Set Up Email

People in businesses send information and documents, such as sales and purchase orders and invoices, by email every day. Administrators can connect one or more email accounts to Business Central, letting you send documents without having to open an email app. You can compose each message individually with basic formatting tools, such as fonts, styles, colours, and so on, and add attachments of up to 100 MB. Additionally, report layouts enable administrators to include only the key information from documents. For more information, see Send Documents by Email.

Email capabilities in Business Central are for outbound messages only. You can't receive replies, that is, there's no "Inbox" page in Business Central.

Note

You can use the email capabilities of Business Central online only with Exchange Online. We don't support hybrid scenarios, such as connecting Business Central online to an on-premises version of Exchange.

If you're using Business Central on-premises, before you can set up email you must create an app registration for Business Central in the Azure Portal. The app registration will enable Business Central to authorise and authenticate with your email provider. For more information, see Setting Up Email for Business Central On-Premises. In Business Central online, we handle this for you.

Required Permissions

To set up email, you must have the EMAIL SETUP permission set. For more information, see Assign Permissions to Users and Groups.

Adding Email Accounts

You add email accounts through extensions that enable accounts from different providers to connect to Business Central. The standard extensions let you use accounts from Microsoft Exchange Online. However, other extensions that let you connect accounts from other providers, such as Gmail, might be available.

You can specify predefined business scenarios in which to use an email account to send emails. For example, you can specify that all users send sales documents from one account, and purchase documents from another. For more information, see Assign Email Scenarios to Email Accounts.

The following table describes the email extensions that are available by default.

Extension Description Examples of when to use
Microsoft 365 Connector Everyone sends email from a shared mailbox in Exchange Online. When all messages come from the same department, for example, your sales organisation sends messages from a sales@cronus.com account. This option requires that you set up a shared mailbox in the Microsoft 365 admin centre. For more information, see Shared mailboxes.
Current User Connector Everyone sends email from the account they used to sign in to Business Central. Allow communications from individual accounts.
SMTP Connector Use SMTP protocol to send emails. Allow communications through your SMTP mail server.

Note

The Microsoft 365 Connector and Current User Connector extensions use the accounts you set up for users in the Microsoft 365 admin centre for your Microsoft 365 subscription. To send email using the extensions, users must have a valid licence for Exchange Online. Additionally, in sandbox environments, these extensions require that the Allow HttpClient Requests setting is enabled. To check whether it is enabled for these extensions, go to the Extension Management page, choose the extension, and then choose the Configure option.

External users, such as delegated admins and external accountants, cannot use these extensions to send email messages from Business Central.

Using SMTP

If you want to use SMTP protocol to send emails from Business Central, you can use the SMTP Connector extension. When you set up an account that uses SMTP, the Sender Type is an important field. If you choose Specific User, emails will be sent using the name and other information from the account you're setting up. However, if you choose Current User, emails will be sent from the email account specified for each user's account. Current User is similar to the Send As feature. For more information, see Use a Substitute Sender Address on Outbound Email Messages.

Important

If you'e using Business Central on-premises, you can use the OAuth 2.0 for authentication. You must create an application registration in the Azure portal, and then run the Set up Azure Active Directory assisted setup guide in Business Central to connect to Azure AD. For more information, see Create an App Registration for Business Central in Azure Portal.

Add Email Accounts

The Set Up Email assisted setup guide can help you get started quickly with emails.

Note

You must have a default email account, even if you add only one account. The default account will be used for all email scenarios that aren't assigned to an account. For more information, see Assign Email Scenarios to Email Accounts.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Set Up Email Accounts, and then choose the related link.
  2. Fill in the fields as necessary. Hover over a field to read a short description.

Assign Email Scenarios to Email Accounts

Email scenarios are processes that involve sending a document. For example, a sales or purchase order or a notification, such as an invitation to an external accountant. Specific email accounts can be used for specific scenarios. For example, you can specify that all users always send sales documents from one account, purchase documents from another, and warehouse or production documents from a third account. You can assign, reassign, and remove scenarios whenever you want. A scenario can only be assigned to one email account at a time. The default email account will be used for all scenarios that aren't assigned to an account.

Set Up View Policies

You can control the email messages that a user can see in the Email Outbox and Sent Emails pages.

On the User Email View Policies, choose a user, and then choose one of the following options in the Email View Policy field:

  • View own emails - The user can view only their own email messages.
  • View all emails - The user can view all email messages, including emails that were sent by other users.
  • View if access to all related records - This view policy is used if no other policy is specified. A user can view email messages that other users sent if the user has access to the record that was sent and all of the related records. For example, User A sent a posted sales invoice to a customer. User B can see the email message if they have access to both the invoice and the customer.
  • View if access to any related records - The user can view email messages that were sent by other people if the user has access to at least one record that is related to the record that was sent. For example, User A sent a posted sales invoice to a customer. User B can see the email message if they have access to either the invoice or the customer.

Note

If you leave the User ID field empty and then choose the Email View Policy action, the policy that you define applies to all users.

Set Up Reusable Email Texts and Layouts

You can use reports to include key information from sales and purchase documents in texts for emails. This procedure describes how to set up the Sales - Invoice report for posted sales invoices, but the process is similar for other reports.

Note

To use the layout to create content for email messages, you must use the Word file type for your layout.

  1. Choose the Lightbulb that opens the Tell Me feature. icon, enter Report Selections Sales, and then choose the related link.

  2. On the Report Selection - Sales page, in the Usage field, select Invoice.

  3. On a new line, in the Report ID field, select, for example, standard report 1306.

  4. Select the Use for Email Body check box.

  5. Choose the Email Body Layout Description field, and then select a layout from the list.

    Report layouts define the style and the content of the text in the email. For example, the content might include texts such as a greeting or instructions that precede the document information. If your organisation has many layouts, you can choose Select from full list to access all available report layouts.

  6. To view or edit the layout that the email text is based on, select the layout on the Custom Report Layouts page, and then choose the Update Layout action.

  7. If you want to let customers use a payment service, such as PayPal, you'll need to set up the service. Afterward, the PayPal information and link are inserted in the email text. For more information, see Enable Customer Payments Through PayPal.

  8. Choose the OK button.

Now, when you choose, for example, the Send action on the Posted Sales Invoice page, the email body will contain the document information of report 1306 preceded by styled standard text according to the report layout that you selected in step 5.

Use a Substitute Sender Address on Outbound Email Messages

If you're using the SMTP Connector extension, you can use the Send As or Send on Behalf capabilities from Microsoft Exchange to change the sender address on outbound messages. Business Central will use the SMTP account to authenticate to Exchange, but will either replace the sender address with the one you specify, or amend it with "on behalf of."

When you set up an account and you want to use the Send As or Send on Behalf capabilities from Exchange, in the Sender Type field, choose Specific User.

Alternatively, you can choose Current User to allow people to send messages through the SMTP Connector. The message will appear to be sent from the email account specified in the Contact Email field on the User Card for the user they're signed in as. However, it will function similar to the Send As feature and will be sent from the account specified in the setup of the SMTP Connector.

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

  • You might want the purchase or sales orders that you send to vendors and customers to appear to comefrom 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.

Set Up Document Sending Profiles

You can save time by setting up a preferred method of sending sales documents for each of your customers. You won't have to select a sending option, such as whether to send the document by email or as an electronic document, every time you send a document. For more information, see Set Up Document Sending Profiles.

Optional: Set Up Email Logging in Exchange Online

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

Setting Up Email for Business Central On-Premises

Business Central on-premises can integrate with services that are based on Microsoft Azure. For example, you can use Cortana Intelligence for smarter cash flow forecasts, Power BI to visualize your business, and Exchange Online for sending email. Integration with these services is based on an app registration in Azure Active Directory. The app registration provides authentication and authorisation services for communications. To use the email capabilities in Business Central on-premises, you must register Business Central as an app in the Azure portal, and then connect Business Central to the app registration. The following sections describe how.

Create an App Registration for Business Central in Azure portal

The steps to register Business Central in Azure portal are described in Register an application in Azure Active Directory. The settings that are specific to the email capabilities are the delegated permissions that you grant to your app registration. The following table lists the minimum permissions.

API / Permission Name Type Description
Microsoft Graph / User.Read Delegated Sign in and read user profile.
Microsoft Graph / Mail.ReadWrite Delegated Compose email messages.
Microsoft Graph / Mail.Send Delegated Send email messages.
Microsoft Graph / offline_access Delegated Maintain data access consent.

If you're using the SMTP Connector and want to use OAuth 2.0 for authentication, the permissions are slightly different. The following table lists the permissions.

API / Permission Name Type Description
Microsoft Graph / offline_access Delegated Maintain data access consent.
Microsoft Graph / openid Delegated Sign users in.
Microsoft Graph / User.Read Delegated Sign in and read user profile.
Microsoft Graph / SMTP.Send Delegated Send emails from mailboxes using SMTP AUTH.
Office 365 Exchange Online / User.Read Delegated Sign in and read user profile.

When you create your app registration, note the following information. You'll need it to connect Business Central to your app registration.

  • Application (client) ID
  • Redirect URI (optional)
  • Client secret

For general guidelines for registering an app, see Quickstart: Register an application with the Microsoft identity platform.

Note

If you have trouble using the SMTP protocol to send email after you connect Business Central to your app registration, it might be because SMTP AUTH is not enabled for your tenant. We recommend that you use the Microsoft 365 and Current User email connectors instead, because they use Microsoft Graph Mail APIs. However, if you must use SMTP protocol you can enable SMTP AUTH. For more information, see Enable or disable authenticated client SMTP submission (SMTP AUTH) in Exchange Online.

Connect Business Central to Your App Registration

After you register your application in Azure portal, in Business Central, use the Email Application AAD Registration assisted setup guide to connect Business Central to it.

  1. In Business Central, choose the Lightbulb that opens the Tell Me feature. icon, enter Email Application AAD Registration, and then choose the related link.
  2. Fill in the fields as necessary. Hover over a field to read a short description.

Tip

Alternatively, if you are connecting for the first time, you can run the Set up email assisted setup guide. The guide will require the information for connecting to your app registration.

See Also

Shared mailboxes in Exchange Online
Work with Business Central
Setting Up Business Central
Send Documents by Email
Customising Business Central Using Extensions
Use Business Central as Your Business Inbox in Outlook
Getting Business Central on My Mobile Device Getting Business Central on My Mobile Device Analysing Email Telemetry (administration content)