BC Tip #8 - Email Setup and Scenarios
- Ben Cole
- Nov 17, 2025
- 4 min read
Updated: Nov 25, 2025
My name is Ben Cole and this is my eighth video in a series of weekly tips for D365 Business Central. In this quick video we will walk you through everything involved in sending emails out of D365 Business Central.
Sending emails from Business Central can be simple or highly tailored depending on how you set it up. With the right configuration you can control whether messages come from the person who clicks send, a shared team inbox, or a fixed SMTP address. That flexibility keeps customer and vendor communication consistent and professional. In this blog post we will explore these options, and show you how to get them configured.
Table of Contents
Why Email Setup Matters?
Outgoing email behavior affects customer perception and internal workflows. Quotes, sales invoices, credit memos, and statements are all sensitive to who they appear to come from. Choosing the correct sending method ensures:
Clear ownership of customer interactions (for example, quotes from a salesperson).
Consistent financial communications (invoices and statements from a centralized accounting inbox).
Reliable delivery when using SMTP for custom mail servers or compliance requirements.
Step 1 — Set up your email accounts
Go to the Email Accounts page in Business Central. You will see three sending options: Current User, Shared Mailbox, and SMTP.
Current User
This is the most common and easiest option. Add an email account and choose the Current User option. If you use Office 365, authentication is usually straightforward. When this profile is the default, emails come from whoever clicks send in Business Central.
Shared Mailbox
Choose a shared mailbox when messages should originate from a team address regardless of who sends them. Typical examples include addresses like accounting@test.com or accounts-payable@test.com. Set the shared mailbox as the default and every system-generated email will come from that inbox.
SMTP
SMTP requires more configuration details, but gives you the option to enforce sending from a specific user or allow the current user to be used. Use SMTP when your organization is using something other than M365, but still wants to send email out of Business Central.
After configuring any account, send a test email to confirm the setup. A successful test should look like a standard outgoing message from the address you expect.
Step 2 — Use Email Scenario Assignments for granularity
Email Scenario Assignments let you route different document types through different sending profiles. This is where the setup becomes powerful: you can make quotes come from a salesperson while invoices come from your accounting mailbox.
The Scenario Assignments page shows your configured profiles and a Default profile. The default tells Business Central which profile to use when no specific scenario matches.
Common scenario mapping examples
Quotes and service quotes → Sent from the salesperson (current user) so the prospect communicates directly with the owner of the opportunity.
Sales invoices, credit memos, and customer statements → Sent from a shared accounting mailbox for consistency and centralized record keeping.
No scenario assigned → Business Central uses the default profile (which is often set to Current User or a shared mailbox).
Best practices and checklist
Decide ownership by document type — choose whether communications should be personal or centralized.
Use shared mailboxes for financial communications like invoices and statements to simplify auditing and replies.
Keep Current User for sales interactions to maintain direct relationships between sellers and prospects.
Test every configuration by sending test emails after setup to confirm sender identity and deliverability.
Document your scenario mappings so support and accounting know why an email came from a particular address.
Quick troubleshooting tips
If authentication fails with Office 365, check account permissions and multi factor settings.
If emails land in spam, confirm SPF/DKIM/DMARC for the sending domain, especially when using SMTP.
If the wrong sender appears, verify the Scenario Assignment entries and the Default profile.
FAQ
Can I force all outgoing emails to originate from one shared mailbox?
Yes. Configure a shared mailbox on the Email Accounts page and set it as the default sending profile. Once defaulted, all system emails will be sent from that shared mailbox unless a specific scenario is assigned to use a different profile.
What happens if there is no email scenario assigned for a document type?
If no scenario matches, Business Central uses the Default profile shown on the Email Scenario Assignments page. If Default is set to Current User, the email will come from whoever clicks send.
How do I test that my configuration is correct?
After adding an email account, send a test email from Business Central and confirm the sender address, delivery, and email appearance. If it looks correct, your configuration is likely good. If not, recheck authentication and scenario settings.
Final thought
Small email routing decisions make a big difference in professionalism and internal efficiency. Use Current User for personal ownership, shared mailboxes for finance and support, and SMTP for emails outside of M365. Scenario Assignments are the key to matching the right sender to the right document type.
Ready to optimize your Business Central environment with guidance from a BC expert?
Contact Ben Cole at Ben@BenColeBC.com or (214) 433-0923.
Ben Cole is passionate about making Microsoft Dynamics 365 Business Central work smarter for real people—users and partners alike. With roots in public accounting, Ben’s seen firsthand how automation and clever solutions can transform the Business Central experience. He’s known for breaking down complex topics with a dash of wit and plenty of practical advice. If you want to get more out of Business Central (and maybe even enjoy the process), Ben’s your go-to guide.
(214) 433-0923
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