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- In Outlook, click Help Check For Updates. If an update is found, download and install it. Restart Outlook. If the problem continues, click Help Contact Support.
- Outlook email templates. Setting up pre-defined email messages is pretty simple. All you’ll need to do is to type and format an email message and then save it as a template for future use. Note: for simplicity, in this post, i will be using simple message and meeting template examples, however you can as well define more complex user fillable.
- To add your email account to Outlook, you’ll need an app password, also known as an application password. This is a different password than your regular email account password. One way you'll know you need an app password is if you see the following message: 2-factor authentication is set up for your account.
- Oct 28, 2017 This video showcased Embed HTML Template on Outlook 2016 Email client. #Outlook2016 #OutlookTips.
People often use email to exchange sensitive information, such as financial data, legal contracts, confidential product information, sales reports and projections, patient health information, or customer and employee information. As a result, mailboxes can become repositories for large amounts of potentially sensitive information and information leakage can become a serious threat to your organization.
With Office 365 Message Encryption, your organization can send and receive encrypted email messages between people inside and outside your organization. Office 365 Message Encryption works with Outlook.com, Yahoo!, Gmail, and other email services. Email message encryption helps ensure that only intended recipients can view message content.
How Office 365 Message Encryption works
The rest of this article applies to the new OME capabilities.
Note
Delegates who have full access permissions to a mailbox can read encrypted messages that are sent to the mailbox.
Office 365 Message Encryption is an online service that's built on Microsoft Azure Rights Management (Azure RMS) which is part of Azure Information Protection. This includes encryption, identity, and authorization policies to help secure your email. You can encrypt messages by using rights management templates, the Do Not Forward option, and the encrypt-only option.
Users can then encrypt email messages and a variety of Office 365 attachments by using these options. For a full list of supported attachment types, see 'File types covered by IRM policies when they are attached to messages' in Introduction to IRM for email messages.
As an administrator, you can also define mail flow rules to apply this protection. For example, you can create a rule that requires the encryption of all messages addressed to a specific recipient, or that contains specific words in the subject line, and also specify that recipients can't copy or print the contents of the message.
Unlike the previous version of OME, the new capabilities provide a unified sender experience whether you're sending mail inside your organization or to recipients outside of Office 365. In addition, recipients who receive a protected email message sent to an Office 365 account in Outlook 2016 or Outlook on the web, don't have to take any additional action to view the message. It works seamlessly. Recipients using other email clients and email service providers also have an improved experience. For information, see Learn about protected messages in Office 365 and How do I open a protected message.
For a detailed list of the differences between the previous version of OME and the new OME capabilities, see Compare versions of OME.
When someone sends an email message that matches an encryption mail flow rule, the message is encrypted before it's sent. All Office 365 end-users that use Outlook clients to read mail receive native, first-class reading experiences for encrypted and rights-protected mail even if they're not in the same organization as the sender. Supported Outlook clients include Outlook desktop, Outlook Mac, Outlook mobile on iOS and Android, and Outlook on the web (formerly known as Outlook Web App).
Recipients of encrypted messages who receive encrypted or rights-protected mail sent to their Outlook.com, Gmail, and Yahoo accounts receive a wrapper mail that directs them to the OME Portal where they can easily authenticate using a Microsoft account, Gmail, or Yahoo credentials.
End-users that read encrypted or rights-protected mail on clients other than Outlook also use the OME portal to view encrypted and rights-protected messages that they receive.
If the sender of the protected mail is in GCC High and the recipient is outside of GCC High, including commercial Office 365 users, Outlook.com users, and users of other email providers such as Gmail, the recipient receives a wrapper mail. The wrapper mail directs the recipient to the OME Portal where the recipient is able to read and reply to the message. Otherwise, if the sender and recipient are both in the GCC High environment, even if they're not in the same organization, then recipients that use Outlook clients to read mail receive native, first-class reading experiences for encrypted and rights-protected mail. For more information about the different experience in GCC High, see Compare versions of OME.
For more information about size limits for messages and attachments that you can encrypt using OME, see Exchange Online Limits.
How Office 365 Advanced Message Encryption works on top of OME
Office 365 Advanced Message Encryption lets you create multiple branding templates so you can fine-tune control over recipient mail and create custom branding experiences to support a diverse organizational structure.
Advanced Message Encryption in Office 365 helps you meet compliance obligations that require more flexible control over external recipient's access to encrypted emails. With Advanced Message Encryption in Office 365, as an administrator, you can control sensitive emails shared outside the organization with automatic policies that detect sensitive information types (e.g. PII, Financial or Health IDs) or keywords to enhance protection by expiring access through a secure web portal to encrypted emails. Additionally, as an admin you can further control encrypted emails accessed externally through an Office 365 web portal by revoking access to an email any time.
Message revocation and expiration only work for emails that your users send to recipients outside your Office 365 organization. In addition, the recipients must access the email through the web portal. To ensure the recipient uses the portal to receive email, you set up a custom branding template that applies the wrapper. Then, you apply the branding template in a mail flow rule. For more information about Advanced Message Encryption, see Office 365 Advanced Message Encryption.
Defining rules for Office 365 Message Encryption
One way to enable the new capabilities for Office 365 Message Encryption is for Exchange Online and Exchange Online Protection administrators to define mail flow rules. These rules determine under what conditions email messages should be encrypted. When an encryption action is set for a rule, any messages that match the rule conditions are encrypted before they're sent.
Mail flow rules are flexible, letting you combine conditions so you can meet specific security requirements in a single rule. For example, you can create a rule to encrypt all messages that contain specified keywords and are addressed to external recipients. The new capabilities for Office 365 Message Encryption also encrypt replies from recipients of encrypted email.
For more information about how to create mail flow rules to take advantage of the new OME capabilities, see Define Rules for Office 365 Message Encryption.
Get started with the new OME capabilities
If you're ready to get started using the new OME capabilities within your organization, see Set up new Office 365 Message Encryption capabilities.
Sending, viewing, and replying to encrypted email messages
With Office 365 Message Encryption, users can send encrypted email from Outlook and Outlook on the web. Additionally, admins can set up mail flow rules in Office 365 to automatically encrypt emails based on keyword matching or other conditions.
Recipients of encrypted messages who are in Office 365 organizations will be able to read those messages seamlessly in any version Outlook, including Outlook for PC, Outlook for Mac, Outlook on the web, Outlook for iOS, and Outlook for Android. Users that receive encrypted messages on other email clients can view the messages in the OME portal.
For detailed guidance about how to send and view encrypted messages, take a look at these articles:
| Read this article.. | If you are.. |
| Learn about protected messages in Office 365 | An end user that wants to learn more about how encrypted messages work and what options are available to you. |
| How do I open a protected message? | An end user that wants to read a protected message that was sent to you. This article includes information about reading messages in several versions of Outlook and from different email accounts, including those outside of Office 365 such as gmail and Yahoo! accounts. |
| Send, view, and reply to encrypted messages in Outlook | An end user that wants to send, view, or reply to an encrypted message from Outlook. Even if you're not a member of an Office 365 organization, you still receive notification of encrypted messages sent to you in Outlook. Use this article for instructions on how to view and reply to encrypted messages sent from Office 365. |
| Send a digitally signed or encrypted message | An end user that wants to send, view, or reply to encrypted messages using Outlook for Mac. This article also covers using encryption methods other than OME, such as S/MIME. |
| View encrypted messages on your Android device | An end user who has received a message encrypted with Office 365 Message Encryption on your Android device, you can use the free OME Viewer app to view the message and send an encrypted reply. This article explains how. |
| View encrypted messages on your iPhone or iPad | An end user who has received a message encrypted with Office 365 Message Encryption on your iPhone or iPad, you can use the free OME Viewer app to view the message and send an encrypted reply. This article explains how. |
Use Dynamics 365 App for Outlook to tap the power of your Dynamics 365 apps while you’re using Outlook on the desktop, web, or phone. When Dynamics 365 App for Outlook is installed, depending on which version of the app you have installed, you'll see a Dynamics 365 pane or window next to a selected Outlook email message, or when you're composing an email message or setting up a meeting or appointment.
Important
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- The latest release of Dynamics 365 App for Outlook works with Dynamics 365 Customer Engagement (on-premises) and Common Data Service, which implies that it also works with model-driven apps such as Dynamics 365 Sales and Dynamics 365 Customer Service.
- For a prior release that works with earlier versions of Dynamics 365 apps, see Deploy Dynamics 365 App for Outlook.
For example, when you open an email message, view information from your Dynamics 365 app about the email recipients. Or with a single click, link an Outlook email message or appointment to a specific Dynamics 365 record. When you link an email message or appointment to a Dynamics 365 record, the Outlook record appears as an activity for that record in Dynamics 365 apps.
FAQs
For more information on FAQs, see Frequently Asked Questions about Dynamics 365 App for Outlook.
Prerequisites
Your system administrator can make Dynamics 365 App for Outlook available to your organization or you can add it yourself if:
You have the Use Dynamics 365 App for Outlook security privilege.
Your organization synchronizes mailboxes with server-side synchronization.
For more information, and for information on supported devices, browsers, and Outlook versions, see Deploy Dynamics 365 App for Outlook.
Add the app to Outlook
After the prerequisites have been met, you can add the app directly from Dynamics 365 app.
Select the Settings button , and then click Apps for Dynamics 365.
On the Apps for Dynamics 365 page, under Dynamics 365 App for Outlook, click Dynamics 365 App for Outlook.
Note
If you have trouble installing the app, see the troubleshooting section in Deploy Dynamics 365 App for Outlook.
Disable or remove the Outlook app
In Outlook, click File, and then click Manage Add-ins.
This opens the Office 365 dialog box where you can see all your Outlook add-ins. If you click the Dynamics 365 row, you can see which instance the app is connected to.
Do one of the following:
To disable the app, in the Dynamics 365 row, clear the Turned on check box.
To remove the app, select the Dynamics 365 row, and then click the Minus button.
Terminology
| Term | Definition |
|---|---|
| Set regarding | Track and link the email or appointment to an existing record in Dynamics 365 apps. |
| Tracking | Create a copy of the email or appointment in Dynamics 365 apps. |
Use the app for the first time
To display Dynamics 365 data after you’ve added the app:
Select an existing email message in your Inbox, or create a new email message or appointment.
On the ribbon, click the Dynamics 365 button.
-Or-
In Outlook on the web, click the Dynamics 365 button in the email pane.
The Dynamics 365 pane appears on the right side of the screen and shows information about the recipients.
Notes:
If the recipient is a Common Data Service or Customer Engagement (on-premises) user (as opposed to a contact or lead), it’s indicated above their name:
If the recipient isn’t known to Dynamics 365, click (+) and then select Add as contact or Add as lead. See: Add an email recipient as a contact or lead.
A quick tour of the interface
Much has changed in the app for Dynamics 365 apps. Here's what you see when you first open Dynamics 365 App for Outlook.
The Dynamics 365 pane appears under the menu bar and shows information about the recipients.
| Element | Description |
|---|---|
| 1 | The Dynamics 365 apps record this email is linked to. |
| 2 | Summary information about the recipient. |
| 3 | Summary information about the recipient's account. |
| 4 | Shows if the email message or meeting is linked to a record and if it's being tracked. |
| 5 | Click to set or change linking and tracking. You can also choose to view your email in Dynamics 365. |
| 6 | Click to add an activity. |
| 7 & 8 | Click and then select Set Regarding to link to the record. |
| Element | Description |
|---|---|
| 1 | Your last activity with the recipient. |
| 2 & 3 | Recent records for the recipient. |
| 4 | Click for options related to list of activities. |
| 5 | Click for options related to the activity. The options vary by activity. |
| 6 & 8 | Click for options related to the list of records. |
| 7 & 9 | Click for options related to the record. |
Let's go over the individual elements in the menu bar.
| Element | Description |
|---|---|
| Choose Menu > Home > Dashboards to go to the main page. Choose Menu > Recent to see Favorites and recently used records. | |
| Choose Home to see the initial view. | |
| Choose Back to return to the last thing you viewed. | |
| Choose Quick Create to create a new record such as an account or contact. See Create a new record | |
| Choose Search to search any Dynamics 365 apps records. | |
| Choose Insights to view the most important and relevant information in relation to what you are doing right now. See Gain insights into your activities with relationship assistant | |
| Choose Documents to add email templates, sales literature, or knowledge base articles. See Add an email template when you create an email message and Add sales literature or a knowledge base article when you create an email message |
Use delegate access
Delegate access is granted to users who manage certain aspects of Outlook and Common Data Service information for another person.
Once delegate access is turned on, you can use Dynamics 365 App for Outlook to track emails and calendar appointments for someone else.
For more information on how to set up delegate access, see Set up delegate access.
Important
- Track status might not update until the sync cycle is complete for both the user and the delegated user. This might take a few minutes.
- The delegated user should be able to access and interact with the primary user's mailbox.
- The delegated user cannot track contacts on the delegated mailbox.
- The delegated user cannot set Regarding to a new contact. Emails and appointments can only be tracked for existing contacts.
Track email from a known contact
Go to the email folder of the person that you are a delegate for and open an email from a contact that you want to track.
In the Dynamics 365 pane, select Contact > Set Regarding.
The status on the email changes to Track pending for both the user and the delegated user.
Once the email has finished synchronizing in Common Data Service, the status of the email changes to Tracked regarding for both the user and the delegated user.
Track appointment or meeting invitation for a known contact
Go to the calendar of the person that you are a delegate for and open the invitation that you want to track in Common Data Service.
When the meeting invitation is open, on the main menu, select Dynamics 365 to open the mail app.
In the Dynamics 365 pane, select Contact > Set Regarding.
The status of the meeting invitation changes to Track pending for both the user and the delegated user.
Once the meeting invitation has finished synchronizing in Common Data Service, the status of the meeting invitation changes to Tracked regarding for both the user and the delegated user.
Experience App for Outlook as a pinnable taskpane
If you're running Outlook 2016 for Windows (click to run build 7668.2000 or later), App for Outlook will appear as a pinnable vertical taskpane to the right of an open message or appointment in Outlook.Pinning App for Outlook helps you by showing the relevant Dynamics 365 information faster. This will not only give you quick access to App for Outlook but also improves the home page load performance by 30% or more.
Add an email recipient as a contact or lead
One of the first things you might want to do when you receive a customer email, is add the person as a contact or lead to Dynamics 365. In the Dynamics 365 pane, click (+) and then select Add as contact or Add as lead.
Note
If the sender of the email is unknown to Dynamics 365, when you add the contact or lead, the email is automatically tracked in Dynamics 365 and set regarding this contact or lead. To stop tracking, you can manually untrack the regarding email.
Link an email message or meeting to a specific Dynamics 365 apps record
You can link an email message or meeting to a specific Dynamics 365 record, such as an account, opportunity, or case. This also tracks the email or meeting in Dynamics 365.
Create or select an email or meeting.
Click the Dynamics 365 button in the email pane.
Click Set Regarding (---).
Enter search text. A list of related records appears.
Use the left and right arrows to narrow search to cases, invoices, etc., and then select a record to automatically track the email or meeting, and link it to the record indicated in the Dynamics 365 pane.
Find a different record to link to
Find the record to link in a list or using Search.
In Tracked regarding, click (..) > Change Regarding.
Click Set Regarding (---).
Enter search text. A list of related records appears.
Use the left and right arrows to find related cases, invoices, etc., and then select a record to automatically track the email or meeting, and link it to the record indicated in the Dynamics 365 pane.
Create a new record
Click Quick Create, and then select the type of record you want to create.
Fill in the information in the form.
Click Save.
View the linked email in Dynamics 365 apps
Find the linked record in a list or using Search.
In Tracked regarding, click (..) > View email in Dynamics 365 apps.
Untrack the regarding record
Find the record to link in a list or using Search.
In Tracked regarding, click (..) > Untrack.
Track signed S/MIME emails
Dynamics 365 App for Outlook can track S/MIME signed emails in Outlook Desktop and Outlook Web App (OWA). This is enabled on Click-to-Run Outlook 2016 build 16.0.8730.1000 or later. To determine your Outlook version, go to File > Office Account > About Outlook.
Gain insights into your activities with relationship assistant
The relationship assistant is designed to deliver the most important and relevant information in relation to what you are doing right now. The assistant works by analyzing all of the data at its disposal and generating a collection of action cards, each of which includes a message summarizing what the card is about, plus a set of links for taking action. The assistant sorts the cards by priority and filters them for your current context.
Some of what the assistant can do for you:
- reminds you of upcoming activities
- evaluates your communications and suggests when it might be time to reach out to a contact that’s been inactive for a while
- identifies email messages that may be waiting for a reply from you
- alerts you when an opportunity is nearing its close date
When you start your day by signing in to Dynamics 365 apps, the assistant draws your attention to your most important items and tasks, drawn from all areas of the application.
To access the assistant, on the nav bar, click > Relationship Assistant.
Add an email template when you create an email message
If you frequently send the same type of email, you can save time by using an email template. When you use an email template, Dynamics 365 App for Outlook automatically inserts the Dynamics 365 information such as contacts or set regarding information in the email message.
For example, you could use a Thank you template to save time whenever you want to send a thank you message to a customer.
Note
You must have the appropriate permissions to add email templates.
Add an email template
Create an email message as you normally would in Outlook.
At the top of the Dynamics 365 pane, click Document > Add Template.
Select the record type (entity). The default is the set regarding record. Then, click Select.
Start a search for the template you want. Under Search Template, click (---).
Search for and select the template you want.
Accept the selected email template.
Click Add to Email to add the template to your email.
The template text appears in your email.
For information on creating email templates, see Create templates for email.
Add sales literature or a knowledge base article when you create an email message
When you're working with a customer, you might want to send them some sales literature or a knowledge base article.
Note
You must have the appropriate permissions to add sales literature or knowledge base articles to an email message.
Create an email message as you normally would in Outlook.
At the top of the Dynamics 365 pane, click Document.
Select Add Sales Literature or Add Knowledge Article, and then follow the steps to add or insert the literature or article.
Add a phone call, appointment, or task activity to Dynamics 365 apps
For the record you have linked and are tracking, in Tracked regarding, click (..) > Add Activity.
Select an activity.
Fill in the information in the form.
Click Save.
Track Outlook contacts in Dynamics 365 apps
You can track Outlook contacts by using the [Dynamics 365 add-in, an Outlook solution module. The add-in is automatically installed when you install Dynamics 365 App for Outlook. You can access it as described below.
Using the add-in, you can:
View a list of Microsoft Office contacts or Dynamics 365 contacts, and see which contacts are tracked
Link contacts to accounts in Dynamics 365
Open the Dynamics 365 contact or account record with a single click
When the Dynamics 365 add-in is installed, you’ll see a new Dynamics 365 tab on the Outlook ribbon. Click the tab to see information about contacts.
Element Description 1 Click to see all your Outlook contacts (contacts displayed in your default contacts view in Dynamics 365. 2 Click to see all your Dynamics 365 contacts. 3 See whether a contact is tracked or not, or whether tracking status is pending. 4 Open a Dynamics 365 account record. 5 Click to call. 6 Click to email.
Note
To use the add-in your admin must enable your Dynamics 365 mailbox for appointments, contacts, and tasks.
Access the add-in
In the lower-left corner of the Outlook window, click the Dynamics 365 apps add-in.
See the Dynamics 365 apps contact card for a contact
In the contacts list, select the check box next to the contact. The contact details appear on the right side of the screen.
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Track or untrack a contact
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Click the Outlook Contacts tab.
In the contacts list, select the check box next to the appropriate contact(s).
On the ribbon, click Track or Untrack.
Important
Do not navigate outside the page while tracking or untracking the contact. Otherwise, it won’t be tracked or untracked.
Link a contact to an account or change the account that a contact is linked to
Click the Outlook Contacts tab.
Note
You can’t select a contact listed under the Dynamics 365 Contacts tab.
In the contacts list, select the check box next to the appropriate contact.
On the ribbon, click Link.
Do one of the following:
On the right side of the screen, select the account to link to, and then click Link at the bottom of the screen.
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-Or-
To create a new account, on the right side of the screen, click New at the bottom of the screen.
Enter the new account name.
Click Save.
Click the Refresh button.
Note
If the contact isn’t already tracked, the contact will be tracked immediately and will be linked to the account. The account record will be synchronized in the next synchronization cycle.
Send email or schedule an appointment
Click the Dynamics 365 Contacts tab, or the Outlook Contacts tab, and then select the check box next to the appropriate contact(s).
On the ribbon, click Email or Appointment.
Regardless of which tab you selected in step 1, the email, task, or appointment will be sent from Outlook, not Dynamics 365.
Search for a contact
- Enter a value in the search box. You can search for data stored in the Full name, Company, Department, and Business address fields. You can’t search for data stored in the Tracking status, Business phone, or Email fields.
Search for a Dynamics 365 apps contact
- Switch to the Dynamics 365 Contacts tab on the top of screen to view the list of all your active Dynamics 365 contacts.
- Enter a value in the search box. You can search for data stored in the Full name, Title, Department, and Business address fields.
You can’t search for data stored in any of the other fields like Business phone, Account or Email.
Filter by all contacts, tracked contacts, or untracked contacts
Click the arrow next to the view drop-down.
Select the view you want.
Track appointments from another person in your organization
You can track appointments from another person in your Dynamics 365 apps organization using Dynamics 365 App for Outlook. To enable this capability, you need to enable the OrgDBOrgSetting in your organization. Dynamics 365 apps provides the OrgDBOrgSettings tool that gives administrators the ability to implement specific updates that were previously reserved for registry implementations.
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- Follow the instructions in this article for steps to extract the tool.
- After extracting the tool, enable the OrgDBOrgSetting TrackAppointmentsFromNonOrganizer.
You can also use this tool to edit the OrgDBOrgSetting TrackAppointmentsFromNonOrganizer.
After the OrgDBOrgSetting is enabled, when you open Dynamics 365 App for Outlook on an appointment created by another user in your organization, you can track the appointment. You will no longer see the banner blocking you from tracking the calendar item.
Synchronization and tracking
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The Dynamics 365 App for Outlook tracks and synchronizes your mail and calendar data between Outlook (Exchange) and Dynamics 365 apps. Server Side Synchronization is an asynchronous service that runs in the background approximately every 15 minutes to synchronize items between Exchange and Dynamics 365 apps. In most scenarios, the Outlook item is immediately created in Dynamics 365 apps. However, in some cases, Server Side Synchronization service is used to promote the item to Dynamics 365 apps and keep it synchronized, which may take up to 15 minutes. The below table provides a brief explainer of the behavior.
In most cases items are immediately tracked, aside from when an email is in compose mode and recurring appointments.
Note
Server Side Synchronization is used to promote emails when Microsoft Outlook includes images in email signatures as attachments.
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If the Dynamics 365 App for Outlook uses Server Side Synchronization to track an item to Dynamics 365 apps, the track status of the item will be “Pending”.
See also
Microsoft Outlook Mail For Mac
Deploy Dynamics 365 App for Outlook
Set up server-side synchronization (admins)