Configuring User Synchronization settings with XRM Toolbox
After having installed the Dynamics 365 App for Outlook, you may encounter some issues for some users who owns many CRM records. If you own hundreds of contacts, you may not want all of them to be downloaded to your Outlook or smartphone. You will probably be at this point looking into options on how to disable the Synchronization between Dynamics CRM and the Outlook App for some records.
In order to achieve this, you may use the “Sync Filter Manager” Plugin from XrmToolBox. For more information on XrmToolbox, check out our introduction to this tool right here.
In XRM Toolbox, you can filter by “Returned Type” to find the types of records for which you wish to Activate or Deactivate the synchronization. The important rule name too look for regarding the contacts is the “My Contacts” line. You can see the description states “Contacts owned by me”.
Both times I had to perform this, removing the synchronization between contacts did not delete the contacts that where synchronized with Outlook. It is therefore likely you will be facing the same issue if you implement the synchronization after the contacts have been pushed to Outlook. To clean the contacts you will need to take a couple of steps.
There are multiple ways to filter out the contacts synchronized to Outlook from Dynamics 365 CRM. If they where all imported from the same date you may filter them by creation date. Another possibility is to filter them by Category and retrieve the contacts “Tracked to Dynamics 365.
If you wish to see the available list of columns, right click on any column, then click on “Add Columns”.
You can order the list of contacts by category and find all the contacts Tracked to Dynamics 365. You may then select them all and delete them.
Do you know of other ways to cleanup the contacts? If so please share your knowledge in a post below!