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Email Server Configuration Help

Email Server Configuration Help

Use this information when setting up the Excel Email Manager.

Be sure to get build 2.55 or newer! Check your build number against the latest available build here: Get the latest build.

This page includes specific information for popular email providers.

Gmail

Gmail offers two kinds of email accounts: Personal accounts and Workspace accounts. Personal accounts are free and offer one email address/mailbox. Workspace accounts are paid accounts and offer custom domain names, multiple email addresses/mailboxes, and other features not available for free accounts.

Personal Accounts

When using personal/free accounts, with two-step authentication enabled, email can be sent from the Email Manager by setting up an “app password”.  An app password is a special 16-digit password set up within your Gmail account and then used with the Email Manager – instead of your regular password.

Our version of the instructions found on the google app password help page:

  1. Go to your Google Account
  2. Select Security
  3. Under “Signing in to Google,” select 2-Step Verification
    • If 2-Step verification is not enabled, then enable it
  4. At the bottom of the 2-Step Verification page, select App passwords
  5. Enter a name for the app password describing how it will be used – such as “BRC Email Manager”
  6. Select Generate
    • A window will appear with the 16-digit password
    • Copy the app password displayed on the window before you close it
  7. Enter/paste the app-password in the Email Manager’s Email Account window in the Password field

Workspace Accounts

When using workspace accounts, email can be sent from the Email Manager only after enabling the ‘less secure apps’ preference. For workspace accounts, you’ll use your regular password with the Email Manager.

The option must first be enabled at the Workspace account level, and then second it can be enabled for individual mailbox/email addresses:

  1. Enable the Workspace account: https://admin.google.com/ac/security/lsa
    • Search for “Less Secure Apps”, click on the Security > Access and data control > Less secure apps page and then choose the option to Allow
  2. Enable your email mailbox: https://myaccount.google.com/lesssecureapps?pli=1
    • Enable the “Allow less secure apps” option, the only option on the page

Notes:

  • If you get the error, “Invalid login: 535-5.7.8 Username and Password not accepted“, it may mean less secure apps is not yet enabled  – be sure to follow the steps above to enable it.
  • After enabling the Workspace account, it may take a few minutes for the less secure apps option to become enabled for the email mailbox page.
  • If you don’t actually make use of the less-secure apps option for a period of time (weeks or months?), google may turn it off automatically. In that case, follow the steps to turn it on again.
  • The less secure preference had been removed from free Gmail accounts and now is available only for Workspace accounts.

iCloud

To use the Email Manager with iCloud email accounts, create and use an ‘App-Specific Password’ in iCloud’s security section.

See How to generate an app-specific password

Office365 & Outlook.com

Enter your Microsoft username and password – the same one you use to login at https://www.office.com or https://outlook.live.com

Enter the email address of the hosted email account you’ll be sending from. Sometimes this is the same as the MS username, and sometimes it’s a different address.

Be sure to Enable SMTP for your account. For steps to enable SMTP, see Enable or disable authenticated client SMTP submission (SMTP AUTH) in Exchange and Microsoft 365.

Connection Errors

For Office Exchange, if you and you get an error that says 5.7.139 Authentication unsuccessful, SmtpClientAuthentication is disabled for the Tenant, it means your email account is set up to refuse SMTP clients – even when using an SSL connection.

If you get 5.7.139 Authentication unsuccessful, the request did not meet the criteria to be authenticated successfully, it may also mean you need to enable SMTP Authorization

According to Microsoft, you may get the authentication errors above if SMTP is not enabled for your mailbox.

Also according to Microsoft, SMTP Authorization is disabled for organizations created after January 2020 but can be enabled per-mailbox.  So, if your account was set up after 2020 you will likely need to enable SMTP.

Also, review Microsoft’s advice for security settings that might impact the connection: https://answers.microsoft.com/en-us/msoffice/forum/all/535-57139-authentication-unsuccessful/6a12c8e7-3078-41c8-a4c0-1d9a0eda2ec0

Yahoo

To use the Email Manager with Yahoo, create and use an App Password. An app password is a special password set up within your Yahoo account and then used with the Email Manager – instead of your regular password.
  1. Log into your yahoo account
  2. Hover your mouse over your account name in the upper right corner and then click Account Info on the popup that appears
  3. Click Account Security
  4. Click Manage App Passwords. A popup window will appear
  5. Select Other App from the bottom of the app list and then enter an app name – such as “BRC Email Manager” – and then click Generate
  6. Copy the resulting password and then enter/paste it into the Email Manager’s Email Accounts window in the password field

Note:  Use only a yahoo.com email address in the Reply To field when sending mail using the Email Manager: Either leave the reply-to field blank or use a yahoo.com email address – such as the email you’re sending from. Otherwise, Yahoo will reject the email.