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SMTP Configuration

This guide explains the SMTP Configuration of MyCloudBook: how to connect the mail server of the company, so MyCloudBook can send the documents by email.

Overview

MyCloudBook sends the emails of the company through the mail server of the company. The Simple Mail Transfer Protocol (SMTP) is the standard way to send email through such a server. The SMTP Configuration window holds the address of the server, the sign in data of the mailbox, and the sender that the customers see.

MyCloudBook uses the configuration for these emails:

  • the documents that a user sends with the Send button, for example invoices, receipts, estimates, and statements. See Invoices and Receipts;
  • the emails that confirm the online payments of the Stripe Integration.

Set up the configuration before the first document is sent by email. The answers of the customers go to the From Email address.

How to open the window

  1. In the top bar, click Settings. The button is between the name of the company and the name of the user.
  2. In the menu, click SMTP configuration. The window SMTP Configuration opens.

The Settings menu is shown to the users with the Admin role. The other users do not see the menu.

The Settings menu in the top bar of MyCloudBook with the item SMTP configuration marked.
Figure 1. The Settings menu.
  1. 1Settings. Opens the menu of the company settings.
  2. 2SMTP configuration.

The SMTP Configuration window

The window has two groups: Server Settings and Email Settings. The example shows fictional values of a mail server on port 587.

The SMTP Configuration window with the mail server smtp.brightbeancoffee.example, port 587, a username, an empty password, Enable SSL checked, the sender billing at brightbeancoffee.example, the name Bright Bean Coffee Co., and a BCC address.
Figure 2. The SMTP Configuration window.
  1. 1Mail Server. Required.
  2. 2Port. Required. It starts with 587.
  3. 3Username. Required.
  4. 4Password. Required. The characters are hidden.
  5. 5Enable SSL. An encrypted connection to the server.
  6. 6From Email. Required. The sender address.
  7. 7From Name. Required. The sender name.
  8. 8Send BCC To. Optional. A copy of every email goes to this address.
  9. 9Help. Opens the settings of common mail services.
  10. 10Send Test Email. Sends a test email with the values of the window.
  11. 11Save.
  12. 12Cancel.
FieldRequiredPurpose and rules
Mail ServerRequiredThe address of the SMTP server, for example smtp.gmail.com. The mail service of the company gives this address.
PortRequiredA number from 1 to 65535. Most services use 587 for an encrypted connection.
UsernameRequiredThe sign in name of the mailbox, usually its email address.
PasswordRequiredThe password of the mailbox. Some services, such as Gmail, need an app password instead of the normal password.
Enable SSLOptionalCheck it for an encrypted connection. Gmail, Outlook, and Yahoo need it on port 587.
From EmailRequiredThe sender address of the emails, and the address of the answers. Use an address of the mailbox.
From NameRequiredThe sender name that the customers see, for example the name of the company.
Send BCC ToOptionalA hidden copy (blind carbon copy, BCC) of every outgoing email goes to this address. Use it, for example, for the records of the company.

Testing and saving the configuration

  1. Fill in the fields.
  2. Click Send Test Email. MyCloudBook sends the email Test Email with the values of the window to the From Email address. The values do not need to be saved first.
  3. Check the mailbox of the From Email address.
  4. When the test email arrived, click Save.

When the server refuses the connection, the message starts with SMTP connection Error: and shows the answer of the server. Check the server, the port, Enable SSL, the username, and the password, and send the test again.

The settings of common mail services

The help button opens the settings of common mail services.

The How to Setup SMTP window with the settings of Gmail and of Hotmail and Outlook.
Figure 3. The How to Setup SMTP window.
  1. 1Gmail, with the steps to create an app password.
  2. 2Hotmail and Outlook. The window also lists Yahoo and other servers below.
ServiceMail Server, port, and sign in
Gmailsmtp.gmail.com, port 587, Enable SSL checked. The username is the Gmail address, and the password is an app password of the Google account (2-Step Verification must be on).
Hotmail and Outlooksmtp-mail.outlook.com, port 587, Enable SSL checked. The username is the email address.
Yahoosmtp.mail.yahoo.com, port 587, Enable SSL checked. The username is the email address.
Other serversThe server and the port of the mail service, often 587 with an encrypted connection.

Messages and their meaning

MessageCauseWhat to do
Some fields are not valid!A required field is empty or a value has the wrong form. The field is marked in red.Fill in the marked field, then save again.
Please fill in all required fields before sending a test email.A required field is empty.Fill in the marked field, then send the test.
Mail Server is required.Mail Server is empty.Type the address of the server.
Port must be between 1 and 65535.The port is out of range.Type the port of the service, for example 587.
From Email must be a valid email address.From Email is not an email address.Correct the address.
Send Bcc To must be a valid email address.Send BCC To is not an email address.Correct the address, or leave the field empty.
The test email has been sent to 'X' successfully.The server accepted the test email.Check the mailbox, then save.
SMTP connection Error: ...The server refused the connection or the sign in.Check the server, the port, Enable SSL, the username, and the password.
SMTP Configuration has been saved successfully.The configuration was saved.No action is needed.
SMTP is not configured. Please configure it to send emails.A document was sent by email, and the company has no configuration.Fill in and save the SMTP Configuration.

Questions and answers

Why does MyCloudBook use the mail server of the company?

The emails then come from the address of the company, and the answers of the customers go to the mailbox of the company. Set up the configuration before the first document is sent by email.

Which port should I use?

Use the port that the mail service gives. Most services, such as Gmail, Outlook, and Yahoo, use port 587 with Enable SSL checked.

Where does the test email go?

To the From Email address. Check that mailbox after you click Send Test Email.

Can I keep a copy of every email that MyCloudBook sends?

Yes. Type an address in Send BCC To. A hidden copy of every outgoing email goes to that address.

Which password do I use for Gmail?

An app password of the Google account. Turn on 2-Step Verification, create the app password in the security settings of Google, and paste it into the Password field.