Set personal options that affect tracking and synchronization between model-driven apps in Dynamics 365 and Outlook or Exchange

Note

Getting to app feature settings can vary based on the type of app (Unified Interface or the legacy web client) you're using. You might need to adjust the procedural steps in this topic to reflect your app type. See Settings.

Also, we are moving some settings from model-driven apps in Dynamics 365, such as Dynamics 365 Sales and Customer Service, and the Dynamics 365 Admin center to the Power Platform Admin center. See Environment settings are moving.

You can use the Set Personal Options dialog box in model-driven apps in Dynamics 365, such as Dynamics 365 Sales and Customer Service, to set many options that affect tracking and synchronization.

To open the Set Personal Options dialog box:

  • Click the Settings button Options 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 model-driven apps in Dynamics 365. 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 model-driven apps in Dynamics 365 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 records copied to your local hard drive Synchronization Synchronize items with Outlook or Exchange View or manage the filters that determine the records that are synchronized to your Outlook or Exchange folders.

More information: Choose the records to synchronize between model-driven apps in Dynamics 365 and Outlook or Exchange
- From model-driven apps in Dynamics 365
- For Outlook sync or server-side sync
View or modify the offline synchronization filters used to determine the 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 data you need with you when you go offline. - From model-driven apps in Dynamics 365
- For Outlook sync or server-side sync
View the fields that are synchronized between Outlook and model-driven apps in Dynamics 365 Synchronization View or manage the synchronized fields of Outlook or Exchange items, including appointments, contacts, and tasks. - From model-driven apps in Dynamics 365
- For Outlook sync or server-side sync
Overwrite the names in the Outlook contacts Company field with the parent account from 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 model-driven apps in Dynamics 365 Synchronization Set synchronization client Set this computer to be the client to perform synchronization between Outlook and your primary 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 items Synchronization Schedule automatic synchronization with Outlook Synchronize the items in my Outlook folders every - For Outlook sync only
Enable model-driven apps in Dynamics 365 to send email using Dynamics 365 for Outlook Email Select how Microsoft Dynamics 365 for Outlook should integrate email with model-driven apps in Dynamics 365 Allow model-driven apps in Dynamics 365 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 model-driven apps in Dynamics 365 Check incoming email in Outlook and determine whether an email should be linked and saved as a record. From Dynamics 365 for Outlook only
Track incoming email automatically Email Select the email messages to track Track From model-driven apps in Dynamics 365
Track incoming email automatically Email Select the email messages to track Configure Folder Tracking Rules

More information: Track Outlook email by moving it to a tracked Exchange folder
- From model-driven apps in Dynamics 365
- 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 model-driven apps in Dynamics 365 Email Automatically create records in Dynamics 365 apps Create From model-driven apps in Dynamics 365
Select how email recipients are matched to records Address Book Select how email recipients are reconciled with 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 model-driven apps in Dynamics 365 and Microsoft Outlook