Microsoft Dynamics® CRM Training
Gmail and the CRMOL Trial
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Gmail and the CRMOL Trial
Thank you for viewing “Gmail and the CRMOL Trial.” Below, you will find a short practicum designed to help you reinforce this lesson as well as a summary of the material covered in this video.
Practice makes perfect! Complete the short assignment below to reinforce the material that you learned in this lesson. For guidance please refer to the instructions in this email and the “Gmail and the CRMOL Trial” video.
Connect your Gmail or other POP3/SMTP email server to your Microsoft Dynamics CRM Online trial organization. Make sure to create a Mailbox Record for each user in CRM.
The purpose of this lesson is to explain how to configure your Microsoft Dynamics CRM Online account to utilize a Gmail or other POP3/SMTP type mail server. Many people who are looking to experience a Microsoft Dynamics CRM Online trial user the popular email service Gmail. Fortunately, CRM Online can be configured to use Gmail as its mail server through the built-in Email Configuration feature, which supports an array of mail server types, such as Office 365 Exchange, Gmail, and most POP/SMTP servers.
To start the configuration, we go to Settings and then find Email Configuration in the Settings area.
On this screen we can see we can choose Email Server Profiles, Mailboxes, Email Configuration Settings, or Migrate Email Router Data.
Creating an Email Server Profile
Gmail is one of the supported mailing services that requires an email server profile. Once that server profile is configured, the mailbox of the user can then be configured to use that server profile.
First, we will select the Email Server Profile, and here we can see that Microsoft Exchange Online is the default profile. However, we can create a new Email Server Profile for Gmail. Please note that we can use the same process for most servers that support POP and SMTP.
First we would name our new Server Profile. For simplicity sake we will choose the title of Gmail.
Setting the Server Type
We can then choose the Server Type. In this case Other (POP3/SMTP)
Now, what I am about to show is for Gmail or any supported POP and SMTP server. Some service, including strangely Outlook.com, are NOT supported, because they do not support POP and SMTP.
Enter the Server Location
We can enter the Incoming Server Location to pop.gmail.com, we can also enter the Outgoing Server Location as smtp.gmail.com. Please note that at the time this video was created, those were the correct host names for Gmail servers. If you have issues with these hostnames, please refer to Google’s website for the most current information.
Choose an option for Authenticate Using
Next, we can choose the Credentials for Authenticate Using, we will choose Credentials Specified by a User or Queue
We use the same settings for outgoing mail.
Setting the Outgoing Port
Under the Outgoing Port (on the Advanced tab) the default port number is set for port 465 but we need to change it to port 587. We can then save and close this and then navigate back to Email Configuration, and then select Mailboxes.
Creating Mailbox Records for Users
Whenever we create a new user in CRM, the system will create a mailbox record for that user.
So, here we can open up the user record, and this is the heart and soul of setting up Gmail to work with CRM.
We will enter in our display name and our Gmail Address
Next we want to select “no” for the Email Forwarding option.
Below we will choose “yes” for Allowing to Use Credentials for Email Processing.
Underneath this, we then enter in our username for Gmail along with our Gmail password. The username for Gmail is the email address.
We enter Server-Side Synchronization or Email Router for both Incoming and Outgoing Email.
We can then select the server profile we had created earlier.
Now we will choose to test and enable the mailbox from the top of the page.
From this screen we can also Approve the Email. This can also be done from the User Entity but wherever it is done from it is required for email to work properly.
We then can navigate to The Email Configurations Settings. We can make sure all this information reflects the earlier steps. For appointments and contacts we can choose none, since this option only works with an Office 365 Exchange profile.
This video has covered the process to set up incoming and outgoing email using Gmail during your free Dynamics CRM trial, and is part of “Making the most of your CRM 2013 Trial” course. Since Inbound and Outbound email is an important part of your trial experience, we hope you will find this useful. Thank you for watching.