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In today’s business landscape, technology is ever-changing and moves quickly. It is not uncommon for an individual to conduct business using many different email accounts. The synchronization of the Microsoft Dynamics CRM client for Outlook allows one synchronizing email account per CRM user – which means a user can track only what is in the primary email account and nothing else. How, then, does one track emails from various email accounts? By combining your email accounts into a single inbox via Outlook rule settings. The Outlook rule settings will allow you to automatically move email from one inbox to your primary inbox, and as a result, track those emails into CRM.

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Outlook allows the integration of multiple email accounts, including Gmail, Thunderbird, iCloud, etc. Start by connecting your email account to Outlook:

Go to File > Add Account > and follow the wizard:

Manage Dynamics CRM with Multiple Synchronized Email Accounts

 

Once your additional email account is successfully set up, create a rule that all emails in this account should be moved to the primary Outlook inbox to allow for tracking in CRM.

Go to File > Manage Rules > click on New Rule > click on “Apply rule on messages I receive” > click on Next:

Manage Dynamics CRM with Multiple Synchronized Email Accounts

 

After clicking on Next, it will ask to define the rule condition. In this example, we will select “through the specified account.” Select the Account you just set up > click on OK > click on Next:

Manage Dynamics CRM with Multiple Synchronized Email Accounts

 

After clicking on Next, tell Outlook what to do with these emails. In this example, move it to your primary email account. You may also choose to delete the email from the secondary email account once it is moved, in order to reduce confusion, duplicity, clutter, etc.

Click “move it to the specified folder” and make sure the primary email account is selected > click on the “specified” link and select which folder the email should automatically move to > click on OK > click on Next:

Manage Dynamics CRM with Multiple Synchronized Email Accounts

 

Finally, give this rule a name > make sure the rule is active and determine this rule to run only on brand-new email or everything in the inbox > click on Finish:

Manage Dynamics CRM with Multiple Synchronized Email Accounts

 

That is all there is to it! By moving emails from your secondary email accounts to your primary email account, you will now be able to track those emails as you normally would! Continue to add additional email accounts to Outlook and create this rule for each one as you need! If you are looking for additional ways to enhance your Dynamics CRM email experience, our PowerPack Add-on PowerEmail is a great way to do so! Or we invite you to check out a few blogs on Dynamics CRM and email that might be interest:

Happy CRM’ing!

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JoeCRM

Joe CRM is a CRM superhero who runs on pure Microsoft Dynamics CRM adrenaline. As the face of PowerObjects, Joe CRM’s mission is to reveal innovative ways to use Dynamics CRM and bring the application to more businesses and organizations around the world.