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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How to Set Up Global Search in Microsoft Dynamics 365

Global Search is a feature of Microsoft Dynamics 365 that should not be overlooked. It allows you to query multiple entities simultaneously with the magnifying glass icon in the upper right corner of the screen.

While out-of-the-box, Global Search is set up with default settings, customizing the entities and fields it searches to meet your business needs is simple. Let’s detail both parts: selecting entities and selecting fields.

Selecting the Entities for Global Search

Within Dynamics 365, click the down arrow to the right of the current app name, choose the Settings tile, then click Administration within the System column.

On the Administration page, click System Settings. In the window that appears, within the General tab, scroll down to the Set up Search section. Click Select to select the entities for categorized search.

The Selected Entities column shows the entities that Global Search currently pulls results from. As you can see, currently it’s only querying 8 different entities. This is how it will be set up out-of-the-box, but you can actually include up to 10 entities. Be careful, as you can select more than 10 entities in this window, but when you save, you’ll receive an error if there are more than 10 selected. You can do a couple different things in this window.

Here’s a quick rundown:

  • Select an entity by clicking it in the Available Entities section, then clicking Add.
  • Remove a selected entity by clicking it in the Selected Entities section, then clicking Remove.
  • Change the order results are displayed in by clicking a selected entity, then clicking Move Up or Move Down.

Click OK when all desired entities are selected.

Click OK again to close the System Settings window.

Selecting the Fields for Global Search

 

After setting up the entities to search, you need to update the Quick Find view for the entities you included in Global Search so that the desired fields are being searched within each of the entities.

Click the down arrow to the right of the current app name again, choose the Settings tile, then click Customizations within the Customization column.

Click Customize the System. In the window that appears, click to expand the Entities section, then click the name of one of the entities you selected for Global Search to expand. Within the desired entity, click Views. In the list that appears, find the Quick Find view, click the check mark to the left of the view name, then choose Edit from the More Actions dropdown menu.

In the window that appears, you’ll see a table that shows the columns of information that will display in the Quick Find view for that entity. To the right of the table, you’ll see Add View Columns and Add Find Columns.

Click Add Find columns and check the boxes to select the fields to search on for Global Search. For example, if I add Address 1: City, and Address 1: State, then I can type a city or state into Global Search and return a list of the accounts located there. Click OK when finished.

You’ll notice that the columns shown in the table will not change. This is you’re simply adding fields to search on, not fields to show in the view. If you want to change the Quick Find view, use Add View Columns, then use the arrows to rearrange them.

When you’re finished, click Save & Close.

globalsearch8

Now, in order to activate these changes, you must click Publish All Customizations.

That’s it! You’ve selected custom entities and fields to use for Global Search.

For more videos, blog posts, and information on Microsoft Dynamics 365, visit xrm.com!

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