Documents such as sales and purchase orders and invoices, can be send from Business Central without having to open an email app.  In additional, user can compose message individually and add attachments of up to 100 MB. 

Please Note, the email capabilities in Business Central are for outbound messages only.   Please follow the user guide below for use the send email function.

1. Setup Email Accounts

 Note: To set up email account, you must have the EMAIL SETUP permission set

Steps
  1. Go to Set Up Email

2. Set up Email dialogue prompted, read the information then click Next to continue

3. Select the type of email account then click Next to continue

OptionDescriptionUse
Microsoft 365Everyone sends email from a shared mailbox in Exchange Online.

When all messages come from the same department, for example, your sales organization sends messages from a sales@cronus.com account.

This extension requires that you set up a shared mailbox in the Microsoft 365 admin center.

Current UserEveryone sends email from the account that they used to sign in to Business Central.Allow communications from individual accounts.

NOTE: The Microsoft 365 and Current User use the accounts that you set up for users in the Microsoft 365 admin center for your Microsoft 365 subscription.

To send email by using the Microsoft 365 or Current User, users must have a valid license for Exchange Online.

Other (SMTP)Use SMTP protocol to send emails.Allow communications through your SMTP mail server.

4. enter the details according to the email account option selected in step 3

  • If Microsoft 365 account is selected, enter the following details:

    • Account Name

    • Email Address

  • If Current User is selected
    • Business Central will use the account settings of the sign-in account, and the account will be set automatically.
    • Specify if this account should be the default one by selecting the Set as default field.
  • If SMTP account is selected, enter the following details:
    1. Account Name - enter the name of the SMTP account.
    2. Sender Name - enter the name that you want to add in front of the sender email address.
    3. Email Address - Enter the email address.
    4. Server URL - enter the name of the SMTP server.
    5. Server Port - enter the port of the SMTP server. The default setting is 25.
    6. Authentication - select one of the following authentication methods:
      • Anonymous
      • Basic
      • OAuth 2.0
    7. User Name - enter the username to use when you are authenticating with the SMTP server.
    8. Password - enter the password of the SMTP server.
    9. Select the Secure Connection if your SMTP mail server setup requires a secure connection that uses a cryptography or security protocol, such as secure socket layers (SSL). Clear this option if you don't want to enable this security setting.

2. Compose and send an email

After setup email account is finished.  User can compose and send an email from business central.

Steps
  1. Go to Compose an Email 

2. Enter the details for the email it send from Business Central

Please be remind that the attachment file size up to 100 MB


3. Setup Document sending profiles

Document sending profiles can set up each customer and vendor with a preferred method of sending sales and purchase documents so that user no need to select a sending option when select the Send action.

Steps
  1. Go to Document Sending Profiles

2. On the Document Sending Profile page, select the New action

3. Fill in the fields as necessary.

    • Code - A unique identifier for the document sending profile.

    • Description - A short description of the document sending profile.

    • Default - Select this option to specify that the document sending profile is the default profile for all customers and vendors that have no assigned document sending profile.

    • Printer - Specifies if and how the document is printed when you select the Post and Send action.

      • If you select the Yes (Prompt for Settings) option, the document is printed according to settings that you must make on the printer setup dialog box.

    • Email - Specifies if and how the document is attached as a PDF file to an email to the involved customer when you select the Post and Send action.

      • If select Yes (Prompt for Settings) , the document will be attached to an email according to settings that you make in the Send Email page. The Send Email page will open automatically and will be prefilled with document attached as a PDF file. 
      • If select the Yes (Use Default Settings) the Send Email page won't open.   Select this option if you don't want to specify email settings every time that you email a document. 

    • Combine PDF Documents - Merge selected documents into a single PDF file when you send the documents by email or print them. For example, this selection reduces the number of documents that the recipient must process.

    • Disk - Specify if the document is saved as a PDF file or if an electronic document is created when you select the Post and Send action.

    • Electronic Document - Specifies if the document is sent as an electronic document that the customer can import into their system when you select the Post and Send action.

      • To use this option, you must also fill in the Electronic Format field. The file can also be saved to your hard drive.

4. Assign Document Sending Profile to Customer or Vendor Card if the document sending profile is specific for the customer or Vendor

Note: Customers and vendors that have no assigned document sending profile will use the default one.

4. Assign email scenarios

Set up Assign email scenarios for define the document send form which email account. 

Steps
  1. Go to Email Scenario Assignment

2. On the Email Scenario Assignment page, the email account it setup in Business Central to be shows

3. Select the email account then click Assign scenarios then select the document it default send from the email account.

After scenarios assigned to the email account, the document name it default send from the email account to be show

  • If user want to assign another email account, select the scenario and then select Reassign.
  • If user want to remove the scenario from the email account, select the scenario and then select Unassign.

5. To Sending Document 

Example below is send Sales Confirmation from Sales Order

Steps
  1. Go To Sales order

2. Select the sales order then select action Print/Send=>Email Confirmation

3. Email box to be prompted and the attachment for the sales confirmation to be attached to the email.

Click Send Email when ready to send to the customer.

Note:

When you choose the Post and Send action on a sales document, the Post and Send Confirmation dialog box will show the sending options that are used,

whether they're the options that are set up for the customer or the default for all customers. In the dialog box, you can change the sending options for the sales document.

6. Check the sent emails

Business Central stores the emails that user send on the Sent Emails page.

From the Sent Emails page, user can resend emails or forward them to someone else

7. Check the email outbox

Email outbox page contains emails that the user have saved as drafts and emails that failed to send.

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