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Create email server profiles and add mailboxes using server-side synchronization

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Applies To: Dynamics CRM 2015

Email server profiles in Microsoft Dynamics CRM store settings that are used by server-side synchronization to connect to an email server and process email for the associated mailboxes. You must configure at least one email server profile to process email for your CRM organization. Depending on the complexity of your organization’s email system, you may have to create multiple email server profiles.

In This Topic

Create an email server profile

Add mailboxes to an email server profile

Create an email server profile

Note

In some cases, such as when your CRM Online is integrated with Exchange Online through Office 365, a profile is created for you.

  1. Go to Settings > System.

  2. Choose Email Configuration > Email Server Profiles.

  3. Choose New > Exchange Profile or POP3-SMTP Profile.

  4. For an Exchange email server profile, specify the following details:

    Fields

    Description

    General

    Name

    Specify a meaningful name for the profile.

    Description

    Type a short description about the objective of the email server profile.

    Auto Discover Server Location

    Choose Yes if you want to use the automatically discover service to determine the server location. This applies only if you’re creating a profile for an Exchange Server. If you set this to No, you must specify the email server location manually.

    Note

    If the server location doesn’t change for mailboxes, we recommend that you don’t use auto discover because it may affect performance.

    Incoming Server Location and Outgoing Server Location

    If you select No in Auto Discover Server Location, enter the following URL for Incoming Server Location and Outgoing Server Location:

    https://outlook.office365.com/EWS/Exchange.asmx

    Credentials

    Authenticate Using

    Select a method to authenticate while connecting to the specified email server. What’s available depends on whether you are using an online or on-premises version of CRM.

    • Credentials Specified by a User or Queue. If you select this option, the credentials specified in the mailbox record of a user or queue are used for sending or receiving email for the respective user or queue.

      Note

      To ensure the credentials are secured in Microsoft Dynamics CRM, SQL encryption is used to encrypt the credentials stored in the mailbox.

    • Credentials Specified in Email Server Profile. If you select this option, the credentials specified in the email server profile are used for sending or receiving email for the mailboxes of all users and queues associated with this profile. The credentials must have impersonation or delegation permissions on the mailboxes associated with profile. This option requires some configuration on the email server, for example, configuring impersonation rights on Exchange for the mailboxes associated with the profile.

      Note

      To ensure the credentials are secured in Microsoft Dynamics CRM, SQL encryption is used to encrypt the credentials stored in the email server profile if you’re processing email by using server-side synchronization.

    • Server to Server Authentication. This option is selected for the default email server profile that's created during the integration of Exchange Online with Microsoft Dynamics CRM Online. Server to Server Authentication is the required authentication method when using Exchange Online with Microsoft Dynamics CRM Online. This option isn’t available for Microsoft Dynamics CRM (on-premises).

    • Windows Integrated Authentication. This option applies only to Exchange and SMTP email server types. If you select this option, the credentials with which the Microsoft Dynamics CRM Asynchronous Service has been configured will be used.

    The other options in the list aren’t applicable for Exchange.

    User Name

    Type the user name used to connect to the email server for sending or receiving email for the mailboxes of all users and queues associated with this profile. This field is enabled and valid only if Authenticate Using is set to Credentials Specified in Email Server Profile. The user name that you specify must have permission to send and receive email from the mailboxes of users and queues associated with this profile.

    Note

    If you’re using HTTP for Microsoft Dynamics CRM, the User Name and Password fields will be disabled. To enable the option, change the value of the deployment property AllowCredentialsEntryViaNonSecureChannels to 1.

    Password

    Specify the password of the user that will be used together with the user name to connect to the email server for sending or receiving email for the mailboxes of users and queues associated with this profile. The password is stored securely.

    Note

    If you’re using HTTP for Microsoft Dynamics CRM, the User Name and Password fields will be disabled. To enable the option, change the value of the deployment property AllowCredentialsEntryViaNonSecureChannels to 1.

    Use Impersonation

    Choose Yes if you have configured Exchange impersonation rights to send or receive email on behalf of the other mailboxes. Click No if you have configured Exchange delegation rights to send or receive email on behalf of other mailboxes.

    Use same settings for Outgoing

    If you want to use the same credential settings for the incoming and outgoing connections, choose Yes.

    Advanced

    Incoming Port

    This field shows the port on the email server for accessing the incoming email. This field is automatically populated when you save the record.

    Outgoing Port

    This field shows the port on the email server for accessing the outgoing email. This field is automatically populated when you save the record.

    Use SSL for Outgoing Connection

    Choose Yes if the email channel is on a secure channel and SSL must be used for sending email. In Microsoft Dynamics CRM (on-premises), this field is set to Yes by default, but the configuration database setting “AllowNonSSLEmail” allows you to override this and set the value to False.

    Use SSL for Incoming Connection

    Choose Yes if the email channel is on a secure channel and SSL must be used for receiving email. In Microsoft Dynamics CRM (on-premises), this field is set to Yes by default, but the configuration database setting “AllowNonSSLEmail” allows you to override this and set the value to False.

    Incoming Authentication Protocol and Outgoing Authentication Protocol

    Select a protocol that will be used for authentication for incoming and outgoing email.

    Move Failed Emails to Undeliverable Folder

    To move the undelivered email to the Undeliverable folder, choose Yes. If there’s an error in tracking email messages in CRM as email activities, and if this option is set to Yes, the email message will be moved to the Undeliverable folder. This option is available only for an Exchange email server profile.

    Additional Settings

    Process Email From

    Select a date and time. Email received after the date and time will be processed by server-side synchronization for all mailboxes associated with this profile. If you set a value less than the current date, the change will be applied to all newly associated mailboxes and their earlier processed emails will be pulled.

    Maximum Concurrent Connections

    Type the maximum number of simultaneous connections that can be made by CRM to the corresponding email server per mailbox. Increase the value to allow more parallel calls to Exchange to improve performance or reduce the value if there are errors on Exchange due to large number of calls from Microsoft Dynamics CRM. The default value of this field is 10. The maximum number is considered per mailbox or per email server profile depending on whether the credentials are specified in a mailbox or email server profile.

    Minimum Polling Intervals in Minutes

    Type the minimum polling interval, in minutes, for mailboxes that are associated with this email server profile. The polling interval determines how often server-side synchronization polls your mailboxes for new email messages.

    -OR-

    For a POP3/SMTP profile, specify the following:

    Fields

    Description

    General

    Name

    Specify a meaningful name for the profile.

    Description

    Type a short description about the objective of the email server profile.

    Incoming Server Location and Outgoing Server Location

    Type the location of the incoming and outgoing email server in the format “<server>”.

    Credentials

    Authenticate Using

    Select the method to authenticate while connecting to the specified email server. You can select one of the following:

    • Credentials Specified by a User or Queue. If you select this option, the credentials specified in the mailbox record of a user or queue are used for sending or receiving email for the user or queue.

      Note

      To ensure the credentials are secured in Microsoft Dynamics CRM, SQL encryption is used to encrypt the credentials stored in the mailbox.

    • Windows Integrated Authentication. This option applies only to Exchange and SMTP email server types. If you select this option, the credentials with which the Microsoft Dynamics CRM Asynchronous Service has been configured will be used.

    • Windows Credentials (Anonymous). You can select this option when anonymous authentication has been enabled on the email server. This applies only to the SMTP email server type.

    Use same settings for Outgoing

    If you want to use the same credential settings for incoming and outgoing connections, choose Yes.

    Advanced

    Incoming Port

    This field shows the port on the email server for accessing the incoming email. This field is automatically populated when you save the record.

    Outgoing Port

    This field shows the port on the email server for accessing the outgoing email. This field is automatically populated when you save the record.

    Use SSL for Outgoing Connection

    Choose Yes if the email channel is on a secure channel and SSL must be used for sending email. In Microsoft Dynamics CRM (on-premises), this field is set to Yes by default, but the configuration database setting “AllowNonSSLEmail” allows you to override this and set the value to False. .

    Use SSL for Incoming Connection

    Choose Yes if the email channel is on a secure channel and SSL must be used for receiving email. For Microsoft Dynamics CRM Online, this field can’t be set to No. In Microsoft Dynamics CRM (on-premises), this field is set to Yes by default, but the configuration database setting “AllowNonSSLEmail” allows you to override this and set the value to False.

    Incoming Authentication Protocol and Outgoing Authentication Protocol

    Select a protocol to use for authentication for incoming and outgoing email.

    Additional Settings

    Process Email From

    Select a date and time. Email received after the date and time will be processed by server-side synchronization for all mailboxes associated with this profile. If you set a value less than the current date, the change will be applied to all newly associated mailboxes and their earlier processed emails will be pulled.

    Maximum Concurrent Connections

    Type the maximum number of simultaneous connections that can be made by CRM to the corresponding email server per mailbox. Increase the value to allow more parallel calls to Exchange to improve performance or reduce the value if there are errors on Exchange due to a large number of calls from Microsoft Dynamics CRM. The default value of this field is 10. The maximum number is considered per mailbox or per email server profile depending on whether the credentials are specified in a mailbox or email server profile.

    Minimum Polling Intervals in Minutes

    Type the minimum polling interval, in minutes, for mailboxes that are associated with this email server profile. The polling interval determines how often server-side synchronization polls your mailboxes for new email messages.

  5. Choose Save.

  6. On the left side of the email server profile form, under Common, choose Mailboxes.

  7. Choose Add New Forward Mailbox.

  8. Complete the details in the mailbox form and choose Save. See how to Create forward mailboxes or edit mailboxes.

  9. Choose Save.

Add mailboxes to an email server profile

  1. Go to Settings > System.

  2. Choose Email Configuration > Mailboxes.

  3. Select all the mailboxes that you want to associate with the email server profile, and click or tap Edit.

  4. In the Change Multiple Records form, under Synchronization Method, in Server Profile, select the email server profile that you want to add the mailboxes to, and then choose Change.

  5. Alternately, select multiple mailboxes, and choose More Commands (...) > Apply Default Email Settings, and then choose OK. The mailboxes will be added to the email server profile that’s selected as the default in the System Settings dialog box. Read about setting default email settings in Help & Training: System Settings Dialog Box - E-mail Tab.

Privacy notice

By creating an email server profile, you consent to share your data with an external system. Data that is imported from external systems into Microsoft Dynamics CRM Online is subject to our privacy statement, which you can access here.

See Also

Configure server-side synchronization
Test email configuration of mailboxes set up through server-side synchronization
Create forward mailboxes or edit mailboxes

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