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How to configure donotreply email using Shared mailboxes in Dynamics 365 CE?

How to configure donotreply email using Shared mailboxes in Dynamics 365 CE?

This is a quite common requirement in Dynamics 365 CE to send emails from a common email like donotreply or noreply or any other common name to all the users from Dynamics 365 CE.

So, we can use Shared Mailboxes for this purpose. This shared mailbox is a type of user mailbox that doesn’t have its own username and password and does not require any extra license as well.

In this article, will explain step by step, how to create Shared Mailbox in Microsoft 365 admin center and configure a Queue in Dynamics and send emails using it.

Pre-requisites:

You must have Global Administrator or Exchange Administrator on Microsoft 365 Admin Center.
You must have System Administrator on Microsoft Dynamics 365 CE.

Follow the below steps.

Step 1: Click on the below link to open Microsoft 365 admin center using your existing Dynamics 365 CE credentials.

Microso f t 365 admin center

Step 2: Expand Teams & groups and Click on Shared mailboxes.

Screenshot of Microsoft 365 admin center highlighting the 'Shared mailboxes' section under 'Teams & groups'.

Step 3: Click on Add a shared mailbox.

Screenshot of Microsoft 365 admin center showing the 'Shared mailboxes' section, with options to add a shared mailbox and a list of existing mailboxes.

Step 4: Provide Name, unique Email address and choose the required Domain.

Click on Save changes.

Microsoft 365 admin center screen showing the 'Add a shared mailbox' dialog with fields for 'Name' and 'Email' and a 'Save changes' button.

This will take couple of minutes to create the shared mailbox.

Screenshot of the Microsoft 365 admin center displaying the Shared mailboxes section with an 'Add a shared mailbox' interface and a loading message.

Once the mailbox is ready, you can see the below message.

Screenshot of the Microsoft 365 admin center showing the Shared mailboxes section with a notification indicating that a shared mailbox was created.

Step 5: Click on Add members to your shared mailbox.

Screenshot of Microsoft 365 admin center showing the message 'Your shared mailbox was created' with next steps and options to add members or manage details.

Step 6: Click on Add members.

Screenshot of the Microsoft 365 admin center showing the 'Shared mailboxes' section with an option to 'Add members'.

Step 7: Search for the required members, select them and click on Add.

Screenshot of the Microsoft 365 admin center interface showing the 'Add shared mailbox members' window. A user is selected to be added to the shared mailbox.

Saving is in progress.

Screenshot of the Microsoft 365 admin center displaying the 'Shared mailboxes' section where a mailbox is in the process of being saved.

Once saved, you can see the below message.

If you still want to add members, you can click on Add members.

Screenshot of Microsoft 365 admin center showing the shared mailbox members section with a confirmation message 'Saved' and an option to add members.

Step 8: Click on X to close the window.

Screenshot of the Microsoft 365 admin center displaying a shared mailbox members section with a confirmation message that says 'Saved.' and an option to add members.

Step 9: Click on Refresh to see your shared mailbox.

Screenshot of the Microsoft 365 admin center showing the 'Shared mailboxes' section with options to add a mailbox and refresh the list.

Step 10: Click on the below link to open Power Platform admin center.

https://aka.ms/ppac

Step 11: Click on Manage, Click on Environments and click on the required environment.

Screenshot of the Power Platform admin center showing the Manage section with Environments, Data integration, and various product options.

Step 12: Click on Settings.

Screenshot of the Power Platform admin center interface, showing the 'Manage' section, with 'Environments' highlighted and various environment details displayed.

Step 13: Expand Business and Click on Queues.

Screenshot of the Power Platform admin center settings page, showing the Manage section with options for environments and email settings.

Step 14: Click on NEW to create new queue.

Screenshot of the Microsoft Dynamics 365 interface, showing the 'My Active Queues' section with options for creating a new queue, deleting, and managing emails.

Step 15: Provide the below information and click on Save.

Name	DoNotReply
Type	Public
Incoming Email	Provide the email address configured in Step 9
Description	Provide some description
Convert Incoming Email To Activities	All email messages

Screenshot of the 'New Queue' interface in Power Apps, displaying fields for queue summary such as Name, Type, Incoming Email, Owner, and Description.

Step 16: Once the queue is saved, Mailbox will be created in the background, and it will be set in the Mailbox field in the Queue.

Click on the DoNotReply mailbox.

Screenshot of the Power Apps interface displaying the summary of the 'DoNotReply' queue, including fields for name, type, incoming email, owner, and description.

Step 17: Click on Approve Email.

Screen displaying the DoNotReply mailbox settings in Power Apps with options to approve email and view configuration status.

Step 18: Click on OK.

Step 19: Click on Test & Enable Mailbox.

Screenshot of the Power Apps interface showing the details of a saved 'DoNotReply' mailbox with configuration status and options for email approval.

Step 20: Click on OK.

Email configuration settings for DoNotReply mailbox in Power Apps, showing processing start date and time selection.

It will take some time to Test and Enable the Mailbox.

Screenshot of the Power Apps interface showing the 'DoNotReply' mailbox with a notification indicating that the email configuration test is scheduled.

You can refresh the page to check the status and once it is enabled, you can see the Incoming Email Status and Outgoing Email Status as Success.