Set Up Email

To send and receive emails from within Business Central, you must fill in the fields on the SMTP Mail Setup page.

Instead of entering the SMTP server details manually, you can use the Apply Office 365 Server Settings function to enter them with information from your Office 365 subscription.

You can either set email up manually, as described below, or you can get help by using the Email Setup assisted setup guide. For more information, see Getting Ready for Doing Business.

To set up email

  1. Choose the Lightbulb that opens the Tell Me feature icon, enter SMTP Email Setup, and then choose the related link.

  2. Fill in the fields as necessary. Hover over a field to read a short description.

    Note

    If you are using an account that requires two-factor authentication, then the password that you enter in the Password field must be the same that you use for your Office 365 subscription and it must be of type App Password. For more information, see Manage app passwords for two-step verification.

  3. Alternatively, choose the Apply Office 365 Server Settings action to insert any information that is already defined for your Office 365 subscription.

  4. When all the fields are correctly filled in, choose the Test Email Setup action.

  5. When the test succeeds, close the page.

Using a Substitute Sender Address on Outbound Email Messages

All outgoing email messages from Business Central will use the default address for the account that you specified on the SMTP Email Setup page, as described above. You can, however, use the Send As or Send on Behalf capabilities on your Exchange server to change the sender address on outbound messages. Business Central will use the default account to authenticate to Exchange, but will either substitute the sender address with the one you specify, or amend it with "on behalf of."

The following are examples of how Send As and Send on Behalf are used in Business Central.:

  • When you send documents such as purchase or sales orders to vendors and customers, you might want them to appear to come from a _noreply@yourcompanyname.com_ address.
  • When your workflow sends an approval request by email using the email address of the requestor.

Note

You can only use one account to substitute sender addresses. That is, you cannot have one substitute address for purchasing processes, and another for sales processes.

To set up the substitute sender address for all outbound email messages

  1. In the Exchange admin center for your Office 365 account, find the mailbox to use as the substitute address, and then copy or make a note of the address. If you need a new address, go to your Microsoft 365 admin center to create a new user and set up their mailbox.
  2. In Business Central choose the Lightbulb that opens the Tell Me feature icon, enter SMTP Email Setup, and then choose the related link.
  3. In the Send As field, enter the substitute address.
  4. Copy or make a note of the address in the User ID field.
  5. In the Exchange admin center, find the mailbox to use as the substitute address, and then enter the address from the User ID field in the Send As field. For more information, see Use the EAC to assign permissions to individual mailboxes.

To use the substitute address in approval workflows

  1. In Business Central choose the Lightbulb that opens the Tell Me feature icon, enter SMTP Email Setup, and then choose the related link.
  2. Copy or make a note of the address in the User ID field.
  3. Choose the Lightbulb that opens the Tell Me feature icon, enter Approval User Setup, and then choose the related link.
  4. In the Exchange admin center, find the mailboxes for each user listed in the Approval User Setup page, and in the Send As field enter the address from the User ID field of the SMTP Email Setup page in Business Central. For more information, see Manage permissions for recipients.
  5. In Business Central choose the Lightbulb that opens the Tell Me feature icon, enter SMTP Email Setup, and then choose the related link.
  6. To enable substitution, turn on the Allow Sender Substitution toggle.

Note

Business Central will determine which address to display in the following order:

1. The address specified in the E-Mail field on the Approval User Setup page for messages in a workflow.
2. The address specified in the Send As field in the SMTP Email Setup page.
3. The address specified in the User ID field in the SMTP Email Setup page.

Set up Public Folders and Rules for Email Logging in Exchange Online

Get more out of the communications between salespeople and your existing or potential customers by tracking email exchanges, and then turning them into actionable opportunities. For more information, see Track Email Message Exchanges Between Salespeople and Contacts.

Before you can set up email logging, you must prepare your Exchange Online with public folders. You can do this in the Exchange admin center, or you can use the Exchange Management Shell.

Tip

If you want to use the Exchange Management Shell, you can find inspiration for how to set up your script in a sample script that we published to the BCTech repo.

The following list describes the main steps with links to learn more.

  • Create an admin role for public folders based on the information in the following table:

    Property Value
    Name Public Folders Management
    Selected roles Public Folders
    Selected members The email of the user account that Business Central will use to run the email logging job

    For more information, see Manage role groups.

  • Create a new public folder mailbox based on the information in the following table:

    Property Value
    Name Public MailBox

    For more information, see Create a public folder mailbox in Exchange Server.

  • Create new public folders

    • Create a new public folder with the name Email Logging in the root so that the full path to the folder becomes \Email Logging\
    • Create two subfolders so that the the result is the following full paths to the folders:
      • \Email Logging\Queue\
      • \Email Logging\Storage\

    For more information, see Create a public folder.

  • Mail-enable the Queue public folder

    For more information, see Mail-enable or mail-disable a public folder

  • Mail-enable sending emails to the Queue public folder using Outlook or the Exchange Management Shell

    For more information, see Allow anonymous users to send email to a mail-enabled public folder

  • Set the email logging user as an owner of both public folders, Queue and Storage public folders using Outlook or the Exchange Management Shell based on the information in the following table:

    Property Value
    User The email of the user account that Business Central will use to run the email logging job
    Permission level Owner

    For more information, see Assign permissions to the public folder.

  • Create two mail flow rules based on the information in the following table

    Purpose Name Conditions Action
    A rule for incoming email Log Email Sent to This Organization The sender is located Outside the organization, and the recipient is located Inside the organization BCC the email account that is specified for the Queue public folder
    A rule for outgoing email Log Email Sent from This Organization The sender is located Inside the organization, and the recipient is located Outside the organization BCC the email account that is specified for the Queue public folder

    For more information, see Manage mail flow rules in Exchange Online and Mail flow rule actions in Exchange Online.

Note

If you make changes in the Exchange Management Shell, the changes become visible in the Exchange admin center after a delay. Also, the changes made in Exchange will be available in Business Central after a delay.

Next, you connect Business Central with Exchange Online. For more information, see Track Email Message Exchanges Between Salespeople and Contacts.

See Also

Shared mailboxes in Exchange Online
Working with Business Central
Setting Up Business Central
Send Documents by Email
Customizing Business Central Using Extensions
Using Business Central as Your Business Inbox in Outlook
Getting Business Central on My Mobile Device