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Set incoming and outgoing email synchronization

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You have several options for synchronizing email messages with Microsoft Dataverse or customer engagement apps (such as Dynamics 365 Sales, Dynamics 365 Customer Service, Dynamics 365 Marketing, Dynamics 365 Field Service, and Dynamics 365 Project Service Automation). Use the information in this topic to deploy the best option for your company.

Set the synchronization method

To set the default synchronization method for all newly created user mailboxes

  1. In the Power Platform admin center, select an environment.

  2. On the command bar, select Settings > Email > Email settings.

    Note

    In the legacy web app, in the upper-right corner, select Settings Gear icon., and then select Advanced settings. Then go to Settings > Email Configuration > Email Configuration Settings..

To set the synchronization method for individual mailboxes

  1. In the Power Platform admin center, select an environment.

    Note

    In the legacy web app, in the upper-right corner, select Settings Gear icon., and then select Advanced settings.

  2. Select Settings > Mailboxes, and then select a mailbox.

For information about picking a synchronization method, go to Integrate your email system.

Incoming email messaging options

The available incoming email configurations that you can use when a user or a queue receives email messages are as follows:

  • None. Use this option for users or queues who don't use customer engagement apps to track received email messages.

  • Dynamics 365 for Outlook. This option is deprecated for Microsoft Power Platform and Microsoft Dataverse. This option is only available for on-premises deployments. More information: Dynamics 365 for Outlook is deprecated

  • Server-Side Synchronization or Email Router. When you select this option, the server-side synchronization or email router will process email messages directly from the user's or queue's inbox, without using a forward or a sink mailbox.

  • Forward Mailbox. This option requires a "sink" mailbox, which is a dedicated mailbox that collects email messages transferred from each user's mailbox by a server-side rule. This option doesn't require users to run Outlook, however it does require that the rule be deployed for each user. Use the Rule Deployment Wizard to deploy rules to each user mailbox. This option was provided for initial migration to server-side synchronization from previous versions of Dynamics 365. We don't recommend it as a long-term solution due to performance reasons. More information: Forward mailbox vs. individual mailboxes

Outgoing email messaging options

The available outgoing email configurations that you can use when users or queues send email messages are as follows:

  • None. Use this option for users or queues who don't use customer engagement apps to send email messages.

  • Dynamics 365 for Outlook. This option is deprecated for Microsoft Power Platform and Dataverse. This option is only available for on-premises deployments. More information: Dynamics 365 for Outlook is deprecated

  • Server-Side Synchronization or Email Router. This option delivers email messages by using the server-side synchronization or email router component. The email system must be SMTP-compliant. The server-side synchronization or email router can be installed on the SMTP server or on a different computer that has a connection to the SMTP server.

Find the right combination of settings

Email auto-tracking behavior for a given user or queue is a combination of personal options and system settings. In addition to the synchronization methods described in this topic, server-side synchronization honors a user's personal email options and environment-level system settings.

For help finding the right combination of settings for your organization, go to Community forum: How to choose System Settings and Personal Options for automatic Email tracking.

See also

Forward mailbox vs. individual mailboxes