Integration of CRM Enterprise Calendar with Microsoft Outlook  

Use

You can synchronize the CRM Online appointment calendar with the Microsoft Outlook calendar so that CRM business activities can also be displayed in Outlook. This is an additional function to synchronizing normal appointments from the SAP calendar.

Prerequisites

You must have installed the SAP calendar synchronization tool.

You must activate the Calendar flag in the Partners tab page for a business activity.

The CRM business activity must be assigned to a user. All SAP users must have also have SAPoffice users and a user in the Outlook calendar.

Features

Any CRM business activities that contain dates and an active Calendar flag appear in the Microsoft Outlook calendar as appointments. The activity is displayed in Outlook regardless of the status it has been given in the CRM system.

 The system does not transfer tasks to Microsoft Outlook.

Any appointments that you have created in Outlook can also be transferred to the CRM appointment calendar.

 You can change the business activity once it is in Outlook but these changes will not be transferred back to the CRM system. The changes will also be overwritten the next time synchronization takes place between the calendars.

Activities

Create a business activity and activate the Calendar flag.

In Outlook, activate the calendar synchronization tool.

All users, who wish to see business activities in their Outlook calendars, must synchronize their calendars regularly.

The SAP calendar synchronization tool transfers the following attributes in the CRM business activities to the Microsoft Outlook calendar:

·        Business activity description, category, short address of the activity partner
These appear in the Subject field of the appointment.
Texts and attachments that have been created in the CRM business activity are not transferred to Outlook.

·        The CRM activity partner is displayed in Outlook as the office user
Any partner details that you maintain in Outlook are not transferred back to the CRM system.

·        CRM dates and times
The system displays the actual date and if this is not available, it displays the planned date.
The calendar is synchronized to Universal Time Coordinated (UTC) and the dates are displayed in the user's time zone.
If you have activated the Main appointment indicator for the business activity in the Dates tab page, the appointment also appears as a dominant in the Outlook calendar.

·        Priority
Outlook can display priorities for very high, standard and low. If you have defined any other priority types in Customizing, they will not be transferred.

·        Group appointments
These can only be completely synchronized if all the participants exist as users in both the CRM system and in Outlook.

The business activity in Outlook contains a URL link which calls up the CRM business activity in the Web browser. Here you can display all the activity details.

You cannot change the business activity in the Web browser.