Microsoft Dynamics CRM 4.0 User's Guide - MAEIL, Information ...

Synchronizing Reminders and CalendarsSome activities inherit reminders from Outlook. Whether or not an activity has a reminder depends on where it wascreated:Activities created in Microsoft Dynamics CRM for OutlookReminders for tasks, e-mail messages, and appointments created in the Microsoft Dynamics CRM forOutlook forms have the reminders provided by Outlook. Service activities created in MicrosoftDynamics CRM for Outlook are automatically set with 15-minute reminders, which cannot bechanged or turned off. Service activities and appointments are synchronized with the MicrosoftDynamics CRM Service calendar and Workplace calendar. Tasks do not appear in the calendars. Youcannot set reminders for faxes, phone calls, e-mails, letters, or campaign response activities createdin Microsoft Dynamics CRM for Outlook.Activities created in the Web ApplicationAppointments and service activities created in the Web application and synchronized with MicrosoftDynamics CRM for Outlook have 15-minute reminders set automatically based on the due date.These reminders cannot be changed or updated, even if the due date is updated. Appointments andservice activities appear in both Outlook and Microsoft Dynamics CRM calendars. Faxes, phone calls,and letters that are created by tracking Outlook tasks can have reminders. These activities createdwith Microsoft Dynamics CRM forms, do not have reminders.Only Microsoft Dynamics CRM appointments and service activities that are tracked in Outlook as appointments appearin both Outlook and Microsoft Dynamics CRM calendars.Deleting Records and ActivitiesWhen you delete a linked contact, task, or appointment in Outlook or in Microsoft Dynamics CRM, one of two things canhappen: the linked item can be deleted too, or the linked item remains, but the link is broken and future changes arenot synchronized.For contacts you own:If you delete a contact from Outlook, it is never deleted from Microsoft Dynamics CRM, butthe link is broken and the record is updated.If a contact is deleted from Microsoft Dynamics CRM and the contact is owned by you, it isnot deleted from Outlook, but the link is broken and the record is not updated.If a contact is deleted from Outlook by someone else and the contact is not owned by you inMicrosoft Dynamics CRM, the contact is deleted from Microsoft Dynamics CRM.For contacts you do not own:If a contact is deleted from Outlook by someone else and is owned by you, the contact is notdeleted from Microsoft Dynamics CRM, but the link is broken and the record is not updated orrecreated in Outlook.For other records and activities:If a tracked record is deleted from Outlook, or an appointment declined in Outlook, and thenthe record or activity is updated in Microsoft Dynamics CRM, the record or activity may berecreated.When you delete an e-mail message, a contact, a completed task, or a past appointment orservice activity from Outlook, it is not deleted from Microsoft Dynamics CRM, but the link isbroken. However, if you delete a pending (incomplete) task or future appointment fromOutlook, it is also deleted from Microsoft Dynamics CRM.410 Microsoft Dynamics CRM 4.0 User’s Guide