Control field synchronization with Outlook

Note

Effective November 2020:

  • Common Data Service has been renamed to Microsoft Dataverse. Learn more
  • Some terminology in Microsoft Dataverse has been updated. For example, entity is now table and field is now column. Learn more

This article will be updated soon to reflect the latest terminology.

With field synchronization, admins can set the sync direction between customer engagement apps (Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Field Service, Dynamics 365 Marketing, and Dynamics 365 Project Service Automation), and Microsoft Dynamics 365 for Outlook fields. You can control synchronization when using either Outlook synchronization or server-side synchronization (Exchange).

For example, a salesperson may want to take personal notes about a contact and not want the notes to synchronize with data available to all users. An admin can set the Personal Notes field for contacts in Outlook to not synchronize Dynamics 365 for Outlook with customer engagement apps so the salesperson's notes will remain private.

Set field synchronization between customer engagement apps and Outlook

  1. Sign in as an admin.

  2. In the web app, select Settings > Administration > System Settings > Synchronization tab.

    For Unified Interface, select Settings (Gear button) in the upper-right corner > Advanced Settings > Settings > Administration > System Settings > Synchronization tab.

  3. Under Synchronize items with Outlook or Exchange, select synchronized fields.

  4. For the fields you want to change synchronization, choose the arrows in the Sync Direction column. Each choice will change the direction.

    Appointment fields for synchronization

    Tip

    Hover over a field name to see the fields mapped to it.

  5. Select OK > OK to close the open dialog boxes.

    Let your users know they can view (not change) the synchronization settings. More information: What fields can be synchronized between customer engagement apps and Outlook?

Performance and synchronization

Configuring synchronization might have an impact on the time it takes to sync between Dynamics 365 for Outlook and customer engagement apps. You should test your configuration before deploying to ensure satisfactory sync times.

Permissions and synchronization

Role-based security controls access to a specific entity type, record-based security controls access to individual records, and field-level security controls access to specific fields. All these can impact what is synchronized between customer engagement apps and Dynamics 365 for Outlook or Exchange.

Best practice is to review the security settings for these security methods to ensure field synchronization is processes as desired. For more information see:

More information: How field security affects synchronization between customer engagement apps and Outlook and Security concepts

See also