Set Up Business Central Access in Teams with Microsoft 365 Licenses

Administrators must complete multiple activities before users can access Business Central with their Microsoft 365 license. The steps below represent the minimum setup required to get started. To learn more about access with Microsoft 365 licenses, go to Business Central Access with Microsoft 365 Licenses.

Guidelines

Setting up access with Microsoft 365 licenses involves the following tasks:

Step	Task	Required
1	Configure which Business Central data the Microsoft 365 licensed users have permission to view
2	Enable access with Microsoft 365 licenses on the Business Central environment
3	Assign security group to the environment
4	Deploy the Business Central app for Teams to users
5	Test the setup

Configure permissions

Business Central is secure by design and minimizes risk by granting no permissions to Microsoft 365 users out of the box. Administrators must configure object permissions that determine which tables, pages and reports can be accessed in Teams with only a Microsoft 365 license. These permissions are the starting permissions assigned when a user signs in for the first time with their Microsoft 365 license.

To configure starting permissions:

1. In Business Central, search for License Configuration.
2. Select the Microsoft 365 license.
3. At the top of the Microsoft 365 license page, select the edit icon , then turn on Customize permissions.
4. In the Custom Permission Sets section, add the appropriate permission sets and choose whether they're applicable to a single company or all companies within the environment.

With this configuration, users with only a Microsoft 365 license are added to the Users list when they access Business Central for the first time. For more information about users, go to Creating Users According to Licenses.

When working with multiple environments, license configuration must be applied to each environment and can be different on each environment.

Learn more at Assign Permissions to Users and Groups and Composing Permission Sets.

Enable access with Microsoft 365 licenses

Access with Microsoft 365 licenses is off by default. Access must be enabled for each environment independently, giving administrators control and allowing for staged rollout across the organization. You turn on access by using the Business Central admin center:

1. In the upper-right corner, select Settings > Admin Center.
2. In the admin center, select Environments, then select the environment on which you want to change license access.
3. On the Environment details page, select Modify for the Access with Microsoft 365 licenses setting.
4. In the Microsoft 365 licenses pane, turn on the switch.
5. Select Save when done and accept the confirmation. The change comes into effect immediately.

Choose who gets access by using security group

In the Business Center admin center, an environment can be assigned to one or more security groups to control access. You can assign a Microsoft Entra group to the environment. By assigning a Microsoft Entra group to an environment, only direct and indirect members of the group are granted access to the environment. Indirect members are users in another group, which itself is a member of the group assigned to the environment. Although all licensed users in Microsoft Entra ID will be added to the environment when it's synchronized with Microsoft 365, only group members can sign in. Learn more in Manage access using Microsoft Entra groups in the developer and IT pro help.

People in the security group must also have an applicable Microsoft 365 license to access Business Central from within Microsoft Teams. Get a list of applicable licenses in Business Central access with Microsoft 365 licenses.

Deploy the Business Central app for Teams

For Business Central license holders to share data in Teams, and for Microsoft 365 license holders to access that data, each must have the Business Central app for Teams installed. Although users can install the app by themselves, it's recommended that administrators use centralized deployment. Centralized deployment lets you roll out the app to a broader audience across the organization and minimize individual user effort. Laern more in Installing the Business Central app by using Centralized Deployment.

Test your setup

To verify that your setup is ready for production, the following steps will help you build the confidence that everything works as it should.

1. Create or identify two test users (A and B).

   • Test user A must have a Business Central license and Microsoft 365 license with access to Teams.
   • Test user B must have only a Microsoft 365 license with access to Teams.

2. Sign in to the Business Central web client as test user A.

   1. Open a record that test user B should have access to, such as an Item card in the appropriate company and environment.
   2. Select Share > Share to Teams to bring up the Share to Teams window.
   3. In the Share to field, add test user B as the recipient.
   4. Wait for the link to expand to a card and select Share.

3. Sign into Microsoft Teams as test user B.

   1. Select Chat and open the conversation with test user A.
   2. In the message sent by test user A, select the Details button on the card. If the Business Central client is displayed and is read-only, your setup was successful.

See also

Overview of Business Central Access with Microsoft 365 licenses
Troubleshoot Access with Microsoft 365 Licenses
Business Central and Microsoft Teams Integration