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Relationship Management: Outlook Synchronisation

Posted: 22/11/2016 11:07:11 AM by Dynamic Business IT Solutions


Outlook synchronization enables users to keep data in Microsoft Dynamics Nav and Outlook up to date.

The synchronization can be performed either automatically in predefined period of time, or manually.

It is typically used to synchronize the to-do’s in the agenda of sales people. However, with this functionality you can synchronize basically any data from Microsoft Dynamics NAV to Outlook and the other way around.


The setup is executed in terms of:

  • Setting up Synchronization Entities

    That means what Dynamics NAV is going to be synchronized with in Outlook terms. So it is a relationship between what is Outlook and what is Dynamics NAV and what are we going to synchronize.

  • Setting up Outlook Synchronization User Setup

    This is to determine if we are synchronizing with a normal or power user or administrator and what is this user going to synchronize?

The Synchronization Entities are setup on the Microsoft Dynamics NAV site. You can choose among three synchronization directions:

  1. From Microsoft Dynamics Nav to Outlook
  2. From Outlook to Microsoft Dynamics NAV
  3. By directional

Synchronization becomes available for a synchronization user, when the synchronization entities are created in Microsoft Dynamics NAV.

The needed synchronization entity is added for the user in Outlook Synchronization User Setup window.

Table fields participating in synchronization are registered on the Outlook side.

You can run the synchronization process and view synchronization errors and conflicts that occur.

1. Setting up Outlook Synchronization Entities

Click Departments/Administration/Application Setup/Microsoft Office Outlook Integration/ Outlook Synch. Entities.

Outlook synchronization entities will define what you will synchronize between NAV and Outlook.

In the example, you see here Microsoft Dynamics NAV Tasks that will be linked with to-dos in CRM. If you open this entity, you see here that the information which is stored in NAV in Table No. 5080 (To-Do) will be synchronized with the one specified in Outlook Item field called Task Item.

There are also some conditions and filters in place.

When click on Fields under Navigate tab, you can see which fields are going to be synchronized.

2. Setting up Outlook Synchronization User Setup

Click Departments/Administration/Application Setup/Microsoft Office Outlook Integration/Outlook Synch. User Setup.

Here you can:

  • Specify user you are going to synchronize making use of which synchronization entity.
  • Bring additional conditions if you want filtering links
  • Specify the synch direction, whether it is from Outlook to Dynamics NAV, Dynamics NAV to Outlook or Bidirectional.