Table of Contents

Setting up Microsoft Office 365 (Mail and Sharepoint)

MJA Updated by MJA

This help file describes how the connection between Newbase and your Microsoft 365 environment can be set up.

We cannot help with setting up your Microsoft 365 environment. If support is required in this regard, this falls outside our regular support and we may charge costs for this.

Has the connection already been set up, but do users still need to be authorized?

> Authorize by user himself click here.​

> To authorize a user by the application manager, click here.​

If you are switching from local file storage (Newbase Now) to cloud storage, after reading this help file, click here for more information about how to open old files on Sharepoint.

​1. General​

With a link between Newbase and Microsoft 365 you can send emails via Newbase, make appointments via the Newbase agenda and save files on Sharepoint*.

*Newbase cannot help with setting up a Microsoft 365 environment or setting up Sharepoint. Think carefully in advance about the design of Sharepoint (where do you want to store documents) and ensure that Newbase users have the rights to save documents in Sharepoint.
Before the connection can be established, you must contact support so that a number of things can be set.
If 'shared mailboxes' are used, this must actually be a shared mailbox. You can share a mailbox of a Microsoft365 user, but that does not make it a shared mailbox.
As soon as a user can log in to Microsoft365 themselves, it is important that authorization is actually done with that account in Microsoft365 and not with an administrator or other user account.

​2. Set up Microsoft 365 connection

2.1 Check owner's setting
  1. Within the module Owner > Widget Detail Owner, check whether the E-mail integration field is set to IMAP
2.2 Set authorization / tenant ID
THIS STEP MUST BE DONE BY THE MICROSOFT 365 ADMINISTRATOR. IT GIVES PERMISSION/AUTHORIZATION TO THE LINK WITH NEWBASE VIA THE MICROSOFT 365 ADMINISTRATOR ACCOUNT. THE NEWBASE USERS THEN ONLY NEED TO AUTHORIZE.
  1. Go to the Company module > Select the company in question > Go to the Microsoft 365 Authentication widget (or distribute it) > Click on the plus sign at the top right of the widget
  2. The pop-up below will now open:
  • As described in this pop-up, you must enter a tenant ID in the pop-up
  • You can find this at: portal.azure.com on the active directory.
  • Open it in a browser and find the tenant ID
  • Please note: you log in with the account of the Microsoft 365 administrator
  1. Copy the tenant ID > go back to Newbase and paste the ID into the field > click OK
  2. Now click on 'save and close' at the bottom right of the screen
  3. You are now back in the Company summary screen
  4. Click on the 'view icon' at the top right
  1. Go back to the widget where the tenant ID (Microsoft 365 authentication widget) is located and click on the line
  2. You will now enter the 'company authentications' screen where you can indicate by checking the boxes for which you want to authorize > Click on the pencil at the top right of the Admin consent widget
  3. Check the boxes and click on the purple 'Authenticate Microsoft 365' button
  4. A new screen opens > now choose the Microsoft 365 administrator account

A list will then appear for which permissions are requested > click accept

If successfully authorized, the following screen will appear

  1. Return to Newbase and click OK

Now an administrator permission has been given and the users only need to authorize

​3. User settings​

Before users can authorize, you must check whether the fields in the user cards are filled in correctly

  1. Go to the User Newbase module
  2. Check per user in the widgets below whether the SMTP and IMAP fields are filled in correctly
  3. Check the widgets below and copy the settings from the print screen:

Widget Microsoft 365 link (mail/calendar)

Widget IMAP - User settings

Widget SMTP - User settings

4. Authorize users

After the administrator account has given the authorization as described in Chapter 2, all users must authorize.

> Help file: Authorize by user himself, click here. (you can email this to the users)

> Help file: Authorizing a user by the application manager click here.​

​5. Linking Sharepoint to Newbase​

Think carefully in advance about the design of Sharepoint (where do you want to store documents) and make sure that the folders (Sites, Drives) have been created in Sharepoint. Also make sure that the Newbase users are authorized for these sites. Newbase cannot provide assistance with this. .

There must be a path for each module.

Example layout:

Site > Drive

Newbase > CRM > organization

Newbase > CRM > messages

Newbase > sales > sales quotation

Newbase > sales > sales invoice

  1. Go to the Company module > Select the relevant company > go to the Widget Company Microsoft 365 SharePoint path settings
  2. In the Type Cloud field, choose 'Sharepoint'
  3. Restart Newbase

​6. Set path per module​

6.1 Check whether there is a widget or line for module within
  1. Go again to the module Company > Widget Company Microsoft 365 SharePoint path settings
  2. As an example, we will take the folder for Sales Invoices: so make sure that a folder for Sales Invoices exists on Sharepoint
  3. Within the widget, check whether there is already a line for a sales invoice
  4. If not > create a new line for sales invoice by clicking on the plus sign at the top right of the widget

  1. When creating a new line the pop-up below now opens > In the Module field, look for the module in question. You do not need to fill in other fields here
  2. Click save
  1. A line has now been created and it must now be indicated where documents for this module should be stored
  2. Go to the line that was just created and click on the cloud icon to the left of the Site column
  3. Click select
  4. Newbase now connects to Sharepoint based on the user's email information and shows the available sites
  5. Click Select so you can select a site from this list
  6. Now the desired site can be chosen by typing in the number for the site and clicking ok
  7. This site has now been linked to Newbase
  1. Then click on the cloud to the left of the Drive column > select
  2. The drives that are set up on the previously chosen site are now shown > click on select
  3. Then enter the number of the drive in question and click OK
  4. The drive has now been added in Newbase

  1. Then click on the cloud to the left of the Cloud folder id column > select
  2. The folders that are available in the previously selected drive are shown are shown. When you now see the final folder in which the files should be saved, choose > Set > Enter the number and click OK. The cloud path where the files should be saved has now been chosen and set

If you do not yet see the final folder, continue selecting the folders until you see the final folder in the list in which the files should be saved and choose from > Set > Enter the number and click OK.

  1. The cloud path where the files should be saved has now been chosen and set

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How did we do?

Setting up 2 factor authentication

How can an application manager authorize Microsoft 365 for a user

Contact