How to link Outlook emails to clients in Dynamics 365 automatically

Tom Plunkett 0 Reputation points
2026-10-28T17:33:23.0833333+00:00

how to link client emails from Outlook to client files in Dynamics 365. so that our correspondence automatically links

Outlook | Outlook for mobile | Outlook for iOS | For business
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  1. Chris-D 2,620 Reputation points Independent Advisor
    2026-10-28T18:01:18.16+00:00

    Hi Tom,

    Thank you for sharing your concern. You can use the Dynamics 365 App for Outlook to link client emails to the relevant records in Dynamics 365.

    Here are the steps you can take to proceed:

    1. Open the client’s email in Outlook.
    2. Select More apps from the Outlook toolbar, and then select Dynamics 365. (If Dynamics 365 is not available under More apps, please contact your administrator to confirm that the Dynamics 365 App for Outlook has been installed and enabled for your account.)
    3. In the Dynamics 365 pane, select Set Regarding.
    4. Search for and select the relevant client record, such as the Account, Contact, Opportunity, Case, or another applicable record.

    Once the email is successfully tracked, it should appear in the activity timeline of the selected record in Dynamics 365. You can refer to the following Microsoft guide for more detailed instructions: Link and track an email or appointment to a specific row

    Future replies in the same conversation may be tracked automatically, depending on your personal email tracking settings and your organization’s Dynamics 365 configuration. If you want client correspondence to be tracked automatically without manually using Set Regarding each time, your Dynamics 365 administrator may need to verify your mailbox, server-side synchronization, and email tracking settings.

    If you need further assistance with the automatic tracking configuration, I recommend posting your question in the Microsoft Dynamics 365 Community, where specialists may be able to provide more targeted guidance based on your Dynamics 365 application and environment.

    When posting, include which Dynamics 365 application you are using, whether the Dynamics 365 App for Outlook is installed, and whether server-side synchronization is enabled.

    I hope this helps point you in the right direction. Should you have any further questions or need additional assistance, please feel free to share them in the comment below. I'm very happy to help.  

    If the answer is helpful, please click 'Yes' and kindly upvote it. 

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  2. AI answer

    2026-10-28T17:33:44.49+00:00

    To have Outlook correspondence automatically link to client records in Dynamics 365, use one of these supported approaches:

    1. Dynamics 365 App for Outlook – link each email to a client record
      • Open the email in Outlook.
      • Select Dynamics 365 to open the pane.
      • In Set Regarding, search for and select the client row, such as an account, opportunity, or case.
      • When successful, the email shows Tracked regarding.
      This links and tracks the email to that specific Dynamics 365 row.
    2. Automatic conversation tracking after one email is tracked
      • If an email in a conversation is tracked, replies in the same thread can continue to be automatically tracked.
      • If an email is untracked, replies may still continue to be automatically tracked if other emails in that conversation remain tracked.
    3. Folder-level tracking for more automatic processing
      • In Dynamics 365 personal options, go to Email > Configure Folder Tracking Rules.
      • Add an Exchange Inbox folder with + New Folder Mapping.
      • Optionally set a Regarding Record for that folder, such as a specific client account or opportunity.
      • Save the mapping.
      • Then move or drag client emails into that tracked folder to have them tracked automatically.
      Important details:
      • Only folders or subfolders inside the Exchange Inbox can be tracked.
      • Only the selected folder is tracked, not its subfolders unless they are selected separately.
      • The maximum number of tracked folders is 25.
      • Folder tracking works on mobile devices that support Exchange email.
    4. Best practice depending on email volume
      • For many different clients with low volume, create one general tracked folder and later fill in the Regarding field on individual emails when needed.
      • For high-volume correspondence with a specific client, create a dedicated tracked folder for that client and link that folder to the client’s Dynamics 365 record. Then all email moved into that folder is automatically linked to that record.
    5. Requirements for automatic folder-based linking
      • Folder tracking must be enabled by an administrator.
      • The organization must use server-side synchronization.
      • With server-side synchronization, normal email sync usually occurs every 5 minutes, can be as frequent as 2 minutes, and generally at least once every 12 minutes. When an email is tracked or linked, synchronization happens immediately.

    If the goal is that client emails automatically link with minimal manual work, the most direct setup is:

    • use folder-level tracking,
    • create one tracked folder per major client,
    • set the folder’s Regarding Record to that client’s Dynamics 365 record,
    • move incoming client emails into that folder.
    AI-generated content may be incorrect. Read our transparency notes for more information.

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