Configure Email

Configure Email

Set up outgoing and incoming email servers for system communications, notifications, and messaging.

Time required: 15-20 minutes

Module: mail, base

User role: System Administrator

Prerequisites

• System Administrator role
• SMTP server credentials
• Domain verification (for deliverability)

Steps

Step 1: Access Email Configuration

1. Go to Settings -> General Settings
2. Navigate to Discuss section
3. Click Configure Email Servers

Step 2: Configure Outgoing Mail Server

1. Click Outgoing Mail Servers
2. Click Create

Field	Required	Description	Example
Description	Yes	Server name	”Gmail SMTP”
SMTP Server	Yes	Server address	”smtp.gmail.com”
SMTP Port	Yes	Server port	587
Connection Security	Yes	Encryption	TLS

Step 3: Enter Authentication

Field	Description	Example
Username	SMTP username	”noreply@school.edu”
Password	SMTP password	(App-specific password)

Step 4: Test Outgoing Server

1. Click Test Connection
2. Verify “Connection successful” message
3. Send test email to confirm delivery

Step 5: Configure Incoming Mail Server (Optional)

For email-to-ticket or reply processing:

1. Go to Incoming Mail Servers
2. Click Create

Field	Description	Example
Name	Server identifier	”Support Inbox”
Server Type	Protocol	IMAP
Server Name	Mail server	”imap.gmail.com”
Port	Server port	993
SSL/TLS	Encryption	Yes

Step 6: Set Default From Address

1. Go to Settings -> General Settings
2. Set Email FROM address
3. This appears as sender for system emails

Step 7: Configure Email Aliases

Create functional email addresses:

Alias	Purpose	Example
info@	General inquiries	info@school.edu
admissions@	Admission queries	admissions@school.edu
support@	IT support	support@school.edu
fees@	Fee inquiries	fees@school.edu

Step 8: Activate Server

1. Enable Active checkbox
2. Click Save
3. Server is now operational

Provider-Specific Settings

Gmail/Google Workspace

Setting	Value
SMTP Server	smtp.gmail.com
Port	587
Security	TLS
Note	Use App Password

Microsoft 365

Setting	Value
SMTP Server	smtp.office365.com
Port	587
Security	STARTTLS
Note	Enable SMTP AUTH

Amazon SES

Setting	Value
SMTP Server	email-smtp.region.amazonaws.com
Port	587
Security	TLS
Note	Verify sending identity

Field Reference

Outgoing Mail Server

Technical Field	UI Label	Type	Notes
name	Description	Char	Server identifier
smtp_host	SMTP Server	Char	Server address
smtp_port	SMTP Port	Integer	Usually 587
smtp_encryption	Security	Selection	none/starttls/ssl
smtp_user	Username	Char	Auth username
smtp_pass	Password	Char	Auth password

Troubleshooting

Connection refused

1. Verify SMTP host and port are correct
2. Check firewall allows outbound connection
3. Confirm server credentials

Authentication failed

1. Check username/password
2. For Gmail, use App Password (not account password)
3. Verify 2FA settings don’t block access

Emails not delivering

1. Check spam/junk folder
2. Verify SPF/DKIM/DMARC records
3. Review email logs for errors

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Related: Set Up Email Notifications | Configure Email Templates