Set personal options that affect tracking and synchronization with Outlook or Exchange

You can use the Set Personal Options dialog box in Dynamics 365 Customer Engagement (on-premises) to set many options that affect tracking and synchronization.

To open the Set Personal Options dialog box:

• In Customer Engagement (on-premises), click the Settings button in the upper-right corner of the screen, and then click Options.

  The following table summarizes the tracking and synchronization options available in the Set Personal Options dialog box. The Available column indicates whether the option is available in Customer Engagement (on-premises). This column also indicates if the option is available for Outlook synchronization, server-side synchronization (also known as “Exchange synchronization”), or both. More information: Frequently asked questions about synchronizing records between Customer Engagement (on-premises) and Microsoft Outlook

To	On this tab	In this section	See this option	Available
View or modify the online synchronization filters used to determine the Customer Engagement (on-premises) records copied to your local hard drive	Synchronization	Synchronize Dynamics 365 for Customer Engagement apps items with Outlook or Exchange	View or manage the filters that determine the Customer Engagement (on-premises) records that are synchronized to your Outlook or Exchange folders. More information: Choose the records to synchronize between Dynamics 365 for Customer Engagement apps and Outlook or Exchange	- From Customer Engagement (on-premises) - For Outlook sync or server-side sync
View or modify the offline synchronization filters used to determine the Customer Engagement (on-premises) records copied to your local hard drive when you go offline	Synchronization	Manage your offline filters and take your information offline in Dynamics 365 for Outlook	Manage your offline filters to determine what Customer Engagement (on-premises) data you need with you when you go offline.	- From Customer Engagement (on-premises) - For Outlook sync or server-side sync
View the fields that are synchronized between Outlook and Customer Engagement (on-premises)	Synchronization		View or manage the synchronized fields of Outlook or Exchange items, including appointments, contacts, and tasks.	- From Customer Engagement (on-premises) - For Outlook sync or server-side sync
Overwrite the names in the Outlook contacts Company field with the parent account from Customer Engagement (on-premises) contacts	Synchronization	Update the company field for Outlook contacts	Update Company fields with parent account names	- For Outlook sync or server-side sync
Set the synchronization client that synchronizes records between Outlook and Dynamics 365 for Customer Engagement apps	Synchronization	Set synchronization client	Set this computer to be the client to perform synchronization between Outlook and your primary Dynamics 365 for Customer Engagement apps organization	- For Outlook sync only. Note: This option only appears when you have multiple Outlook clients that are connected to the same organization.
Set the synchronization interval for synchronizing Customer Engagement (on-premises) items	Synchronization	Schedule automatic synchronization with Outlook	Synchronize the Customer Engagement (on-premises) items in my Outlook folders every	- For Outlook sync only
Enable Customer Engagement (on-premises) to send email using Dynamics 365 for Outlook	Email	Select how Microsoft Dynamics 365 for Outlook should integrate email with Dynamics 365 for Customer Engagement apps	Allow Dynamics 365 for Customer Engagement apps to send email using Microsoft Dynamics 365 for Outlook	From Dynamics 365 for Outlook only
Track incoming email automatically	Email	Select how Microsoft Dynamics 365 for Outlook should integrate email with Microsoft Dynamics 365 for Customer Engagement apps	Check incoming email in Outlook and determine whether an email should be linked and saved as a Dynamics 365 for Customer Engagement apps record.	From Dynamics 365 for Outlook only
Track incoming email automatically	Email	Select the email messages to track in Dynamics 365 for Customer Engagement apps	Track	From Customer Engagement (on-premises)
Track incoming email automatically	Email	Select the email messages to track in Dynamics 365 for Customer Engagement apps	Configure Folder Tracking Rules More information: Track Outlook email by moving it to a tracked Exchange folder	- From Customer Engagement (on-premises) - For server-side sync only
Automatically create contact or lead records if the sender of the email message or meeting invitation doesn’t already have a record in Customer Engagement (on-premises)	Email	Automatically create records in Dynamics 365 for Customer Engagement apps	Create	From Customer Engagement (on-premises)
Select how email recipients are matched to Dynamics 365 for Customer Engagement apps records	Address Book	Select how email recipients are reconciled with Dynamics 365 for Customer Engagement apps records	All options	From Dynamics 365 for Outlook only
Set the synchronization interval for updating your local data when you go offline	Local Data	Set how often to update local data	Update local data every Note: You may not be able to change the interval if your administrator has restricted changes.	From Dynamics 365 for Outlook only
Select how duplicate records should be handled when going from offline to online	Local Data	Select how duplicate records should be handled during synchronization	Enable duplicate detection during offline to online synchronization	From Dynamics 365 for Outlook only

Privacy notices

To use Microsoft Dynamics 365 for Outlook, you are required to sign in by using your credentials (an email address and password). You may choose to save this information locally so that you are not prompted for your credentials each time you open Outlook. If you do choose to save this information locally, Dynamics 365 for Outlook will automatically connect to Microsoft Dynamics 365 (online) every time you open Outlook.

After the first time you sign in and use Dynamics 365 for Outlook, the connection between your computer and Dynamics 365 (online) will always be open when you have access to the Internet. You may choose to turn off the connection between your computer and Dynamics 365 only by using a configuration setting, but if you do turn off the connection, Dynamics 365 for Outlook may exhibit decreased performance.

If you use Dynamics 365 for Outlook to track email, the email thread will be visible to users in your organization who have permission to view it.

For every email you receive, Dynamics 365 for Outlook will send Dynamics 365 (online) the sender’s email address, the recipient’s email address, and the subject line of the message. This allows Dynamics 365 (online) to validate whether or not a particular mail should be stored by the Dynamics 365 (online) service. When you track an item, a copy of that item will be maintained by the Dynamics 365 service and will be visible to other users in your organization who have the appropriate permissions. When you untrack an item, that copy is automatically deleted from Dynamics 365 (online) only if you own the item.

If you use Dynamics 365 (online), when you use the Sync to Outlook feature, the Dynamics 365 data you are syncing is “exported” to Outlook. A link is maintained between the information in Outlook and the information in Dynamics 365 (online) to ensure that the information remains current between the two. Outlook Sync downloads only the relevant Dynamics 365 record IDs to use when a user attempts to track and set regarding an Outlook item. The company data is not stored on the device.

An administrator determines whether your organization’s users are permitted to sync Dynamics 365 data to Outlook by using security roles.

See also

Track Outlook email by moving it to a tracked Exchange folder
Frequently asked questions about synchronizing records between Microsoft Dynamics 365 for Customer Engagement apps and Microsoft Outlook