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Dynamics 365 Community / Forums / Small and medium business | Business Central, N... / Best email account typ...
Small and medium business | Business Central, N...
Suggested Answer

Best email account type (SMTP or shared mailbox) for sending automatically triggered emails in BC

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Posted on by WIBadger 6
Business Central has 3 email account types (shared mailbox, current user and SMTP). We have several processes like batch sends of invoices or email notifications sent when a sales return receipt is posted. We always set up those email sends with SMTP. Is that still the best practice if you set up SMTP with OAuth and not basic authentication? Or, should we be using a shared mailbox account type instead to send automatically triggered emails to both internal and external people?
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Dynamics 365 Business Central
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  • Suggested answer
    YUN ZHU Profile Picture
    YUN ZHU 98,233 Super User 2026 Season 1 on at
    Hi, as far as I know there is no so-called best practice, as long as it works. And if you wan to use OAuth for SMTP, all users must be on the same Microsoft Entra tenant.
    Extension Description Examples of when to use
    Microsoft 365 Connector Everyone 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 option requires that you set up a shared mailbox in the Microsoft 365 admin center. For more information, see Shared mailboxes.
    Current User Connector Everyone sends email from the account they used to sign in to Business Central. Allow communications from individual accounts.
    SMTP Connector Use SMTP protocol to send emails. Allow communications through your SMTP mail server.
     
     
    Hopefully other experts can give you better advice.
    Thanks.
    ZHU
  • Suggested answer
    Jun Wang Profile Picture
    Jun Wang 8,208 Moderator on at
    shared email has a limitation when it comes to multifactor authentication. there is no best way. if it works, then it is a good way. 
    with that being said, you could setup different emails based on different scenarios if you like. but I believe simple is beauty. never like to complicate things unless absolutely have to.
     
    hope it helps
    Jun Wang

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