Table of Contents

Mails in Business Central

The e-mail functionality in Business Central allows users to send e-mails directly from the system without switching to external applications such as Outlook. This streamlines communication and simplifies the management of customer relationships, orders, quotations, and other business processes.

Setting Up E-Mail Accounts

Business Central supports different e-mail account types. The following sections describe setting up a personal e-mail account and a shared group mailbox.

Personal E-Mail Setup

Set up e-mail so that users send messages from their own e-mail address.

  1. Choose the Search icon, enter E-Mail Accounts, and then choose the related link.
  2. Choose New, then select Add E-Mail Account.
  3. The Set Up E-Mail assisted setup opens. Choose Next to begin.
  4. In the table, select Current User and choose Next.
  5. Define default settings, such as whether this account should be selected as the default for outgoing messages.
  6. Choose Finish to complete. It is recommended to send a test e-mail before finishing to verify the setup.
Important

The system pre-fills the e-mail address with the address of the current user. This process does not overwrite existing settings from other users and does not set your user as the default for all outgoing messages. Other mailboxes can still be defined as defaults for specific scenarios, such as sending invoices.

Group Mailbox Setup

Set up e-mail so that users send messages from a shared group address.

  1. Choose the Search icon, enter E-Mail Accounts, and then choose the related link.
  2. Choose New, then select Add E-Mail Account.
  3. The Set Up E-Mail assisted setup opens. Choose Next to begin.
  4. In the table, select Microsoft 365 and choose Next.
  5. Enter the Account Name (any label of your choice) and the group address in the E-Mail Address field.
  6. Choose Next to confirm the entries.
  7. Optionally define default settings, for example whether this account should be used as the default for all outgoing messages.
  8. Choose Finish to complete. It is recommended to send a test e-mail before finishing to verify the setup.
Note

Multiple e-mail accounts can be set up for different purposes, such as separate group addresses for sales offers, invoices, or complaints.

Useful Tips

  • E-Mail Scenarios: Choose Navigate and then E-Mail Scenarios to define default settings. Specify which e-mail account is used by default for each type of document, such as sales orders.
  • Outbox: Choose Navigate and then Outbox to view sent messages and pending outgoing messages. If a message could not be sent, select it and use Show Error to review the error details.
  • Word Templates: Use the Word Templates setup to store e-mail templates created in Word. These templates can be linked to specific areas, such as the sales header, and selected when sending documents. Word templates support logos and images, which is not possible with text modules.

See Also