Setting-up Outgoing SMTP Emails
- Adam Evans
- Roly Birkwood
- Emily Broom
Introduction
This article covers setting up your user profile on the eKeeper CRM so that you can send emails out of your system.
Note
The screenshots displayed in this article have been taken from our test environment and may appear a little different to your system. However the steps will remain the same.
Finding your SMTP settings
To find your SMTP settings, contact your email service provider and ask for the following:
SMTP Server Address,
SMTP Port Number
'If the server requires authentication'
Your SMTP/Email Username,
Your SMTP/Email Password,
Encryption Type (SSL/TLS)
Note
Email Settings can vary. It is always best to check with your email provider or IT department to confirm these details.
Common Email Service Provider settings
Below is a list of common email service providers and the settings required.
Service Provider | Server | Port | Encryption/Authentication Type |
Gmail | 587 | TLS (yes) | |
Outlook | 587 | TLS (yes) | |
Office365 | 587 | TLS (yes) | |
Yahoo | 465 | SSL (no) | |
BT/BT Internet | 465 | SSL (no) | |
GoDaddy | 587 | TLS (yes) |
Adding your SMTP Server settings to your user profile
Tip
You need to have a permission turned on for your user group that enables you to edit users in the system
Entering Your Details Into eKeeper
Once you have these details you can begin filling them into your user profile in your CRM.
1. Head to System settings from the home page
2. Look for the 'Manage your users' Section in the top right, and click 'Users'
3. Against the user you wish to change click 'edit'
4. Once your user profile opens, scroll down until you see the following section:
TIP
If you are unable to see this section ask your Super User to enable the permission:
‘Can Maintain OWN email server details’ for your user group.
5. Enter your SMTP email settings into the boxes, displayed below.
Tip
You will need to enter these details against each user you wish to be able to send emails out of the eKeeper CRM
It is always a good idea to test your SMTP credentials against a single user first before applying them to other users.
INFORMATION
If your email server is using 2 factor authentication then for the SMTP Password you will need to use something called an app password. Here are a couple of guides on how to set one up for Office365/Outlook and Gmail.
Outlook: App passwords for a work or school account - Microsoft Support
Gmail: https://support.google.com/accounts/answer/185833?hl=en
How should my screen look when I as done?
The following example assumes Office 365 is the supplier of your emails.
How do I know if the settings are correct?
By using the “Test Connection” button, the system will perform a connection check and feedback.
If your details are correct, you will see the following message:
What if I receive an error message?
To help you, here are the common error messages, along with a possible resolution
The common issue here is with the USERNAME field, either the username is wrong or if the field has been entered by ‘Copy & Paste’ there can often be a blank space added to the username, which needs removing.
Otherwise, seek this information from your email server provider/IT support firm.
The common issue here is with the PASSWORD field, either the password is wrong or if the field has been entered by ‘Copy & Paste’ there can often be a blank space added at the end, which needs removing.
Otherwise, seek this information from your email server provider/IT support firm.
This message normally suggests an issue with the SMTP PORT number, please refer to the table above in the section above (Common Email Service Provider settings).
Otherwise, seek this information from your email server provider/IT support firm.
This message normally suggests an issue with the SMTP SERVER entry, please refer to the table above in the section above (Common Email Service Provider settings) or seek this information from your email server provider/IT support firm.
The common issue here is with the SMTP AUTH settings, within the Microsoft 365 Admin Centre.
Microsoft provide a user guide, which take's you through the steps needed to enable this setting.
Alternatively, you may need to ask your email server provider/IT support firm to perform this action.
The common issue here is with the TLS tickbox in your user details, this can be resolved by ticking it on.
Otherwise, seek this information from your email server provider/IT support firm.