How to link Outlook emails to clients in Dynamics 365 automatically

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.

• Link and track an email or appointment to a specific row in your app
• Link and track an email or appointment to a specific row in your app
• Track Outlook email by moving it to a tracked Exchange folder
• Frequently asked questions about synchronizing records between Microsoft Dynamics 365 apps and Microsoft Outlook
• Move an Outlook email to a tracked Exchange folder
• Move an Outlook email to a tracked Exchange folder