While sending emails from Web Suite, you need to give permission to Outlook or your email program to access Web Suite. By specifying proper email settings, you can by-pass that step and let Web Suite directly send emails by connecting to the specified mail server. A system/IT administrator should configure your email settings.
You can specify email settings at the company level in the Global Settings and Preferences screen. Web Suite allows you to use SMTP (Simple Mail Transfer Protocol) to send emails across Internet Protocol (IP) networks. SMTP is a simple, text-based protocol and is independent of your email client (you can still use your email client).
Below is a list of email-related settings, actions to take and where they can be set.
Settings |
Action/Effect |
Where |
Outgoing Mail Server |
Specify the SMTP mail server name for sending emails. You can send messages to one or more recipients. For example, for Gmail you can enter ‘smtp.gmail.com’. |
Global Settings-Email Settings |
Login ID |
Specify the login or user account name for the SMTP mail server. For example, if you are using Gmail services, enter your Gmail login ID here. |
Global Settings-Email Settings |
Password |
Specify the login password for the SMTP mail server. |
Global Settings-Email Settings |
Outgoing Email Address |
Enter your email address for sending emails via SMTP server. |
Global Settings-Email Settings |
Test Settings |
Click on this option to verify your email settings. You need to save your email settings prior to testing them. |
Global Settings-Email Settings |
Use SMTP Server Authentication |
Check this option if you want SMTP server to ask for authentication before sending emails. |
Global Settings-Email Settings |
Authenticate |
Select a suitable option—Anonymous, Basic or NTLM—for authenticating your emails. In ‘Anonymous’ authentication, there is no way to verify the sender. ‘Basic’ authentication allows clear text user names and passwords for authentication. NTLM or Integrated Windows Authentication only works in configurations where the client computer can contact a domain computer to validate their credentials. |
Global Settings-Email Settings |
Delivery Method |
Choose an option—Network, Specified Pickup Directory, Pickup from IIS—for delivery of emails. In ‘Network’, the email file is sent directly through the network. In ‘Specified Pickup Directory’, the email file is delivered to the specified directory location. In ‘Pickup from IIS’, the email file is dropped in the default location and then IIS searches for these emails. |
Global Settings-Email Settings |
User Name |
Specify the log-on account name for the SMTP mail server used. For example, if you are using Gmail services, enter your Gmail user name here. |
Global Settings-Email Settings |
Password |
Specify the log-on password for the SMTP mail server used. Click ‘Test email settings’ to verify your email settings. |
Global Settings-Email Settings |
SMTP Server Port |
You need to mention the SMTP Server Port number for outgoing mails. The SMTP client initiates a TCP connection to a server's port 25. However, some servers can have their own configurations. For example, Gmail uses port 465. |
Global Settings-Email Settings |
Directory Name |
If
the Delivery Method is ‘Specified Pickup Directory’, then you
need to specify the directory name or path. Click |
Global Settings-Email Settings |
Use SSL |
Check this option if you want to protect the confidentiality and security of data transmitted between your email program and the servers. (SSL stands for ‘Secure Sockets Layer’.) |
Global Settings-Email Settings |
Default Email Messages |
Enter a default email message for invoices, statements and reports; or type a standard signature that displays on all your emails. You can edit this message on the Email screen before sending any email. |
Preferences-More |
to browse to the desired location.