contact synchronization

[BrianT]

how can I setup Outlook and CRM to sync contacts without getting duplicates?

I have contacts in Outlook 2 and 3 times one header in Outlook says "Ad
Agency" the other says " [CRM] Parent record:" the next one doesn't say
anything.

I've deleted duplicates but they come back, there must be a setting that
controls this but so far I can't figure out if its in Outlook or CRM.

Outlook 2007 and hosted CRM 4.0

Thanks
Brian

[BrianT]

anybody have a suggestion to this?

Post by BrianT
how can I setup Outlook and CRM to sync contacts without getting duplicates?
I have contacts in Outlook 2 and 3 times one header in Outlook says "Ad
Agency" the other says " [CRM] Parent record:" the next one doesn't say
anything.
I've deleted duplicates but they come back, there must be a setting that
controls this but so far I can't figure out if its in Outlook or CRM.
Outlook 2007 and hosted CRM 4.0
Thanks
Brian

[AdamV]

Do the same duplicates exist in CRM and in Outlook?
It apears you may have some contacts which are synched to CRM and have a
parent account set, others which don't have a parent account. Does that
match your CRM environment?

If you have duplicates in CRM, merge them in there, synch Outlook an see
if that cleans up some or all of them.

If you want a better understanding of how Outlook and CRM 4 are
synchronised (both the mechanics and the rules for things like deletion)
take a look here:
http://wp.me/p2I5L-4K

I have found that if I have a Contact in Outlook and one in CRM which do
not match exactly enough (eg Bob <> Robert), the CRM one gets synched to
Outlook as a second one. I could delete the Outlook-only contact (which
does not come back in my case), or if it has some info I want to retain
I would do this:
Create a subfolder for contacts. Move the one which has the best
information in there. Make sure the contact's names match (not sure if
email match alone might also be sufficient). Move it back to the main
contacts folder. Outlook should spot that you are moving in a possible
duplicate and give you the option to update the other one with missing
or newer information. It will show you a preview of what you will get.

Hope this helps
Adam

Post by BrianT
anybody have a suggestion to this?

Post by BrianT
how can I setup Outlook and CRM to sync contacts without getting duplicates?
I have contacts in Outlook 2 and 3 times one header in Outlook says "Ad
Agency" the other says " [CRM] Parent record:" the next one doesn't say
anything.
I've deleted duplicates but they come back, there must be a setting that
controls this but so far I can't figure out if its in Outlook or CRM.
Outlook 2007 and hosted CRM 4.0
Thanks
Brian

[BrianT]

there aren't any dupes in CRM but there are some without a parent account,
I'll start there.
Thanks
Brian

Post by AdamV
Do the same duplicates exist in CRM and in Outlook?
It apears you may have some contacts which are synched to CRM and have a
parent account set, others which don't have a parent account. Does that
match your CRM environment?
If you have duplicates in CRM, merge them in there, synch Outlook an see
if that cleans up some or all of them.
If you want a better understanding of how Outlook and CRM 4 are
synchronised (both the mechanics and the rules for things like deletion)
http://wp.me/p2I5L-4K
I have found that if I have a Contact in Outlook and one in CRM which do
not match exactly enough (eg Bob <> Robert), the CRM one gets synched to
Outlook as a second one. I could delete the Outlook-only contact (which
does not come back in my case), or if it has some info I want to retain I
Create a subfolder for contacts. Move the one which has the best
information in there. Make sure the contact's names match (not sure if
email match alone might also be sufficient). Move it back to the main
contacts folder. Outlook should spot that you are moving in a possible
duplicate and give you the option to update the other one with missing or
newer information. It will show you a preview of what you will get.
Hope this helps
Adam

Post by BrianT
anybody have a suggestion to this?

Post by BrianT
how can I setup Outlook and CRM to sync contacts without getting duplicates?
I have contacts in Outlook 2 and 3 times one header in Outlook says "Ad
Agency" the other says " [CRM] Parent record:" the next one doesn't say
anything.
I've deleted duplicates but they come back, there must be a setting that
controls this but so far I can't figure out if its in Outlook or CRM.
Outlook 2007 and hosted CRM 4.0
Thanks
Brian

[AdamV]

Just a further thought on this. There is a vagure reference in the
release notes for Update Rollup 11 which says:
"Assume that you create a contact in the Microsoft Dynamics CRM client
for Outlook. The contact contains records that have trailing spaces.
When you run the Synchronize with CRM function, the records are
resynchronized."
Now, it's not obvious to me what it means by "resynchronized", but it is
possible this means that the trailing spaces are truncated during synch
into CRM therefore it synchronises a second copy back to outlook because
the names are different. Not sure, because I have not seen the behaviour
you have, but the UR11 might be worth installing (although it could be
too late to clear up your existing dupes, it might prevent them
reappearing).

Hope this helps

Adam Vero
MCT:CRM Dynamics

Post by BrianT
there aren't any dupes in CRM but there are some without a parent account,
I'll start there.
Thanks
Brian

Post by AdamV
Do the same duplicates exist in CRM and in Outlook?
It apears you may have some contacts which are synched to CRM and have a
parent account set, others which don't have a parent account. Does that
match your CRM environment?
If you have duplicates in CRM, merge them in there, synch Outlook an see
if that cleans up some or all of them.
If you want a better understanding of how Outlook and CRM 4 are
synchronised (both the mechanics and the rules for things like deletion)
http://wp.me/p2I5L-4K
I have found that if I have a Contact in Outlook and one in CRM which do
not match exactly enough (eg Bob<> Robert), the CRM one gets synched to
Outlook as a second one. I could delete the Outlook-only contact (which
does not come back in my case), or if it has some info I want to retain I
Create a subfolder for contacts. Move the one which has the best
information in there. Make sure the contact's names match (not sure if
email match alone might also be sufficient). Move it back to the main
contacts folder. Outlook should spot that you are moving in a possible
duplicate and give you the option to update the other one with missing or
newer information. It will show you a preview of what you will get.
Hope this helps
Adam

Post by BrianT
anybody have a suggestion to this?

Post by BrianT
how can I setup Outlook and CRM to sync contacts without getting duplicates?
I have contacts in Outlook 2 and 3 times one header in Outlook says "Ad
Agency" the other says " [CRM] Parent record:" the next one doesn't say
anything.
I've deleted duplicates but they come back, there must be a setting that
controls this but so far I can't figure out if its in Outlook or CRM.
Outlook 2007 and hosted CRM 4.0
Thanks
Brian