Connect Dynamics 365 (online) to Exchange Online

Applies to Dynamics 365 (online), version 9.0

With both Dynamics 365 (online) and Microsoft Exchange Online hosted as online services, connecting the two is a simpler, more straightforward configuration.

Important

This feature requires that you have an Office 365 subscription or a subscription to an online service such as SharePoint Online or Exchange Online. For more information, see What is Office 365 and how does it relate to Dynamics 365 (online)?

Get Exchange ready

To use Exchange Online with Dynamics 365 (online), you must have an Exchange Online subscription that comes as part of an Office 365 subscription or that can be subscribed to separately. For information on Exchange Online, see:

Tip

To make sure you’ve got a good connection to Exchange Online, run the Microsoft Remote Connectivity Analyzer. For information on what tests to run, see Test mail flow with the Remote Connectivity Analyzer.

Verify you have the profile: Microsoft Exchange Online

If you have an Exchange Online subscription in the same tenant as your Dynamics 365 (online) subscription, Dynamics 365 (online) creates a default profile for the email connection: Microsoft Exchange Online. To verify this profile:

  1. Go to Settings > Email Configuration > Email Server Profiles.

  2. Click Active Email Server Profiles and check that the Microsoft Exchange Online profile is in the list.

    Verify the Microsoft Exchange Online profile

    If the Microsoft Exchange Online profile is missing, verify you have an Exchange Online subscription and that it exists in the same tenant as your Dynamics 365 (online) subscription.

  3. If there are multiple profiles, click the Microsoft Exchange Online profile and set it as default.

Configure default email processing and synchronization

Set server-side synchronization to be the default configuration method for newly created users.

  1. Go to Settings > Email Configuration > Email Configuration Settings.

  2. Set the processing and synchronization fields as follows:

    • Server Profile: Microsoft Exchange Online

    • Incoming Email: Server-Side Synchronization or Email Router

    • Outgoing Email: Server-Side Synchronization or Email Router

    • Appointments, Contacts, and Tasks: Server-Side Synchronization or Email Router

    System Settings for server-side synchronization

  3. Click OK.

All new users will have these settings applied to their mailbox.

Configure mailboxes

New users will have their mailboxes configured automatically with the settings you made in the prior section. For existing users added prior to the above settings, you must set the Server Profile and the delivery method for email, appointments, contacts, and tasks.

In addition to administrator permissions, you must have Read and Write privileges on the Mailbox entity to set the delivery method for the mailbox.

Choose one of the following methods:

Set mailboxes to the default profile

  1. Go to Settings > Email Configuration > Mailboxes.

  2. Choose Active Mailboxes.

  3. Select all the mailboxes that you want to associate with the Microsoft Exchange Online profile, click Apply Default Email Settings, verify the settings, and then click OK.

    Apply default email settings

    By default, the mailbox configuration is tested and the mailboxes are enabled when you click OK.

Edit mailboxes to set the profile and delivery methods

  1. Go to Settings > Email Configuration > Mailboxes.

  2. Click Active Mailboxes.

  3. Select the mailboxes that you want to configure, and then click Edit.

  4. In the Change Multiple Records form, under Synchronization Method, set Server Profile to Microsoft Exchange Online.

  5. Set Incoming and Outgoing Email to Server-Side Synchronization or Email Router.

  6. Set Appointments, Contacts, and Tasks to Server-Side Synchronization.

  7. Click Change.

Approve email

You need to approve each user mailbox or queue before that mailbox can process email.

Note

You must be an Office 365 Global administrator to approve mailboxes.

  1. Go to Settings > Email Configuration > Mailboxes.

  2. Click Active Mailboxes.

  3. Select the mailboxes that you want to approve, and then click More Commands () > Approve Email.

  4. Click OK.

Test configuration of mailboxes

  1. Go to Settings > Email Configuration > Mailboxes.

  2. Click Active Mailboxes.

  3. Select the mailboxes you want to test, and then click Test & Enable Mailboxes.

    This tests the incoming and outgoing email configuration of the selected mailboxes and enables them for email processing. If an error occurs in a mailbox, an alert is shown on the Alerts wall of the mailbox and the profile owner. Depending on the nature of the error, Dynamics 365 tries to process the email again after some time or disables the mailbox for email processing.

    To see alerts for an individual mailbox, open the mailbox and then under Common, click Alerts.

    The result of the email configuration test is displayed in the Incoming Email Status, Outgoing Email Status, and Appointments, Contacts, and Tasks Status fields of a mailbox record. An alert is also generated when the configuration is successfully completed for a mailbox. This alert is shown to the mailbox owner.

    You can find information on recurring issues and other troubleshooting information in Blog: Test and Enable Mailboxes in Microsoft Dynamics CRM 2015 and Troubleshooting and monitoring server-side synchronization.

    Make sure you’ve got a good connection to Exchange Online by running the Microsoft Remote Connectivity Analyzer. For information on what tests to run, see Test mail flow with the Remote Connectivity Analyzer.

Tip

If you’re unable to synchronize contacts, appointments, and tasks for a mailbox, you may want to select the Sync items with Exchange from this Dynamics 365 org only, even if Exchange was set to sync with a different org check box. Read more about this check box.

Test email configuration for all mailboxes associated with an email server profile

  1. Go to Settings > Email Configuration > Email Server Profiles.

  2. Select the Microsoft Exchange Online profile, and then click Test & Enable Mailboxes.

    When you test the email configuration, an asynchronous job runs in the background. It may take a few minutes for the test to be completed. Dynamics 365 tests the email configuration of all the mailboxes associated with the Microsoft Exchange Online profile. For the mailboxes configured with server-side synchronization for synchronizing appointments, tasks, and contacts, it also checks to make sure they’re configured properly.

Tip

If you’re unable to synchronize contacts, appointments, and tasks for a mailbox, you may want to select the Sync items with Exchange from this Dynamics 365 org only, even if Exchange was set to sync with a different org check box. Read more about this check box.

See also

Troubleshooting and monitoring server-side synchronization
Test mail flow with the Remote Connectivity Analyzer