Outlook Client Best Practices

The performance of the Outlook Client is largely dependent on IE settings and Outlook settings as well as server-side settings for the CRM application and SQL servers. This section will cover how to configure your Outlook Client settings for optimal performance.

Internet Explorer Settings

Here are some ways to configure Internet Explorer to optimize your use of the Outlook Client.

Increase the disk space size for temporary internet files.

Increasing  the amount of hard disk space that is reserved for temporary Internet files ensures that the cache has adequate space to take advantage of improved load times when making subsequent visits to the same page for the same files.

  1. In Internet Explorer, on the Tools menu, click Internet options.
  2. In the Internet Options dialog box, on the General tab, under Browsing history, and then click Settings.
  3. In the Temporary Internet Files and History Settings dialog box, under Check for newer versions of stored pages, verify that Automatically is selected.
  4. In the Disk space to use box, specify a value from 50 to 250 megabytes (the closer to 250 MB, the better) of disk space for temporary Internet files, and then click OK.
  5. In the Internet Options dialog box, on the General tab, under Browsing history, verify that the Delete browsing history on exit check box is cleared to prevent deletion of temporary Internet files each time that the browser is closed.
  6. On the Advanced tab, under Settings, scroll down to Security settings and verify that the Do not save encrypted pages to disk check box is cleared, and then click OK.

Configure simultaneous download sessions.

This can be accomplished in 3 different ways.

1. Use Microsoft Fix It.

Outlook Client Best Practices - Microsoft Fix It

2. Modify the registry. This will vary depending on what version of IE you have.

For Internet Explorer 7: Start the registry editor and locate the following key in the registry: HKEY_CURRENT_USER\Software\Microsoft\Windows\CurrentVersion\Internet Settings. On the Edit menu, point to New, click DWORD Value, and then add the following registry values:

Value name: MaxConnectionsPer1_0Server
Value data: 10
Base: Decimal

Value Name: MaxConnectionsPerServer
Value data: 10
Base: Decimal

Now you can exit the registry editor.

For Internet Explorer 8.0 and 9.0: Start the registry editor and locate the following key in the registry: HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Internet Explorer\MAIN\FeatureControl\FEATURE_MAXCONNECTIONSPERSERVER. On the Edit menu, point to New, click DWORD Value, and then add the following registry values:

Value name: iexplore.exe
Value data: 10
Base: Decimal

Now locate and click teh following registry subkey: HKEY_LOCAL_MACHINE\SOFTWARE\Microsoft\Internet Explorer\MAIN\FeatureControl\FEATURE_MAXCONNECTIONSPER1_0SERVER. On the Edit menu, point to New, click DWORD Value, and then add the following registry values:

Value name: iexplore.exe
Value data: 10
Base: Decimal

Now you can exit the registry editor.

3. Using Group Policy

  1. Click Start, click Run, type gpedit.msc, and then click OK.
  2. Expand User Configuration, expand Administrative Templates, expand Windows Components, expand Internet Explorer, expand Security Features, and then expand AJAX.
  3. Set the Maximum number of connections per server (HTTP 1.0) and Maximum number of connections per server (HTTP 1.1) options to the settings that you want. You must update policies or restart the computer to apply these changes.

Configuring the Internet Explorer Zoom Setting

A zoom setting of anything other than “100%” will result in an increase in page rendering time, and therefore slower performance from your Microsoft Dynamics CRM system.

  1. Press Ctrl+0, which is the keyboard short-cut for a 100% zoom level setting in most versions of Internet Explorer.
  2. In Internet Explorer 7, on the menu bar, click Page, point to Zoom, and then click 100%.
  3. In Internet Explorer 8 and later versions, on the menu bar, click View, point to Zoom, and then click 100%.

Adding Appropriate URLS to Trusted Sites

Open up Internet Explorer (IE)

  1. Go to Tools > Internet Options
  2. Click the Security tab
  3. Click Trusted Sites > Sites
  4. If you get another window that allows you to click Advanced, please do so, then add the CRM URLs. NOTE: You may get a pop-up window that states “Sites added to this zone must use the https:// prefix.” This prefix assures a secure connection.
  5. Uncheck the box for “Require server verification (https:) for all sites in this zone”
  6. Click Close and then click OK.

Uncheck the “Delete browsing history on exit” Option

  1. Open up Internet Explorer (IE).
  2. Go to Tools and then click Internet Options.
  3. Under the General tab locate the Browsing history section.
  4. Ensure the check box “Delete browsing history on exit” is unchecked.

Add Microsoft Dynamics CRM URLs to Allow Pop-ups

  1. Open up Internet Explorer (IE).
  2. Click Tools, click Pop-up Blocker, then click Pop-up Blocker Settings. NOTE: In Internet Explorer 9, this option can be found by clicking the Tools menu, clicking Internet Options, clicking the Privacy tab, and then clicking the Settings button within the Pop-Up Blocker section.
  3. Add the Microsoft Dynamics CRM URLs.
  4. Click Close.

Power Settings

Setting your battery power plan to high performance allows Microsoft Dynamics CRM to run optimally. High performance maximizes the screen brightness and in most cases also increases the performance of the computer.

  1. Open up the Control Panel.
  2. Click on Power Option.
  3. Under Select a Power Plan, Click Additional Plans.
  4. Choose High Performance.

Microsoft Dynamics CRM for Outlook Configuration

Here are some best practices for optimizing the Outlook Client.

Optimizing the Outlook Synchronization Process

Only synchronize items between CRM and Outlook that you have a need to see in Outlook.  Users do have the ability to check and uncheck whatever activities they do want to synchronize.

By default the following are set to sync:

outlook client best practices img 2

You can change the scheduled Outlook synchronization times. The minimum time is set through CRM System Settings.  Normally, we would recommend that users do not synchronize more often than 60 minutes.  If users do not really have to synchronize with Outlook frequently, we would recommend that users set this to 240.  You may want to consider moving the minimum sync time within the System Settings to 60 minutes.

outlook client best practices img 3

Address Book Provider

determine what records you would like to sync to the CRM Address Book.

If users will not be using the CRM Address Book when sending emails, you will want to have the Contacts section set to “Match only against contacts synchronized to Microsoft Dynamics CRM” and Other record types set to “Do not match”.  If you go with other settings, CRM Address Book Provider synchronization will be enabled.

outlook client best practices img 4

Local Data Groups

The number of available Data Filters will depend on what CRM Outlook client you use (CRM Online only, or Online/Offline).  If you choose to use only the CRM Online Outlook client, the only data group that users would see would be My Contacts.  This data group is used to filter contacts that move from CRM to Outlook.  If the contact synchronization is turned off, this setting doesn’t matter.  If contact synchronization is enabled, this filter will be in play.  For users that have access to a large number of contacts that need to see some contacts in Outlook, but not all of them, they can use the filter to fine tune what is moved to Outlook.  If the user is using the CRM Offline Outlook client, the filters would also be used to determine what data is taken offline.

The CRM Outlook client could potentially generate some long running queries on the CRM server if certain CRM Outlook client filters are in place.  If the Parent Downloaded parameter is used when synchronizing CRM data to Outlook or Offline, increased query execution times can result.  It may be beneficial to run the following query to determine how many users could be impacted by this:

The following script was used to determine how many users have this filter in place:

select count(*) as Total, fetchxml from userquerybase where returnedtypecode = 2 and querytype = 16 and fetchxml like '%<condition attribute="primarykey" operator="child-of"%' group by fetchxml

SyncEntry and SubscriptionStatistics Tables

These tables are used for CRM and Outlook synchronization tracking.  As long as the tables relate to a current CRM user, they are necessary.  If we use  tables from historical users, then we should clean up these tables.

Disable Automatic Email Triggering

This is especially helpful for those with lots of email in their inboxes. When automatic email tagging is enabled, each received email will result in email tagging cycle processing, and when email background promote is enabled, each received email will be processed to see if it should be tracked in CRM.