Business Central Access with Microsoft 365 Licences
Business Central users are assigned a Dynamics 365 Business Central licence that allows them to view, modify and act on their business data from any user interface. For all other employees across the organisation that only need to occasionally view data, Business Central offers access through Microsoft 365.
When an organisation has both a Dynamics 365 Business Central and Microsoft 365 subscription, administrators can configure environments to enable access with Microsoft 365 licences, and choose exactly which tables and other objects this category of user will have access to. When configured, employees that have a Microsoft 365 licence but no Business Central licence can view Business Central records that are shared with them in Microsoft Teams chat and channels.
Why enable access with Microsoft 365 licences
Unlock master data that every employee across the organisation should have access to.
Empower departments that don’t run on Business Central to self-serve, by accessing key data needed to successfully perform their tasks, eliminating the need for continually requesting data from others.
Increase collaboration efficacy so that tasks and projects that span across departments complete on time, by eliminating the friction that is typically associated with access denied errors due to licensing.
Increase team performance so that people can make data-driven decisions that are inclusive of everyone in the group, even if they don’t work in Business Central.
Meet licensing budget targets by assigning licences that progressively match employee needs, with Microsoft 365 licences for read-only access, Dynamics 365 Business Central Team Member licences for limited write access, and Dynamics 365 Business Central Essentials or Premium for full write access.
Improve data security by reducing the need for pasting screen snippets of business data outside of data governance boundaries.
Use rights
When a person accesses Business Central with a Microsoft 365 licence, the licence entitles the user to read (but not write) Business Central data through a simplified user interface in Microsoft Teams. This section explains these use rights and limitations that help you plan how to configure and make the most out of this capability. For more information on this licence type compared to other Business Central licences, consult the Dynamics 365 licensing guide.
Client access
Users are entitled to access Business Central data in Microsoft Teams. The following table summarises which of the different methods of accessing the Business Central service are allowed with this licence.
| Client accessing the Business Central service | Access |
|---|---|
| Business Central app for Microsoft Teams |  |
| Business Central Web client |  |
| Business Central mobile apps | |
| Business Central APIs | |
| Business Central integrations with other Office applications | |
| Business Central embedded in any other applications | |
Data access
Users are entitled to read table data but can't modify, create or delete records. The Business Central platform automatically prevents writing to any data tables.
Use of objects
Access with Microsoft 365 licences doesn't restrict which Business Central objects or object ranges can be accessed. Users are entitled to access the Microsoft base application and any extensions such as customisations and add-on apps.
Simplified user interface
Users are entitled to a reduced set of features and functions provided by Business Central in Microsoft Teams. The tables below indicate noteworthy features. This isn't an exhaustive list and is subject to change.
Features of the Business Central app for Teams:
| Feature | Available |
|---|---|
| View Business Central cards | |
| View card details | |
| Pin card details as a tab | |
| View Business Central tabs | |
| Add a Business Central tab | |
| Search for business contacts | |
| Paste and share a link preview as a card | |
Functions of the Business Central client embedded in Teams:
| Function | Available | Example functions |
|---|---|---|
| Data manipulation system actions | |
Edit, Create, Delete |
| Basic functions in lists | |
Search, sort, change layout |
| Advanced functions in lists | |
Filter pane, views |
| Drill down from list to card | |
|
| Access data from related tables | |
FactBox pane, field drilldown, peek, look up |
| Actions | |
Action bar, action menus, page notification actions |
| System-wide shortcuts | |
My Settings, Role Explorer, Tell Me search |
| Copy | |
Copy rows, copy field value, copy link to page |
| UI customisation | |
Personalise |
| Inline customisation | |
Resize column, Expand/Collapse, Show more |
| Data sharing | |
Open or Edit in Excel, Share to Teams |
| Inline user assistance | |
Tooltips, links to documentation |
| Advanced user assistance | |
Page and field teaching tips, Help pane |
Minimum requirements
This section describes the minimum requirements that must be met for your organisation to enable access with Microsoft 365 licences, and for individual Microsoft Teams users to access Business Central data without a Business Central licence.
Requirements to enable access
Business Central online (SaaS).
Environments must be of platform version 21.1 or later.
Requirements for individual users to access data in Teams
Data must be accessed using the Business Central app for Teams. Users must have the Business Central app for Teams installed and must use one of the supported Teams clients. For a list of Teams clients supported by Business Central, see Minimum Requirements for Using Business Central.
Users must be internal to the organisation, meaning that a user identity originates from the same home tenant where Business Central is deployed and where access is enabled. External identities aren't supported. Business Central automatically prevents access to guests.
Users must be assigned a Microsoft 365 licence from one of the following plans.
Supported plan Product ID Microsoft 365 Business Basic 3b555118-da6a-4418-894f-7df1e2096870 Microsoft 365 Business Standard f245ecc8-75af-4f8e-b61f-27d8114de5f3 Microsoft 365 Business Premium cbdc14ab-d96c-4c30-b9f4-6ada7cdc1d46 Microsoft 365 E3 05e9a617-0261-4cee-bb44-138d3ef5d965 Microsoft 365 E5 06ebc4ee-1bb5-47dd-8120-11324bc54e06 Microsoft 365 F1 50f60901-3181-4b75-8a2c-4c8e4c1d5a72 Microsoft 365 F3 66b55226-6b4f-492c-910c-a3b7a3c9d993 Office 365 E1 18181a46-0d4e-45cd-891e-60aabd171b4e Office 365 E2 6634e0ce-1a9f-428c-a498-f84ec7b8aa2e Office 365 E3 6fd2c87f-b296-42f0-b197-1e91e994b900 Office 365 E5 c7df2760-2c81-4ef7-b578-5b5392b571df Office 365 F2 131fd665-5752-4995-a628-bcba5c889745 Office 365 F3 4b585984-651b-448a-9e53-3b10f069cf7f Microsoft Teams Essentials (Microsoft Entra Identity) 3ab6abff-666f-4424-bfb7-f0bc274ec7bc Most offers based on these plans are also supported. For example, if you subscribe to Microsoft 365 Business Premium (Nonprofit Staff Pricing), it's a specific offer for not-for-profit organisations based on the Microsoft 365 Business Premium plan, and is therefore supported.
Note
Can't find your plan in the list? Microsoft is continually looking for feedback on how we can improve our service and expand our offering so that more customers can take advantage of this capability. Share your idea for which plans we should support next at https://aka.ms/bcIdeas.
Users must be assigned a Microsoft 365 licence that has the Microsoft Teams app enabled in the list of apps for that licence.
Supported apps Service Plan ID Microsoft Teams 57ff2da0-773e-42df-b2af-ffb7a2317929 The organisation must have at least one other user that is assigned a Dynamics 365 Business Central licence.
Next steps
- Get an understanding of the user access flow to help plan your approach and configuration of Business Central to match the business needs. See User Access Flow.
- Set up your environment and users for access with Microsoft 365 licences. See Set Up Access with Microsoft 365 Licences .
See also
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