Microsoft Dynamics® CRM Training

Server Side Synchronization: Create a New Email Server Profile in Microsoft Dynamics 365

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Server side synchronization allows you to connect Microsoft Dynamics 365 to your email servers to manage mailboxes and profiles, configure users and queues, and track errors, as well as synchronize appointments, contacts, and tasks between the two programs. Microsoft Dynamics 365 comes with a default Exchange server set up, but if you have another email server, you may be able to create a new email server profile in Dynamics 365 in order to make use of server side synchronization. You can create new email server profiles for one or more Exchange servers or POP3 servers for incoming email, and one or more SMTP or Exchange servers for outgoing email. Let's go through how to create a new email server profile now. First, click the down arrow to the right of the current app name along the top of the screen, then choose the Settings tile. Click Email Configuration within the System section. Click the down arrow next to New. There are three options here: Exchange Server (Hybrid), Exchange Online, and POP3/SMTP Server. Let's walk through setting up a POP3/SMTP Server. Check out the Server Side Synchronization in Microsoft Dynamics 365 for Enterprise video on the Success Portal to learn how to set up Exchange servers. So, first, you'll want to name your email server profile. Name it something that will help you remember, in case you set up multiple email server profiles. Within the General section, enter text in the Description field, then complete the Incoming and Outgoing Server Location fields. If you don't know server information, check your account settings, or search online. For example, if your email address ends in outlook.com, you could search "outlook.com email server settings" to find the information to set up that email server profile. Next, within the Credentials section, choose how to authenticate. For today, I'll choose Credentials Specified by a User or Queue. Note that you must have a mailbox set up already in order to choose this option. I'll choose Yes to use the same credential settings for incoming and outgoing connections. In the Advanced section, enter incoming and outgoing server port information. It's already set to 995 for incoming, which is correct for this outlook.com email address, but I need to enter 587 for outgoing. Both should be set to SSL. You can choose to complete additional fields, if desired, but for now, I'll click Save. If there are any errors, you won't be able to save. Now, you'll see the new email server profile in the email server profiles list. Make sure to go back into the mailbox and select the new email server profile in the Server Profile field, then click Save, and Test & Enable. Thanks for watching this video by xRM.

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