We highly recommend that your org license Microsoft 365 for email hosting as well as your Office Applications. Standalone versions of Microsoft Outlook do not receive APi updates from Microsoft. A Microsoft 365 subscription will ensure maximum compatibility with ExtendSync both now and in the future as we leverage new Microsoft technologies that may only be available in the latest versions.
Minimum Requirements to install and use Microsoft Outlook Add-Ins
For Outlook add-ins to load and function properly, there are several requirements for both the servers and the clients. In addition, for ExtendSync add-ins, there are several NetSuite prerequisites.
Shared Mailbox Support (optional)
NetSuite Prerequisites
It is important to know the roles of users in NetSuite that need to be updated for ExtendSync to work.
Company-Wide Setting
NetSuite Administrators need to enable:
Partner Relationship Management
SOAP Web Services
Token-Based Authentication
Step 1: In NetSuite, set the configuration globally by navigating to Setup> Company> Enable Features.
Step 2: Go to the CRM tab and scroll down to Partners section then enable Partner Relationship Management.
Step 3: Go to the SuiteCloud tab then enable checkboxes for SOAP Web Services under the SuiteTalk Section and Token-Based Authentication under Management Authentication.
End-User Settings
NetSuite Administrator's checklist for end-user configuration:
Step 1: Enable the user preference Rich Text Editing
In NetSuite, go to Home> Set Preferences> Appearance then enable Rich Text Editing.
While not required we have found that certain emails with HTML may transfer as blank or with all the HTML coding if this setting is not enabled at the user level. This may result in a NetSuite error such as The field message containing more than the maximum number (1000000) of characters allowed.
Step 2: Ensure that the role is not set to a Web Services Only role
In NetSuite, go to Setup > Users/Roles > Manage Roles. Validate if the Web Service Only Role is OFF.
Step 3: User roles have the necessary permissions for each record type the user will be working with
The following permissions are enabled on any and all roles that will be logging in and using ExtendSync Outlook.
In NetSuite, go to Setup > Users/Roles > Manage Roles then choose the role to update:
SOAP Web Services
User Access Tokens
SAML Single Sign-On
ONLY if your company uses Single Sign-On, ie OKTA, OneLogin, etc.
If you enable SSO and do not actually use SSO, users will NOT be able to login to NetSuite until you remove it.
Allow JS/HTML uploads
if your user will need to upload .js and .htm files
Documents and Files
The minimum permission required is Create. (if users will be attaching files)
Full access is required only for users who have enabled the legacy attach method.
Track Messages
The minimum permission required is Create.
Permissions > Setup Tab
Permissions> Lists Tab
Add Permissions to Custom fields for each end-user roles
Certain NetSuite roles do not allow custom fields to be displayed without explicitly telling them to. If you are not able to see custom fields try switching to a different role. If none of your roles show share this article with your NetSuite Admin and ask them to grant your role the required permissions.
Step 1: NetSuite admin to ensure that view permissions are set for the records and roles you are working with. Typically the following are added.
Under Setup Tab
Custom Column Fields
Custom Body Fields
Custom Record Types
Custom Entity Fields
Custom Item fields
Custom Sublist fields
Custom Sublists fields
Custom Lists
Custom Transaction Fields
Customer Status
Under List Tab
Custom Record Entries
Step 2: Once the permissions have been added ask your user to do the following:
Sign out of NetSuite UI and back in
Clear the app cache by navigating to the Menu> Settings> Clear Cache
Log back in
💡 Note:
The new permissions may take 15-20 minutes to propagate to your role. If the below steps do not immediately work please try again after 15-20 minutes (being sure to sign out of the app and back in).
Outlook and Exchange Prerequisites
Below is a list of minimum prerequisites to run Microsoft Add-Ins built for Outlook. It is compiled from this Microsoft support article. We highly recommend that your org use Microsoft 365 for email hosting as well as your Office Applications. This will ensure maximum compatibility with ExtendSync both now and in the future as we leverage new Microsoft technologies only available in the latest versions.
Outlook Client Prerequisites
The following clients support Outlook add-ins:
Outlook with a Microsoft 365 subscription*
Outlook for iOS
Outlook on Android
Support Exchange Online (See set requirements by Microsoft here)
Outlook.com
The client MUST be connected to an Exchange server or Microsoft 365 using a direct connection. When configuring the client, the user must choose an Exchange, Office 365, or Outlook.com account type. If the client is configured to connect with POP3 or IMAP, add-ins will not load.
ExtendSync OneDrive and Sharepoint for Business is designed only to work with OneDrive and SharePoint for Business accounts and not personal OneDrive accounts.
Mail Server Prerequisites
Exchange Servers on Microsoft 365 or outlook.com
If the user is connected to Microsoft 365 or Outlook.com, mail server requirements are all taken care of already.
On-Premises Exchange Servers
For users connected to on-premises installations of Exchange Server, the following requirements apply.
The server must be Exchange 2013 or later.
Exchange Web Services (EWS) must be enabled and must be exposed to the Internet. Many add-ins require EWS to function properly.
The server must have a valid authentication certificate in order for the server to issue valid identity tokens. New installations of Exchange Server include a default authentication certificate. For more information, see Digital certificates and encryption in Exchange 2016 and Set-AuthConfig.
To access add-ins from the Office Store (Appsource), the client access servers must be able to communicate with AppSource
Not all ExtendSync features (such as but not limited to Autopilot) will function on on-premise Exchange Servers
💡 Some current features such as categorization of emails and many future features are dependent on the latest API's from Microsoft and are only available on Microsoft 365 online Exchange Servers combined with Microsoft 365 client subscriptions. A Microsoft 365 subscription ensures that you will receive feature updates (new and improved API's) from Microsoft and ExtendSync.
Shared mailbox support
⚠️ IMPORTANT
Autopilot for Shared mailboxes is also available. See the article below to learn how to configure. Click here!
If your organization is planning on using Autopilot for shared mailboxes, you must add an end-user license for each shared mailbox (i.e., sales@yourorg.com, etc.).
Note, that this is only required if you want to use Autopilot on shared mailboxes. If you don't plan on using Autopilot on a shared mailbox your end users can still attach emails from the shared mailbox using their own license.
Here are a few other tips for shared mailboxes.
The shared mailbox must be configured per Microsoft's recommendations.
👉 Learn more here (there's a link to Microsoft support in that link as well).
End users that attach emails to a shared mailbox should also send replies as the shared mailbox for the smoothest Autopilot experience. If they really need to send a reply from their own mailbox have them send the mail first and then attach it from their sent items.