Revise troubleshooting steps for email synchronization

Updated the documentation for troubleshooting email synchronization issues in Dataverse, clarifying symptoms, causes, and resolutions.

Author: DerekBraunMSFT

support/power-platform/dataverse/email-exchange-synchronization/Test-And-Enable-Fails-For-Unrecognized-EmailAddress

@@ -13,41 +13,40 @@ ms.author: debrau
 
 When attempting to perform Test and Enable on a mailbox in Dataverse, users may encounter the following error message:
 
->Test and Enable failed because no user was found with the email address "<[email protected]>" in the Microsoft 365 tenant associated with this mailbox's Email Server Profile. Verify the user exists in the Microsoft 365 tenant and that the email address is set as a UPN, SMTP or Mail address on the intended user. If you are connecting to mailbox in a separate Microsoft 365 tenant, verify you have configured a Cross Tenant Email Server Profile.
+>Test and Enable failed because no user was found with the email address "<[email protected]>" in the Microsoft 365 tenant associated with this mailbox's Email Server Profile. Verify the user exists in [...]
 
 ## Cause
 
 This error typically occurs when:
 
- - The specified email address does not exist in the Microsoft 365 tenant linked to the mailbox's Email Server Profile.
- - The email address is not properly configured as a User Principal Name (UPN), SMTP address, or Mail address on the user object.- 
- - The mailbox belongs to a different Microsoft 365 tenant, and a Cross Tenant Email Server Profile has not been configured.
+- The specified email address does not exist in the Microsoft 365 tenant linked to the mailbox's Email Server Profile.
+- The email address is not properly configured as a User Principal Name (UPN), SMTP address, or Mail address on the user object.
+- The mailbox belongs to a different Microsoft 365 tenant, and a Cross Tenant Email Server Profile has not been configured.
 
-##Resolution
+## Resolution
 
-Step 1: Validate User Existence and Email Address Configuration
+**Step 1: Validate User Existence and Email Address Configuration**
 
 An administrator should verify that the user exists in the correct Microsoft 365 tenant and that the email address is properly configured.
 
 To validate UPN, SMTP, or Mail address:
-1.	Sign in to the Microsoft 365 Admin Center.
-2.	Navigate to Users > Active Users.
-3.	Search for the user using the email address in question.
-4.	Open the user profile and confirm the user has at least one email address matching the email address in the Dataverse mailbox record: 
 
-o	User Principal Name (UPN) or Username matches the email address.
+1. Sign in to the Microsoft 365 Admin Center.
+2. Navigate to **Users > Active Users**.
+3. Search for the user using the email address in question.
+4. Open the user profile and confirm the user has at least one email address matching the email address in the Dataverse mailbox record:
+    - User Principal Name (UPN) or Username matches the email address.
+    - In the **Mail** tab, click **Edit Exchange properties**. In **Manage mailboxes**, open the mailbox. On the **General** tab, confirm the **User ID** or the **Email addresses** properties contain the email address.
+    - **Note:** If a matching address is found in the **Email addresses**, click **Manage email address types** to confirm the address type is “SMTP”.
 
-o	In the Mail tab, click Edit Exchange properties. In Manage mailboxes, open the mailbox. On the General tab, confirm the User ID or the Email addresses properties contain the email address. 
+If the user exists in the same tenant as your Dataverse instance but does not have a matching UPN, SMTP, or Mail email address, update the Dataverse mailbox record to a valid email address for the user.
 
-Note: If a matching address is found in the Email addresses, click “Manage email address types” to confirm the address type is “SMTP”.
+If the user does not exist in the same tenant as your Dataverse instance, proceed to **Step 2**.
 
-If the user exists in the same tenant as your Dataverse instance but does not have a matching UPN, SMTP, or Mail email address then update the Dataverse mailbox record to a valid email address for the user. 
+**Step 2: Configure Cross Tenant Email Server Profile**
 
-If the user does not exist in the same tenant as your Dataverse instance, proceed to Step 2.
-
-Step 2: Configure Cross Tenant Email Server Profile
 If the mailbox resides in a different Microsoft 365 tenant, you must configure a Cross Tenant Email Server Profile.
 
-Refer to the below documentation:
+Refer to the following documentation:
 
-https://learn.microsoft.com/entra/identity/multi-tenant-organizations/cross-tenant-synchronization-configure?pivots=same-cloud-synchronization
+[Configure cross-tenant synchronization](https://learn.microsoft.com/entra/identity/multi-tenant-organizations/cross-tenant-synchronization-configure?pivots=same-cloud-synchronization)