How to Set Up Email in Dynamics 365 Business Central

This post explains how to set up email in Dynamics 365 Business Central (D365 BC) with a generic alias email. This setup will allow users to email documents from email accounts within D365 BC. Using a generic email address as an alias to users will allow emails sent from Dynamics 365 to appear to be from an individual user.

Set Up Email in Dynamics 365 Business Central

Dynamics 365 Business Central allows you to use the built-in mail function to send documents such as sales orders and purchase invoices to vendors and customers. This saves the user time from downloading the documents, creating an email and then attaching them.

Using a Generic Alias Email

For each user to be able to use simple mail transfer protocol (SMTP), a generic email account from Office 365 will be used as an alias account for each user to be able to send documents.

In D365 BC, search for “smtp mail setup” and fill in the information (this will only need to be done once):

SMTP Mail Setup in D365 Business Central

Alternatively, navigate to Actions and click ‘Apply Office 365 Server Settings’ to populate the fields.

The login credentials for the User ID and password should be for the generic email account. It is important to note that every user who accesses the page will see the same setup; thus, it only needs to be setup once, not by every user.

In Actions, the user can click ‘Test Email Setup’ to see if the generic email account receives an email.

SMTP Mail - Test Email Setup

Users should note that emails sent within the system will not be seen within one’s own Outlook email. Therefore, the user would not have a history of the email being sent. The user could mitigate by cc’ing themselves, at the time of the email being sent:

D365 Business Central - cc

Emails Sent Showing from the Individual User’s Account

The below steps involve additional developer customization to get the emails to be sent showing from the individual user’s account.

After the initial set up is successful, navigate to the Office 365 center. In the the user list, for each user set the generic email up as an alias in Office 365 so that each user can send emails (beside their regular email user). This will allow users who have the alias to send emails from their own email address within Dynamics 365 Business Central:

Office 365 in D365 Business Central

Now choose Active Users to start adding the generic email account to each user that wishes to send emails within D365 BC:

D365 Business Central - Active user - Mail settings

We can see in the screenshot below that there are no email aliases for users at the moment, but we will be adding them.

Navigate to Mailbox permissions and click ‘Edit’:

Adding Alias Generic Email - D365 Business Central

In the Mailbox permissions window, in the ‘Send as’ row click ‘Edit’:

Edit mailbox permissions - D365 Business Central

Click ‘Add permissions’ and then search for the generic email to add:

Add send as permissions - D365 Business Central

Choose the generic email previously created:

Generic email created - D365 Business Central

To send a confirmation within a document, like in a sales order below for example, the user can simply go to ‘Process’ then click ‘Email Confirmation’ to review the details before finalizing and sending:

D365 Business Central - Sales Order Email Confirmation D365 Business Central - Sales Order Email

If you have any questions about setting up email in Dynamics 365 Business Central, please contact us! Learn more about our fixed price Business Central rapid cloud implementations: Express Start for Core Financials and Agile Start for Core Financials and Distribution.

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