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ONLYOFFICE Groups

Changing SMTP settings for ONLYOFFICE Groups

Recently you've started using a ONLYOFFICE Groups version and now your portal activity is running at full tilt. Of course you want to keep in line with what is going on on your portal. ONLYOFFICE notifications don't let you miss a thing! But if you want to ensure more efficient functioning of ONLYOFFICE notifications you need to set up the SMTP settings.

Do you get lost in numerous fields you need to fill out? Don't know where to start? Read this article and you will learn how to change SMTP settings for ONLYOFFICE server!

Bare Bones Instructions

  1. Go to the Settings section. To do that click the Settings Icon icon in the right upper corner.
  2. Switch to the Integration tab.
  3. Open the SMTP Settings page.
  4. In the SMTP Settings section fill out the necessary fields (you can get specific settings from your email service provider or see some examples below):
    • in the Host field, introduce your SMTP server host name, such as smtp.domain.com,
    • specify the Port number used by the SMTP server and check the Authentication box,
    • fill out the Host Login and Host Password fields,
      Host login is your email box address for the email server you change the SMTP settings for. Host Password is the password you use to access the corresponding email box. For the Gmail.com, Yandex.ru, Mail.ru services, a password for third-party apps must be specified instead of the main password (see instructions below). Make sure that your email address and password are valid.
    • introduce any name you want in the Sender Display Name field,
    • specify the corresponding email address in the Sender Email Address field (it must comply with the one specified in the Host Login field).
  5. Check the Enable SSL box or leave it unchecked (the SSL activation depends on the port number).
  6. Verify that all the fields are filled out correctly and click the Save button.

That's not the end yet. To apply the changes you've made, please, restart the application pool on your computer . To do that:

  1. Click the Start button and in the opened window choose the Control Panel.
  2. Go to the Administrative Tools and choose the Internet Information Services (IIS) Manager.
  3. Press the Open button in the 'Security warning' window.
  4. Double click the user name, then click the Application pools caption.
  5. Find the ONLYOFFICE Server item in the opened window and click it.
  6. Click the Stop link and right after that the Start link on the right panel.
  7. Reload the ONLYOFFICE page in your browser if it's open.
To make sure that SMTP settings are configurated correctly, create, for example, a new task/user and check out if the notification/invitation letter is delivered to the specified email address.

Some most commonly used mail services provide message delivery service and the corresponding settings. You can see the examples of such settings below:

GMAIL.COM

  1. Host - smtp.gmail.com,
  2. Port - 587,
  3. Authentication - checked,
  4. Host Login - accountname@gmail.com,
  5. Host Password - enter a password for third-party apps. To generate it, follow these steps:
    1. go to the official My Google Account page;
    2. open the Security section on the left;
    3. select App Passwords (you must have two-step verification option enabled), Select app, then Select device and Generate a 16-character password;
    4. click Done.
    To find more information about signing in with App Passwords, visit this page.
  6. Sender Display Name - e.g. ONLYOFFICE Postman,
  7. Sender Email Address - accountname@gmail.com,
  8. Enable SSL - checked

OUTLOOK.COM

  1. Host - smtp-mail.outlook.com,
  2. Port - 587,
  3. Authentication - checked,
  4. Host Login - accountname@outlook.com / accountname@hotmail.com,
  5. Sender Display Name - e.g. ONLYOFFICE,
  6. Sender Email Address - accountname@outlook.com / accountname@hotmail.com,
  7. Enable SSL - checked

YANDEX.COM

  1. Configure your YANDEX.COM mailbox to allow access to it using mail clients:
    1. Open the Email clients section in the Yandex.Mail settings.
    2. Select the following options: From the imap.yandex.com server via IMAP and App passwords and OAuth tokens.
    3. Save the changes.
  2. In the SMTP Settings section on the portal, fill out the following fields:
    1. Host - smtp.yandex.com,
    2. Port - 587,
    3. Authentication - checked,
    4. Host Login - accountname@yandex.com,
    5. Host Password - enter a password for third-party apps. To generate it, follow these steps:
      1. Go to the https://passport.yandex.com/profile page.
      2. Under Passwords and authorization, click Enable app passwords. Confirm the action and click Create a new password.

        If you have two-factor authentication enabled, just click Create an app password.

      3. Choose the Mail application type.
      4. Specify the Name of password, e.g., the application name and click Create.
      5. Use the suggested password.
      6. Click the Done button.
    6. Sender Display Name - e.g. ONLYOFFICE Notifications,
    7. Sender Email Address - accountname@yandex.com,
    8. Enable SSL - checked

MAIL.RU

  1. Host - smtp.mail.ru,
  2. Port - 587,
  3. Authentication - checked,
  4. Host Login - accountname@mail.ru,
  5. Host Password - enter a password for third-party apps. To generate it, follow these steps:
    1. Go to your Mail.ru account settings -> Security -> Sign-in options -> Password for third-party apps;
    2. Click the Add button;
    3. Enter the application name and click Continue;
    4. Copy the code and click Close.
  6. Sender Display Name - e.g. Portal Notifications,
  7. Sender Email Address - accountname@mail.ru,
  8. Enable SSL - checked
If your company has it's own mail server, please, contact your system administrator and ask him for the required server settings.

That's it! Since now you don't need to worry that you will miss an important event, task deadline or employee's birthday.

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