Mailbox Management

Having covered enabling basic integration functionality with email services in the previous activities, this step will start to explore advanced details of the integration between Dynamics 365 and our email services.

Mailboxes in Common Data Service for Apps are used to connect user and queue records with their respective mailboxes on the email server for the purpose of tracking activities such as emails or appointments.

They do not store any information about the tracked activities themselves. Mailboxes are automatically created when new users or queues are added to the system. Each user and queue record is associated with one mailbox only.

These mailbox records contain configuration information that is specific to an individual mailbox on the email server, like email address, mailbox credentials, and email synchronisation method.

To process email messages using server-side synchronization for users and queues, their respective mailbox records should be associated with an email server profile record in CDS for Apps.

Information about mailboxes and relevant settings can be accessed in the email section of the environment settings in PowerApps Admin center (https://admin.powerplatform.microsoft.com)

You can configure default settings for newly created mailboxes by selecting Email settings and configuring Synchronisation methods.

Configure Mailboxes

For existing users added to the system prior to the above settings, you must set the server profile and the delivery method for email, appointments, contacts, and tasks. Individual mailbox records can be accessed by selecting the mailboxes link in settings.

You can change the settings for multiple mailboxes by selecting the target mailboxes and either using Apply Default Email Settings command or by using edit command and changing individual settings.

Approve Email

The security and permissions section of email settings defines whether server-side synchronisation will process email for the users or queues whose email addresses haven’t been approved by the system administrator.

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When Microsoft Exchange Online is used as a server profile, email addresses of new users are automatically approved. However, under certain circumstances, you may still need to approve the email address of each user mailbox or queue before the mailbox can process email.

For example, approval is required if the user’s email address changes and unapproved mailboxes are not allowed in the system.

Note: You must be an Office 365 Global administrator or a Dynamics 365 Service administrator to approve emails.

Test Configuration of Mailboxes

• For the individual mailbox by opening the mailbox record and selecting Test & Enable Mailbox.
• For multiple mailboxes by select the mailboxes you want to test, and then selecting Test & Enable Mailboxes.
• For all mailboxes associated with an email server profile by opening the profile and selecting Test & Enable Mailboxes.

Forward Mailbox

Note: You can use an Office 365 shared mailbox and not consume an Office 365 license for a forwarding email account.

Unlike user or queue mailboxes, a forward mailbox must be created manually by using New Forward Mailbox command in the mailboxes view. Once created, forward mailbox then can be approved and tested as a regular user or queue mailbox.

Remember to engage with peers before moving onto the next step where you will learn about configuring mail processing options.