Microsoft Outlook: How to track emails and appointments

Objective

The integration between Outlook and Dynamics 365 streamlines customer relationship management by enabling users to seamlessly track emails, appointments, and tasks, enhancing productivity and ensuring consistent communication.

Besides the normal functionalities of sending and receiving an email, you can also link an email message, an appointment or a task to a specific record. The "Set Regarding" function allows users to associate an email, meeting, or task with a specific record in Dynamics 365, such as a contact, account, opportunity, or case.
This ensures that all relevant communications are linked to the appropriate records.


This tutorial will demonstrate how to use the Outlook integrated with HR for Dynamics, more specifically, how to use the Set Regarding functionality.

Prerequisites

Click Through

  • Start in Outlook
  • Open the calendar (to track an appointment)
  • Open the desired appointment
  • On the upper menu select Dynamics 365
  • In Set Regarding, add the record your appointment should be associated with
    • Start typing to find a record, then click on it to add it.
  • When successfully tracked, a message will be displayed

Hint

  • You can see the meeting or appointment that you have tracked by opening your Dynamics 365 app, then navigate to the area where you set the regarding (e.g. contacts). Open the record to see the detailed view.
    • Once in the record's detailed view, look for a section or tab labeled "Activities" or "Timeline." This section displays all the activities related to that record, including emails, appointments, tasks, and phone calls.
    • Depending on your Dynamics 365 setup, this section might be labeled differently, but it's generally named "Activities," "Timeline," or something similar.
  • You can also change the Regarding by clicking on Dynamics 365 button again, the click on the three dots (next to Tracked regarding, and select Change Regarding.
    If the tracking is no longer necessary, you can simply click on the three dots, next to Tracked regarding, then select Untrack.
  • Tracking also works for emails and tasks in the same way.

Result

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HR