Onboard your organization and users

Applies to Dynamics 365 (online), version 9.x
Applies to Dynamics 365 (online), version 8.x

New to Dynamics 365 (online)? We've put together step-by-step guidance whether you’re still evaluating Dynamics 365 (online), ready to make a purchase, or ready to onboard your organization and users.

Note

This topic is targeted at administrators for Dynamics 365 (online). Many of the features covered in this topic are also available for Dynamics 365 (on-premises). If a feature is available only for Dynamics 365 (online), it’s indicated in the topic. For more information about which features are online only, see Online-only features in Dynamics 365 Customer Engagement

Step One: Try out Dynamics 365 (online) in a free 30-day trial

If you haven’t already purchased Dynamics 365 (online), we recommend you start with a free 30-day trial. You can try out any of the Dynamics 365 apps, including Sales, Customer Service, Field Service, Project Service Automation, Operations, or Financials.

To get the most out of your free trial, watch this video: How to get the most out of your 30-day trial.

Step Two: Buy and manage a subscription

With Dynamics 365 (online), you can evolve your business on your terms. Start with just what you need to run your business. For example, you might want to start with the Dynamics 365 for Sales app or the Dynamics 365 for Customer Service app, and then add more apps as your needs change. More information: Dynamics 365

There are four ways to buy a subscription of Dynamics 365 (online):

  • Convert from a trial

  • Buy direct

  • Buy through volume licensing

  • Buy through a cloud solution provider

Convert from a trial

The simplest way to buy Dynamics 365 (online) is to click the Buy Now button from one of the sidebars in the free 30-day trial:

Trial Buy Now button on Learning Path sidebar

Note

If your trial has expired, you’ll receive an email that includes a Buy Today button.

When you convert from a trial, you keep any customizations you made during the trial period.

More information: Introduction to solutions

Buy direct

To buy direct, go to the Dynamics 365 pricing page. This page includes several different plans to fit your organization’s needs.

Buy through volume licensing

If your organization has 250 or more Dynamics 365 users, you may be interested in purchasing a Dynamics 365 enterprise licensing agreement.

Buy through a cloud solution provider

A cloud solution provider can work closely with you to understand the needs of your business or organization. Learn how to find a Dynamics 365 partner.

Choose your support

Microsoft provides flexible, industry-leading support, services, and resources that enable users to quickly address technical issues and maximize return on your Dynamics 365 investment. Choose a plan that best meets your business requirements. More information: Dynamics 365 support

Set up points of contacts for communications

Microsoft regularly maintains and updates Dynamics 365 (online) to ensure security, performance, and availability, and to provide new features and functionality. From time to time, Microsoft also responds to service incidents. For each of these activities, the Dynamics 365 admin for your organization receives email notifications. You have control over who should receive these email communications.

More information:

Manage subscriptions, licenses, and user accounts

As a Microsoft Online Services administrator, you manage the Dynamics 365 (online) subscription, including billing and payments, user licenses, accounts and registration. You do these tasks in the Office 365 admin center. More information: Manage subscriptions, licenses, and user accounts

Add a Partner of Record to share account details with your partner

Many customers choose to work with a designated Microsoft partner to set up, customize, deploy, and administer their Dynamics 365 instance(s). If you have a partner assisting you, this process can be facilitated by selecting a designated Partner of Record (POR) inside the Office 365 Portal. This enables the sharing of select details, such as contact and user information with your POR. Sharing this information will allow your partner to more quickly access information about your account, create support requests on your behalf, and work with Microsoft to assist with your accounts. More information: Manage subscriptions, licenses, and user accounts

Step Three: Plan your deployment and learn about FastTrack

Microsoft FastTrack for Dynamics 365 is our customer success service designed to help you move to Dynamics 365 smoothly and confidently, so you can realize business value faster. When you participate in the FastTrack program, you will receive guidance on best practices and how to plan for successful rollouts. You will also learn ways to enable new users and expand capabilities – all at your own pace. Additionally, you will have access to Microsoft engineering resources committed to make your experience with Dynamics 365 a success.

More information: Use the FastTrack customer success service to plan a successful Dynamics 365 rollout.

Plan your deployment

Many decisions you make at the beginning and throughout the deployment process can have downstream effects and impact other phases of the plan. Developing a plan to deploy Dynamics 365 is important in determining the actions to take from inception to go live. The amount of resources involved in planning depends on the size and scope of the project. Large organizations may need a deployment team, while a small organization may assign these functions to a key person.

Often times an organization will employ an independent software vendor (ISV), value-added reseller, or partner to help implement and maintain a Dynamics 365 deployment. Partners bring experience, best practices, and industry expertise that will be valuable in the planning and deployment process. Find a partner if you don’t have one.

More information:

Step Four: Onboard your organization

After you purchase a subscription to Dynamics 365 (online), it’s time to onboard your organization.

Sign in to Dynamics 365 (online) and manage your subscription

Add users and assign security roles

Dynamics 365 uses role-based security. The security role assigned to a user determines the tasks the user is permitted to perform and the data the user is permitted to view. Every user must be assigned at least one security role to access Dynamics 365.

More information:

Optional: Transfer customizations from your free 30-day trial

If you made customizations to your free trial, you can transfer those customizations to your production instance.

More information:

For more advanced scenarios, consider the following development tools: Solution tools for team development.

Manage storage

You can manage your organization’s data storage capacity in connection with your subscription to Dynamics 365 (online). The type of subscription you purchase determines the amount of storage initially allocated to your organization. If you run out of storage, you can add more.

More information:

Create a sandbox (non-production instance)

You can create a sandbox instance (non-production environment) for development, testing, training, and other non-production uses. Then when you’re ready to turn the sandbox instance into your production instance, you can switch it.

You get one free sandbox instance with your purchase of Dynamics 365 (online). You can also purchase additional sandbox instances.

More information:

Set organization-wide system settings

When you first set up Dynamics 365, you’ll want to set system-wide settings.

More information:

Import and export data

Dynamics 365 provides an import tool for importing simple data stored in files. If the import tool doesn't satisfy your data import requirements, you may want to contact a partner. Find a partner if you don’t have one.

More information:

Dynamics 365 (online) also provides advanced tools for exporting to Azure SQL Database. More information: Replicate data to Azure SQL Database using Data Export Service

Set up Dynamics 365 for phones and Dynamics 365 for tablets

The Dynamics 365 mobile apps make it easy to stay connected with your prospects and customers no matter where you are, or what mobile device you’re using. Having access to Dynamics 365 data in the field also improves user adoption and productivity.

More information: