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Tuesday 12 November 2019
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Sharing calendars with Office 365 & MS Dynamics CRM for Outlook 2016

This post will teach you the process of sharing your own calendar in Outlook with another person. Microsoft Dynamics CRM developers bring this tutorial that will help you to see shared appointments and sync with Dynamics CRM for Outlook native Connector.

Recently, we have been dealing with the requirement of a client I had never crossed me until now. But, it turns out this functionality in the business world becomes very common and necessary.

The requirement is that a user A has its own calendar in Outlook, and need to share it to a user B. If user A has appointments on their calendar, user B must be able to view them. Up to this point, everything seems very simple and common. But the requirement becomes complicated when you need to view the shared appointments and synchronize with Dynamics CRM through CRM For Outlook native Connector.

Let’s look at the necessary actions and errors that arise from trying to do so.

  1. You will need at least two Active directory users.
  2. Both needed to have email accounts (in my case, office 365 users).
  3. User A will create and share an outlook calendar.
    1. You must specify which user to share the calendar.
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  4. After that, you could see in Outlook an email invitation in order to accept it.
  5. Allowing that, you will start to see the User A outlook calendar in your own Outlook client and web version.

At this point, the user B has access and viewing to the shared calendar, but now it wants to make the track into a Dynamics CRM record.

Microsoft Outlook, returns an error when you will try to do that. The description of the error is likely:

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In principle, the error message would appear to be referring to that we are trying to register in our CRM an element that is not physically in our Microsoft Outlook main container but it’s all a permissions problem.

I will share with you the steps that you needed to do in order to resolve that.

First, we need to go to the owner calendar and grant this permission:

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This snapshots are from Office 365, if you are working with local Microsoft Outlook client, you will need to go to this option:

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You could access to this options going to:

File -> Info -> Account Settings -> Delegate access

It is recommend to add some extra permissions to the outlooks folder:

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It is important that the user gets read access. It is not a request to give owner permissions.

The issue was that the users did not have Delegates permissions correctly set up.

If for any reason with this changes and permission you still having the issue, don´t worry. There is still an option available to solve the problem. The solution comes from CRM 4.0 but apparently still works for CRM 2016.

In this case, you will need to modify the windows registry.

In order to track the items in the Outlook folders, add the DelegateMailboxEnabled registry entry in the Microsoft Dynamics client for Outlook:

  1. Open de registry (windows + run + regedit, click OK)
  2. Search for the following registry subkey:
    1. HKEY_CURRENT_USER\Software\Microsoft\MSCRMClient
      1. New, and then click DWORD Value.
      2. Name this DWORD value “DelegateMailboxEnabled.”
      3. Double-click DelegateMailboxEnabled.
      4. In the Value data box, type 0x00000001.

If you want to disable this functionality, delete the DelegateMailboxEnabled registry entry.

With this second option you allow the permissions and you can track the items in the Outlook folders instead of in the default folders.

  • You must have Write access to the shared calendar, and read access to the contact, inbox, and task folders.

The functionality also works on contacts and tasks. If you want the functionality to work with contacts, and tasks then you have to increase the read permission to also include write permission.

Conclusions

Each day requires greater dynamics in the business world, which must be properly assisted by technology. In some cases it seems that this dynamism is a bit more complex to find supported, but can quickly be flipped thread needed to solve it.

Working with Outlook Connector for CRM in many cases it can become a headache. The good news is that together we’re finding with stones on the road and communicating how to solve them, to make it easier.

Hope Microsoft dynamics CRM developers have made you clear about the process of sharing your own calendar in Outlook with another person. If you feel like talking to experts regarding any point, make comments..



Vijay is a compulsive blogger who likes to educate like-minded people on various new technologies and trends. He works with Aegis SoftTech as a software developer and has been developing software for years. Stay Connected to him on Facebook and Google+.