange Online

  • Synchronize appointments, contacts, and tasks. In addition to email, you can synchronize Outlook appointments, contacts, and tasks.

  • Synchronize with POP3 email servers. You can use server-side synchronization to synchronize Dynamics 365 with Gmail, Outlook.com, Yahoo, and other POP3 email servers. Note, however, that you can’t synchronize appointments, contacts, and tasks with POP3 email servers.

  • Integrated mailbox management and resource utilization. You can use the server-side synchronization performance dashboard to quickly monitor mailbox performance across the organization. You can also troubleshoot errors through error logging and reporting.

More information: Integrate your email system using server-side synchronization

See also

Integrate your email system using server-side synchronization
Troubleshooting and monitoring server-side synchronization issues
Deploy Dynamics 365 App for Outlook
Migrate settings from the Email Router to server-side synchronization