Adapting the software to work for you – Custom Entities in Outlook

One of the main advantages that Microsoft Dynamics offers its users is the multiple ways you can integrate your data to many other Microsoft products, such as Outlook.

If your business, like many organisations, uses the Dynamics app then this blog may be of interest to you.

As you might be aware, you can track an email directly from your mailbox to an entity in Dynamics. However, its likely you have already found a couple of limitations with this. If you ask yourself questions like, ‘Where is the custom entity I created?’ Or: ‘Why can’t I track this into that?’ then this blog is for you.

When you create a custom entity it will not, by default, appear within the list of items you can track to and from Outlook. So, you end up left with a reduced system when you could, in fact, enable the software to work as it should for you. This is what I’ll go over for you below.

How to add Custom Entities to Outlook

You may already know that Dynamics allows us to extend and create our own systems and share these with others, however, the extent of what other people can see is highly dependent on your licencing. (To learn more about the different licencing offered by Microsoft, we run regular workshops and have our own Byte Sized Training Courses at D365 Life Without Code, however, for now, let’s get back to the solution!)

To begin with, click on the Dynamics icon in Outlook. This will allow you to open and view the application’s contents. To get your custom entity into Outlook to allow easier tracking, you need to be a system Administrator/Customizer in Power Apps. This will allow you to edit the Dynamics 365 Outlook app.

As soon as you open Dynamics, things should hopefully begin to seem clear, giving you that lightbulb moment where you know exactly what to do.

Click on the Entity tile and then you can choose the entities that you want in your Outlook app.

Add in all the information that you need and simply Save and Publish. Next time you want to track from outlook, you can click on ’Set Regarding’ and your newly selected entities will be there.

In Summary

Simple, isn’t it? One of the best things about D365 is that you don’t have to be a coder fluent in computer-speak to get the best out of your system! All you need to do, to utilise the app’s full capability, is learn the logic of the systems.

Here at D365 Life Without Code, we work to equip you with the relevant skills that will make your system work for you.

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