Built by TBe20 Solutions
TBE20 Outlook Sync Cockpit
See at a glance, inside Dynamics 365, whether the synchronization with Outlook works for every user — and what to do when it does not. With Pro the cockpit checks itself every hour, and sync filters can be changed safely.
The problem
Synchronization runs invisibly. Until someone asks.
“Why is this contact not in my Outlook?”
Whether server-side synchronization between Dynamics 365 and Exchange really works for a user is hard to see in Dynamics: the information is spread over mailbox records, alerts, sync mappings and personal filters that only the user can see. The cockpit brings all of this together on one page — in plain language, with a traffic light and the next step.
Two editions
Basic sees. Pro watches and changes safely.
Basic
See what is going on — read-only
- Cockpit with traffic light, key figures and an “Act now” list
- All mailboxes with status, last sync and export to Excel (CSV)
- User check: every check with actual, expected and solution
- Contacts, sync log, organization, data quality, help
Pro
Monitoring & safe filter changes
- Hourly check of all mailboxes with notification in Dynamics
- Availability and history of the last 30 days per mailbox
- Sync filters visible per user: expected vs. actual, filter as a readable sentence
- Change filters safely: preview, confirmation, change log with restore
Basic · Overview
All mailboxes, one traffic light
- Overall status, key figures and an “Act now” list — the most important problem first, with the path to the fix
- All mailboxes with status, email approval, last sync, last test and number of contacts
- Filter by traffic light, search, export to Excel (CSV)
- Plus the organization’s synchronization settings and the email server profiles
Basic · User check
“Why is the contact missing?” — one list answers
- All checks for one user in one list: user enabled, access mode, security role, license, email approved, last sync, sync errors and more
- Every check with actual, expected and solution — the action itself is done by the administrator in Dynamics
- Contacts and sync log show what is synchronized with which mailbox and what changed
- Help with explanations and links to the Microsoft documentation
Basic · Data quality
What does not reach Outlook
- Synchronized contacts with values that do not reach Outlook or arrive incorrectly
- For example a number in a field that is not synchronized — or an invalid email address
- Each rule explains what happens in Outlook and how to fix it
Pro · Monitoring
Checked every hour — even when nobody is looking
- Hourly check of all mailboxes, even when nobody opens the cockpit
- Notification in Dynamics when a mailbox turns red — and when it recovers
- History per mailbox: availability over the last 30 days, number and duration of stalls, every change with its reason
Pro · Sync filters
Who gets which contacts? Finally visible.
- The sync filter decides per user which contacts reach their Outlook and phone — normally only the user can see it
- Expected vs. actual per mailbox: which contacts should be synchronized according to the filter and which actually are, with the missing and extra ones
- Every filter as a readable sentence — and as FetchXML on request
- Searchable list with groups: problems, deviations, not set up yet, OK
Pro · Changing filters
Changes only on purpose — on three clear paths
- “View only” is the default: changes are only possible in an explicitly switched-on edit mode with a dedicated role
- The edit mode switches itself off after 15 minutes without action
- If the system template deliberately returns no contacts, new users appear as “not set up yet” instead of as an error
Edit the FetchXML
With a mandatory check: well-formed XML, contact table, runs on behalf of the user
Copy the filter of another mailbox
E.g. for a deputy — search by mailbox or by filter variant
Reset to the system template
The defined starting point, with a preview like every change
Pro · Safety net
See beforehand what would disappear
- Preview before every save: contacts in Outlook now and afterwards — the names of the contacts that would disappear, with search and export
- Confirmation by typing the mailbox name; for many removed contacts also the number — the server enforces the same rules, even when bypassing the interface
- Change log with old and new filter: every change can be undone with a preview
- Changes made outside the cockpit are detected by the hourly check — it logs them and notifies when contacts drop out
For whom
Three roles, one cockpit
CRM administrators
IT, partners
See immediately which mailbox has stalled and why — and reach the fix with one click, instead of digging through mailbox records and alerts.
Key users & support
First point of contact
Answer “Why is the contact missing?” with the user check in one list — with actual, expected and solution for every check.
Those responsible for executives & assistants
Sensitive mailboxes
Change sync filters only with a preview: they see beforehand, by name, which contacts would disappear from Outlook and the phone.
Runs as a page of a model-driven app — the data does not leave Dataverse
Basic is read-only and changes nothing; even reading requires a dedicated role
Pro changes sync filters only with a dedicated admin role and only after confirmation — the server enforces the same rules
Installed as a managed Dynamics solution, proven in real use
Frequently asked questions
Outlook synchronization in Dynamics 365
›Why is a contact from Dynamics 365 not synchronized to Outlook?
The causes are scattered across Dynamics 365: mailbox not approved or never tested, user without the right role or license, a sync error — or the user’s personal sync filter excludes the contact. The user check of the TBE20 Outlook Sync Cockpit runs all these checks in one list, each with actual, expected and the next step towards the fix.
›How do I monitor server-side synchronization in Dynamics 365?
Out of the box, the status is spread over mailbox records, alerts and sync mappings. The TBE20 Outlook Sync Cockpit brings all mailboxes together on one page with a traffic-light status, last sync and a note. With Pro it checks every mailbox hourly — even when nobody opens the cockpit — and notifies in Dynamics when a mailbox turns red and when it recovers.
›What is the sync filter in Dynamics 365 — and how do I change it safely?
The sync filter decides per user which contacts reach their Outlook and phone. Normally only the user can see it. The cockpit (Pro) shows every filter as a readable sentence with expected and actual contacts — and before every save a preview with the names of the contacts that would disappear, plus a confirmation and a change log with restore.
›Why did contacts disappear from the phone after a filter change?
If the changed sync filter no longer includes certain contacts, synchronization removes them from Outlook and thus from the phone. The cockpit (Pro) shows exactly this before saving: which contacts would drop out, by name. It logs every change — including changes made outside the cockpit — and every change can be undone with a preview.
›Does the Outlook Sync Cockpit need its own server?
No. It runs inside Dynamics 365 as a page of a model-driven app; the data does not leave Dataverse. Basic is read-only and changes nothing. Pro adds its own tables, server-side checks and an hourly cloud flow — sync filters are changed only with a dedicated admin role and only after confirmation.
›How can I get to know the TBE20 Outlook Sync Cockpit?
We show it to you live: in a short online session you will see the cockpit working on real examples. Just write to info@tbe20.com.
Also built by us
TBE20 Searchcenter
Search several related Dynamics 365 tables in one search and change the records found in bulk — with a check step, a log and undo.
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