How to Create a New Email Server Profile in Microsoft Dynamics 365 for Server Side Synchronization

Wouldn’t it be nice to be able to manage email mailboxes and profiles, configure users and queues, and track errors, as well as synchronize appointments, contacts, and tasks right from Microsoft Dynamics 365? With server side synchronization, you can.

Your instance of Dynamics 365 comes with a default Exchange server set up, but if you have another email server, you can make use of server side synchronization by creating a new email server profile for one or more Exchange servers or POP3 servers for incoming email, and one or more SMTP or Exchange servers for outgoing email. If you want to learn how to use server side sync with an Exchange server, check out the Server Side Synchronization in Microsoft Dynamics 365 for Enterprise video on the Success PortalClick here to designate xRM as your Partner of Record to get a free Success Portal account and access to hundreds of instructional videos on Microsoft Dynamics 365).

First, let’s walk through creating a new email server profile. 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.

Within the General section, name your email server profile something that will help you remember, in case you set up multiple email server profiles. Next, 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 this example, I’ve chosen Credentials Specified by a User or Queue. This means that the email credentials have been entered within the user’s mailbox profile.

Choose the appropriate radio button for whether or not to use the same credential settings for incoming and outgoing connections.

In the Advanced section, check the incoming and outgoing server port information, and change if necessary.

You can choose to complete additional fields, if desired, otherwise simply 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.

That’s it for setting up a new email server profile in Microsoft Dynamics 365! Remember, you can have totally free access to hundreds of short how-to videos on Microsoft Dynamics 365, just by setting xRM as your Partner of Record. Our 101 page details additional training and customization packages as well; we have something for literally every budget to help you and your company get the most ROI on your instance of Dynamics 365 or CRM, and can even set you up with a free 30-day trial of Dynamics 365, Office 365, and/or Azure!

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