Set incoming and outgoing email synchronization

 

Updated: November 28, 2016

Applies To: Dynamics 365 (online), Dynamics 365 (on-premises), Dynamics CRM 2016, Dynamics CRM Online

You have several options for synchronizing email messages with Microsoft Dynamics 365. Use the following information to deploy the best option for your company.

You can set the default synchronization method applied to all newly created user mailboxes:

  1. Go to Settings > Email Configuration

  2. Click the Email Configuration Settings > Email tab.

You can set the synchronization method for individual mailboxes:

  1. Go to Settings > Email Configuration

  2. Click Mailboxes > select a mailbox.

For information on picking a synchronization method, see Integrate (synchronize) your email system with Microsoft Dynamics 365.

The available incoming email configurations that you can use when a user or a queue receives Microsoft Dynamics 365 email messages are as follows:

  • None. Use this option for users or queues that do not use Microsoft Dynamics 365 to track received email messages.

  • Microsoft Dynamics 365 for Outlook. This option is available for users and requires that Microsoft Office Outlook be installed on the user's computer. This option does not require the Email Router component and is not available for queues.

  • Server-Side Synchronization or Email Router. When you select this option, the server-side synchronization or Email Router will process Microsoft Dynamics 365 email messages directly from the user's or queue's inbox, without using a forward or a sink mailbox. Although this option does not require a sink mailbox, it does make troubleshooting server-side synchronization or Email Router issues more complex for larger user bases (10 or more users) because each incoming email message is processed by the server-side synchronization or Email Router in every user's mailbox instead of in a single dedicated mailbox.

  • Forward Mailbox. To use this option, you must install the Email Router. This option requires a sink mailbox, which is a dedicated mailbox that collects email messages transferred from each Microsoft Dynamics 365 user's mailbox by a server-side rule. Although this option does not require users to run Outlook, it does require that the rule be deployed for each user. You use the Rule Deployment Wizard to deploy rules to each Microsoft Dynamics 365 user mailbox.

The available outgoing email configurations that you can use when users or queues send Microsoft Dynamics 365 email messages are as follows:

  • None. Use this option for users or queues that do not use Microsoft Dynamics 365 to send email messages.

  • Microsoft Dynamics 365 for Outlook. This option is available for users and requires that Microsoft Office Outlook be installed on the user's computer. This option does not require the Email Router component and is not available for queues.

  • Server-Side Synchronization or Email Router. This option delivers Microsoft Dynamics 365 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.

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