Connect Dynamics 365 to POP3/SMTP servers

 

Updated: February 28, 2017

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

Follow these steps to connect Microsoft Dynamics 365 with POP3/IMAP and SMTP email servers such as used for Gmail and Yahoo! Mail.

System_CAPS_noteNote

For POP3/SMTP systems supported by Microsoft, check out the following topic : Supported email service configurations for server-side synchronization.

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

  2. Choose New > POP3-SMTP Profile.

  3. For an Exchange email server profile, specify the following details:

    Fields

    Description

    General

    Name

    Specify a meaningful name for the profile.

    Description

    Type a short description about the objective of the email server profile.

    Incoming Server Location and Outgoing Server Location

    Enter the Incoming Server Location and Outgoing Server Location

    For example, Incoming: pop3.live.com and Outgoing: smtp.live.com

    Credentials

    Authenticate Using

    Select a method to authenticate while connecting to the specified email server.

    • Credentials Specified by a User or Queue. If you select this option, the credentials specified in the mailbox record of a user or queue are used for sending or receiving email for the respective user or queue.

      System_CAPS_noteNote

      To ensure the credentials are secured in Microsoft Dynamics 365, SQL encryption is used to encrypt the credentials stored in the mailbox.

    • Credentials Specified in Email Server Profile. If you select this option, the credentials specified in the email server profile are used for sending or receiving email for the mailboxes of all users and queues associated with this profile. The credentials must have impersonation or delegation permissions on the mailboxes associated with profile. This option requires some configuration on the email server, for example, configuring impersonation rights on Exchange for the mailboxes associated with the profile.

      System_CAPS_noteNote

      To ensure the credentials are secured in Microsoft Dynamics 365, SQL encryption is used to encrypt the credentials stored in the email server profile if you’re processing email by using server-side synchronization.

    • Windows Integrated Authentication. This option applies only to Exchange and SMTP email server types. If you select this option, the credentials with which the Microsoft Dynamics 365 Asynchronous Service has been configured will be used.

    • Without Credentials (Anonymous). Not a valid setting.

    User Name

    Type the user name used to connect to the email server for sending or receiving email for the mailboxes of all users and queues associated with this profile. This field is enabled and valid only if Authenticate Using is set to Credentials Specified in Email Server Profile. The user name that you specify must have permission to send and receive email from the mailboxes of users and queues associated with this profile.

    System_CAPS_noteNote

    If you’re using HTTP for Microsoft Dynamics 365, the User Name and Password fields will be disabled. To enable the option, change the value of the deployment property AllowCredentialsEntryViaNonSecureChannels to 1.

    Password

    Specify the password of the user that will be used together with the user name to connect to the email server for sending or receiving email for the mailboxes of users and queues associated with this profile. The password is stored securely.

    System_CAPS_noteNote

    If you’re using HTTP for Microsoft Dynamics 365, the User Name and Password fields will be disabled. To enable the option, change the value of the deployment property AllowCredentialsEntryViaNonSecureChannels to 1.

    Use same settings for Outgoing

    If you want to use the same credential settings for the incoming and outgoing connections, choose Yes.

    Advanced

    Incoming Port

    This field shows the port on the email server for accessing the incoming email. This field is automatically populated when you save the record.

    Outgoing Port

    This field shows the port on the email server for accessing the outgoing email. This field is automatically populated when you save the record.

    Use SSL for Incoming Connection

    Choose Yes if the email channel is on a secure channel and TLS/SSL must be used for receiving email. In Dynamics 365 (on-premises), this field is set to Yes by default, but the configuration database setting “AllowNonSSLEmail” allows you to override this and set the value to False.

    Use SSL for Outgoing Connection

    Choose Yes if the email channel is on a secure channel and TLS/SSL must be used for sending email. In Dynamics 365 (on-premises), this field is set to Yes by default, but the configuration database setting “AllowNonSSLEmail” allows you to override this and set the value to False.

    Incoming Authentication Protocol and Outgoing Authentication Protocol

    Select a protocol that will be used for authentication for incoming and outgoing email.

    Additional Settings

    Process Email From

    Select a date and time. Email received after the date and time will be processed by server-side synchronization for all mailboxes associated with this profile. If you set a value less than the current date, the change will be applied to all newly associated mailboxes and their earlier processed emails will be pulled.

    Minimum Polling Intervals in Minutes

    Type the minimum polling interval, in minutes, for mailboxes that are associated with this email server profile. The polling interval determines how often server-side synchronization polls your mailboxes for new email messages.

    Maximum Concurrent Connections

    Type the maximum number of simultaneous connections that can be made by Dynamics 365 to the corresponding email server per mailbox. Increase the value to allow more parallel calls to Exchange to improve performance or reduce the value if there are errors on Exchange due to large number of calls from Microsoft Dynamics 365. The default value of this field is 10. The maximum number is considered per mailbox or per email server profile depending on whether the credentials are specified in a mailbox or email server profile.

  4. Choose Save.

Set server-side synchronization to be the default configuration method.

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

  2. Set the processing and synchronization fields as follows:

    • Server Profile: The profile you created in the above section.

    • Incoming Email: Server-Side Synchronization or Email Router

    • Outgoing Email: Server-Side Synchronization or Email Router

    • Appointments, Contacts, and Tasks: Microsoft Dynamics 365 for Outlook

      System_CAPS_noteNote

      Server-Side Synchronization or Email Router for Appointments, Contacts, and Tasks is not supported for the POP3-SMTP profile.

    If you leave the Email processing form unapproved user and queues at the default values (checked), you will need to approve emails and queues for user mailboxes as directed below in Approve Email.

    System Settings for server-side synchronization
  3. Click OK.

To set mailboxes to use the default profile, you must first 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.

Click one of the following methods:

  1. Go to Settings > Email Configuration > Mailboxes.

  2. Choose Active Mailboxes.

  3. Select all the mailboxes that you want to associate with the POP3-SMTP profile you created, 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.

  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 the POP3-SMTP profile you created earlier.

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

  6. Set Appointments, Contacts, and Tasks to None or Microsoft Dynamics 365 for Outlook.

    System_CAPS_noteNote

    If your users primarily use Dynamics 365 for Outlook on their desktop computers, choose Microsoft Dynamics 365 for Outlook.

  7. Click Change.

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

  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.

  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, Microsoft Dynamics 365 tries to process the email again after some time or disables the mailbox for email processing.

    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 Test and Enable Mailboxes in Microsoft Dynamics CRM 2015 and Troubleshooting and monitoring server-side synchronization.

System_CAPS_tipTip

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.

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

  2. Select the profile you created, 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. Microsoft Dynamics 365 tests the email configuration of all the mailboxes associated with the POP3-SMTP 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.

System_CAPS_tipTip

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.

The following ports are open for outbound connections between Dynamics 365 (online) Government and internet services.

  • 80 HTTP

  • 443 HTTPS

  • 465 Secure SMTP

  • 995 Secure POP3

Customizations or email configurations in Dynamics 365 (online) Government can only use these ports.

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