To add a new user in Dynamics 365
- Make sure they have a user account in Microsoft 365
- Assign a Dynamics licence to them
- Assign Dynamics role(s) to them (using Dynamics or Power Platform admin)
- Test that they can log in and use the system
Start by thinking about what the user needs to access
Before you start to set up a new user, make sure you understand the new user’s role in the business and which parts of the system they need access to. It’s helpful if you can find a colleague with the same role in the business to assign the copy the same Dynamics roles from.
Set up a new Microsoft 365 user account
First, make sure you’re logged in to the same tenant as the one you wish to add a user to
- Visit the Microsoft 365 admin centre at https://admin.microsoft.com/
- From the left menu, select Active users from the Users menu
- Click the Add a user button at the top of the user list
- Fill in the new user’s details and click Next
- On the Assign product licenses page, assign a licence which matches your Dynamics product (Sales Professional, Enterprise or Premium) to the new user
- If you can’t see a Dynamics 365 licence available, please contact your service provider who can buy a new licence for you
- Click Next
- Add Microsoft 365 roles for this new user. This is optional and not part of the Dynamics setup.
- On the final screen Review and Finish, check the details and make a note of the new user’s password
- This email address and password is the one the user will use to access Dynamics (and all other Microsoft 365 services)
How to Assign Security Roles in Dynamics 365
Add a Microsoft 365 user to Dynamics
- Log into the Power Platform admin centre at admin.powerplatform.microsoft.com
- Select your Dynamics production environment
- In the Access box, choose See all under the Users heading
- On the Users page click +Add user
- Enter the user’s name or email address in the Add user panel. You’ll see a list of users appear. This user list only shows users with the correct Dynamics licence requirements
- Select the user
- Select Manage roles
- Add the appropriate roles for this new user
TIP find a colleague who works in a similar position and use their roles as a template
Manually adding roles is slow. If you have complex roles, or many users to set up, we recommend using the User, Team and Security Role Report app in XrmToolBox. The plugin allows you to bulk add and update user roles
- The user can now log in to Dynamics. These next steps give the user permission to send emails from Dynamics
How to allow users to send emails in Dynamics
- As an administrator, navigate to your Dynamics 365 system.
- Go to the Cog menu and choose Advanced settings
- From the Settings drop down, choose Security, then Users
- Open the new user and choose Approve Email from the command bar
- Choose Open Mailbox from the overflow menu (…)
- In this new window, click Test & Enable Mailbox
- Refresh the previous list of users and look for the status “success” beside the new user’s Incoming and Outgoing Email column
How to log on to Dynamics 365
Once you’re set up as a user, you’ll need to access Dynamics 365. There’s two main ways to log on to Dynamics
Access directly with a URL
This is easy! If your IT department has given you a web address to access Dynamics, it will look like this https://yourOrganisation.crmX.dynamics.com/
All you need to do browse to this webpage (using any browser) and you’ll see the Dynamics welcome screen.
Log in with you Microsoft 365 credentials and you’ll see Dynamics.
Access through office.com
- Visit office.com
- Log in to your Microsoft Account as normal
- Open the app launcher with the 9 dot menu (see image) and choose Dynamics 365
- If you can’t see the Dynamics 365 app, take a look in the More apps / All apps section or view the more apps page directly
- You might find that your link to Dynamics uses a different name (like your company name, or ‘sales’) but the icon should still look like a Dynamics ‘D’
