AX – D365FO – Configure email (SMTP/Exchange) and email template

The behavior of the email subsystem is influenced by a combination of administrator configuration, user configuration, and user choices.

As an administrator, on the Email parameters page, note the following settings on the Email providers tab.

Screenshot of the Email Providers tab on the Email providers page.

The Batch email provider specifies which email provider will be used to send emails that are sent by processes in a batch or non-interactive manner. The Exchange provider will use the account associated with the batch process.

To specify the maximum size of a single email that can be sent via the email subsystem, set a value for the Attachment size limit field.

On the Email parameters page, note the following settings on the SMTP settings tab.

  • In the Outgoing mail server, you need to specify the host name of the desired SMTP server. For Microsoft 365 production (including *.onmicrosoft.com accounts) use smtp.office365.com. You can find this setting at outlook.office.com at Settings > Mail > POP and IMAP. However, for Outlook/Hotmail, use smtp-mail.outlook.com
  • In the SMTP port number field, the port number should be set to 587 for secure transport.
  • Specify, as needed, to send the email via the appropriate mail account by specifying credentials in the User name and Password fields. As the Microsoft 365 admin, you might have company requirements to allow some users access to another user’s mailbox.
    • For example, you might want to enable an assistant to send or read email from their manager’s mailbox, or give one of your users the ability to send email on behalf of another user. All users need to provide the SMTP account Send As and Send On Behalf Of permissions to enable the ability to send Simple Mail Transfer Protocol (SMTP) mail. You can configure Send As permissions in the Microsoft 365 Admin help center (portal.office.com/Admin) at Users > Active users > User > Edit mailbox permissions > Send email from this mailbox.
  • The Specify if SSL is required field determines whether secure transport is used. Typically, this is Yes, except for internal or troubleshooting scenarios.

Email that is sent directly from the server, without user interaction, via SMTP is sent by the Email distributor batch process. That batch process must be started to process the email queue. To start the process, open the Email distributor batch pane System administration > Periodic tasks > Email processing > Batch and turn on Batch processing.

The default email address for each user is pulled from the Email field on the Users page System administration > Users > Users. An email address should be specified for each user for sign in, so this field should be populated. Users can override this default if needed.

The Options page can be opened by going to Settings > User options. The Email provider selection section is on the Account tab.

The Email provider ID field allows the user to select the email provider that should be used when sending an email. Selecting an option here is the equivalent of selecting Do not ask again in the How would you like to send email dialog box. Selecting the blank option Prompt for which email provider to use will cause the How would you like to send email dialog box to display when an email is going to be sent.

You can configure Send As and Send On Behalf Of permissions in the Microsoft 365 Admin help center (portal.office.com/Admin) at Users > Active users > User > Edit mailbox permissions > Send email from this mailbox.

To allow the user to provide an email address override for the From field of the email, specify an alias in the Email field. By default, the email alias that is associated with the user account is used as the From field in new emails, but this user option email address will override that.

When sending email via SMTP, the user needs to have appropriate Send As and Send On Behalf Of permissions configured in Exchange or on the SMTP server.

To test your configuration, use the Test email tab and specify an email provider and the recipient alias, and then select the Send test email button.

Screenshot of the Test email tab highlighting the Send test email button.

Usage scenarios to verify if email is configured correctly

Users can see the How would you like to send email dialog box that will list the available options for sending email. Then, the Send email dialog box is opened to allow the user to edit the contents of the email that will be sent.

Send mail via a local mail client

Email workflows that are enabled via the SysEmail framework can generate email messages (.eml files) that contain attachments. You can then send these messages via Microsoft Outlook or another email client.

  1. In an internet browser, go to Accounts receivable > Customers > All customers.
  2. Select US-008 Sparrow Retail.
  3. Select Collect > Customer balances > Collections to open the Collections page.
  4. Select Communicate > Email > Statement to contact.
  5. Select OK to accept the default values in the dialog box.
  6. If you’re prompted for the mail option to use, clear the Do not ask again check box.
  7. You can change this option from the User options page by selecting the Use an email app, such as Outlook, and then selecting OK.
  8. If you’re using an internet browser on your computer, open the email (.eml) file that is generated. If you’re using an internet browser on the VM, copy the file to your computer and open it there.
  9. Note the email address in the To field and the generated workbook attachment.

Send mail via SMTP

Email workflows that are enabled via the SysEmail framework can also be created in a simple email dialog box and then sent via Simple Mail Transfer Protocol (SMTP).

  1. In Finance and Operations apps, go to the Email parameters page.
  2. Select SMTP settings.
  3. Set the Outgoing mail server to the desired SMTP server, such as smtp.office365.com or smtp-mail.outlook.com.
  4. Set the user name and password to an appropriate email account and password.
  5. Leave Specify if SSL is Required turned on and leave SMTP port number set to 587.
  6. Select Save.
  7. In an internet browser, go to Accounts receivable > Customers > All customers.
  8. Select US-008 Sparrow Retail.
  9. Go to Collect > Customer balances > Collections to open the Collections page.
  10. Go to Communicate > Email > Statement to contact.
  11. Click OK to accept the default values in the dialog box.
  12. If you’re prompted for the mail option to use, select Use the Microsoft Finance and Operations apps email client, and then select OK.
  13. To receive the test message, change the To address to your email address.
  14. Ensure that the account specified in the SMTP settings can Send As and Send On Behalf Of your email account. The easiest way to ensure this is to use your email account in the SMTP settings.
  15. Enter a subject and body for the message.
  16. Select Send. The message should be delivered in one to five minutes.

Create an email template

By using email templates, you can save time and use standardized texts when sending email.

You can transfer information from your organization’s database to the bookmarks in a new document, and then use it in templates that help you communicate efficiently with applicants and candidates.

To do this, create a template that contains standard text and some bookmarks (or placeholders) where the system data should be inserted. For example, you can insert address and contact information for an applicant into a Microsoft Word document that you can use when communicating with that applicant.

To set up an email template, go to System administration > Setup > Email > System email templates. You can create email message contents in multiple languages. The body could be a simple text or can have HTML tags in the email.

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