E-mail management in CRM 3 and Outlook

Dear All,

I have a question regarding CRM and Outlook e-mail. We use the CRM web
client mainly, but find that every so often we need to go through everyone's
exchange e-mail box and delete all of the incoming e-mails.

Is there a way to automatically delete e-mails from outlook once they have
been passed over to CRM?

Thanks in advance,

Mike Swann

MichaelLangdon
Wed Apr 18 18:32:00 CDT 2007

You can use either a client side or server side mailbox rule, simular to the
forwarding rule created in the mailbox to forward the crm mail to the crm
mailbox.

Create the rule to move the email to the deleted folder and then empty the
deleted folder when outlook is exited (Your would then also loose all other
email in the deleted box as well though) (I know some users use it like
another folder).
--
Rgds

Michael
MCDBA 2000 | MCITP DBA 2005


"MikeSwann" wrote:

>
> Dear All,
>
> I have a question regarding CRM and Outlook e-mail. We use the CRM web
> client mainly, but find that every so often we need to go through everyone's
> exchange e-mail box and delete all of the incoming e-mails.
>
> Is there a way to automatically delete e-mails from outlook once they have
> been passed over to CRM?
>
> Thanks in advance,
>
> Mike Swann

MikeSwann
Thu Apr 19 09:16:02 CDT 2007

Thanks for your response Michael.

We have 2 situations here, some use outlook (The sales people) and this
approach may work - however they would only want to automatically delete the
records imported to crm. Is there a way to distinguish these? Then we have
the marketing people who only use a terminal running IE6 - they don't have an
outlook client. I could go into their mailbox and do a "Delete as soon as
the e-mail arrives" rule, but I wasn't sure whether that would be in the
mailbox long enough to be transferred to CRM. What would you suggest?

Thanks

Mike

"Michael Langdon" wrote:

> You can use either a client side or server side mailbox rule, simular to the
> forwarding rule created in the mailbox to forward the crm mail to the crm
> mailbox.
>
> Create the rule to move the email to the deleted folder and then empty the
> deleted folder when outlook is exited (Your would then also loose all other
> email in the deleted box as well though) (I know some users use it like
> another folder).
> --
> Rgds
>
> Michael
> MCDBA 2000 | MCITP DBA 2005
>
>
> "MikeSwann" wrote:
>
> >
> > Dear All,
> >
> > I have a question regarding CRM and Outlook e-mail. We use the CRM web
> > client mainly, but find that every so often we need to go through everyone's
> > exchange e-mail box and delete all of the incoming e-mails.
> >
> > Is there a way to automatically delete e-mails from outlook once they have
> > been passed over to CRM?
> >
> > Thanks in advance,
> >
> > Mike Swann

Mike
Fri Apr 20 04:16:03 CDT 2007

We've used the browser client primarily, and always. But we also
occasionally need to dip into Outlook for various reasons.

I've set server side rules to delete everything from the Outlook in box that
is over 20 days old, and also clean up deleted folders regularly. This keeps
things down to a sensible size whilst allowing plenty of time for users to
remove any e-mails they want in Outlook to "safe" folders where big brother
won't go.

Mike
--
Mike
Bristol, UK
CRM user
www.crmuser.blogspot.com


"MikeSwann" wrote:

> Thanks for your response Michael.
>
> We have 2 situations here, some use outlook (The sales people) and this
> approach may work - however they would only want to automatically delete the
> records imported to crm. Is there a way to distinguish these? Then we have
> the marketing people who only use a terminal running IE6 - they don't have an
> outlook client. I could go into their mailbox and do a "Delete as soon as
> the e-mail arrives" rule, but I wasn't sure whether that would be in the
> mailbox long enough to be transferred to CRM. What would you suggest?
>
> Thanks
>
> Mike
>
> "Michael Langdon" wrote:
>
> > You can use either a client side or server side mailbox rule, simular to the
> > forwarding rule created in the mailbox to forward the crm mail to the crm
> > mailbox.
> >
> > Create the rule to move the email to the deleted folder and then empty the
> > deleted folder when outlook is exited (Your would then also loose all other
> > email in the deleted box as well though) (I know some users use it like
> > another folder).
> > --
> > Rgds
> >
> > Michael
> > MCDBA 2000 | MCITP DBA 2005
> >
> >
> > "MikeSwann" wrote:
> >
> > >
> > > Dear All,
> > >
> > > I have a question regarding CRM and Outlook e-mail. We use the CRM web
> > > client mainly, but find that every so often we need to go through everyone's
> > > exchange e-mail box and delete all of the incoming e-mails.
> > >
> > > Is there a way to automatically delete e-mails from outlook once they have
> > > been passed over to CRM?
> > >
> > > Thanks in advance,
> > >
> > > Mike Swann