How to send emails using Gmail, Outlook.com, or MS Office 365

If you would like VanillaSoft to use your email account for sending emails, simply provide your email server information in the fields provided.

Whenever an email account is configured for a user, VanillaSoft will use that email account to send any emails sent by the caller. If the user's own email server is not provided, VanillaSoft uses its own email servers (or one configured by your administrator) to send out emails on the caller's behalf by using the caller's user account email address as the "Sender" of the email.

To set up a User for emailing through your own server:

  1. Login as Admin.
  2. Go to Users
  3. Select the User you will be editing.
  4. Check the My Email Account box
  5. Click Save button.
  6. Click Email Account tab.
  7. Enter the email server information (see examples below).

Gmail SMTP Server Settings

When using Gmail to send email from VanillaSoft, you must update your Google account .

  1. Sign into My Account in Google.
  2. Go to Sign-in & Security, then Apps with account access.
  3. Ensure that "Allow less secure apps" is ON.

You can now configure your SMTP settings in VanillaSoft.

  • SMTP Server: smtp.gmail.com
  • Username: Your Gmail address (e.g. example@gmail.com)
  • Password: Your Gmail password
  • SMTP Port: 587
  • TLS/SSL Encryption Required? Yes

MS Office 365 Server Settings

  • SMTP Server: outlook.office365.com
  • Username: Your Office 365 email address
  • Password: Your Office 365 password
  • SMTP Port: 587
  • TLS/SSL Encryption Required? Yes

MS Outlook.com Server Settings

  • SMTP Server: smtp-mail.outlook.com
  • Username: Your full Outlook.com email address (e.g. myname@outlook.com)
  • Password: Your Outlook.com password
  • SMTP Port: 587
  • TLS/SSL Encryption Required? Yes

Do you use a third-party mail server? Please view this article for more information.

NOTE: You must ensure that the VanillaSoft Email address on the user account is compatible with the email server information provided in this page. For example, if you configure your Gmail server in this page but your VanillaSoft's user account has your hotmail email address in the Email field, sending emails will not work. The Gmail server will reject your emails because the "Sender" email address does not belong to the account provided. The best way to determine if this will happen with your email server is to send a test email.

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