Email is one of the primary ways businesses communicate with customers, vendors, and internal teams. Business Central allows users to send emails and business documents directly from the application, eliminating the need to switch between systems and streamlining business processes. Before configuring email in Business Central:
- Users must have the Email Setup permission set or SUPER permissions.
- Users sending emails must have a fully licensed Business Central account.
- Team member license users cannot use tenant email account functionality.
- Access to the Microsoft 365 Admin Center may be required when configuring shared mailboxes.
Email account types
Business Central provides three methods for sending email.
Microsoft 365 shared mailbox
This option allows all users to send emails from a shared mailbox hosted in Exchange Online. Common use cases include:
- sales@company.com
- support@company.com
- invoices@company.com
Benefits include:
- Consistent sender address
- Shared communication history
- Department-based email management
To use this option, the shared mailbox must be configured in Microsoft 365 and users must be granted Send As permissions through Exchange Admin Center or Microsoft 365 Admin Center.
Current user
With this method, Business Central sends email from the account of the currently signed-in user. Benefits include:
- Personalized communication
- No additional mailbox setup required
- Automatic use of the user's Microsoft Exchange account
Business Central automatically determines the sender based on the authenticated user session.
SMTP connector
The SMTP option allows Business Central to send email through an SMTP server. When configuring SMTP:
- Enter an account name.
- Select either Specific User or Current User as the sender type.
- Provide the sender email address.
- Apply Microsoft 365 server settings when applicable.
Business Central can automatically populate several SMTP settings through the Apply O365 Server Settings option.
Authentication best practices
When using SMTP with Microsoft 365:
- Use OAuth 2.0 authentication.
- Avoid Basic Authentication.
While Basic Authentication may still function in some environments, Microsoft is deprecating it. OAuth 2.0 provides a more secure and future-ready authentication method. The Secure Connection option should remain enabled to maintain secure communications.
Enable HTTP Client Requests
For email connectors to function properly, the extension setting Allow HTTP Client Requests must be enabled. To verify the setting:
- Open Extension Management.
- Select the email connector extension.
- Open Configure.
- Ensure Allow HTTP Client Requests is enabled.
If this setting is not enabled, Business Central may prompt users to activate it the first time an email is sent.
Understanding email scenarios
Email scenarios determine which email account is used when Business Central sends specific document types. Examples include:
- Sales Orders
- Sales Quotes
- Sales Invoices
- Service Invoices
- Vendor Remittances
- Purchase Documents
Organizations can assign different email accounts to different scenarios. For example:
- Sales order confirmations may be sent from the salesperson's account.
- Sales invoices may be sent from a shared invoicing mailbox.
- All other emails may use the default account.
Email scenarios can be changed, reassigned, or removed at any time as business requirements evolve. Each scenario can only use one email account at a time.
Managing default email accounts
Business Central allows organizations to configure a default email account. The default account is used for any email scenario that has not been specifically assigned to another email account. This provides flexibility and reduces maintenance when only a few document types require specialized email routing.
Monitoring email activity
Business Central provides tools to monitor email activity and troubleshoot issues. Users can access:
These pages allow administrators and users to:
- Verify emails were sent successfully.
- Review email statuses and errors.
- View historical email activity.
- Confirm email connectors are functioning correctly.
Email view policies
Email view policies control which email records users can access. Available options include:
- View Own Emails
- View All Emails
- View if Access to All Related Records
- View if Access to Any Related Record
Organizations can apply these policies to all users or configure them individually for specific users. The appropriate policy depends on security requirements and business processes.
Email rate limits
Business Central supports configurable email rate limits. Rate limits can be used to:
- Comply with ISP restrictions.
- Prevent excessive email generation.
- Control outbound email volume.
Administrators can define limits per minute at the email account level.
Multiple company consideration
Email setup is configured separately for each Business Central company. If multiple companies exist within the environment, email accounts and settings must be configured individually for each company that needs email functionality.
Key takeaway
Business Central's email capabilities allow organizations to send documents directly from the system while maintaining flexibility over sender accounts, document routing, security, and visibility. Proper configuration of email accounts, scenarios, authentication methods, and user policies helps create a more efficient and integrated communication process throughout the organization.
