How
to configure the email settings in SugarCRM
In this tutorial we'll show you how to set the SugarCRM
options for the outgoing mail server, how to add an email account for incoming
emails and configure the built-in SugarCRM email client.
First of all, you should configure the email settings for
the outgoing mail server. These are global settings that affect the whole
SugarCRM application. The outgoing mail server is used to send system
notifications and alerts, and it's also used by all registered users to send
emails through SugarCRM.
To set up the system email options, log in as an
administrator and click on the Admin link in the upper right corner.
On the admin page scroll down to the section Email and click on the
button Email Settings:
On the page that opens the first section is
labeled Outgoing Mail Configuration. In that section there are four
buttons which allow you to choose the service that you want to use
(Gmail, Yahoo, Microsoft Exchange, Other). The options that are
displayed in this section depend on which of the four buttons you click. For
example, if you click on Gmail you only have to specify the name of
your Gmail email account, its password, and whether you want to allow users to
use this account for outgoing mail when sending messages from the SugarCRM
application:
You also have to type the name of your organization in
the From Name field, and the email address in theFrom
Address field. The Yahoo button displays the same settings.
By default, the Other button is selected. You can
use it to configure the settings for any outgoing email server. For example,
you can use the HostKnox server hosting your account. As a matter of fact, you can also
use this button to set up the outgoing mail configuration of your Gmail or
Yahoo email account. TheOther button displays some additional options
compared to the Gmail and Yahoo buttons:
If you want to use the HostKnox server hosting your account,
first you need to create an email account from the Emails section of
the Pixie control
panel. For more information on how to do it read the tutorial onsetting up an email account. This, of course, will be an email
address with your domain name (e.g.name@yourdomain.com).
In the fields for From Name and From
Address type respectively the organization's name and the email address.
In the field for SMTP Mail Server type the URL address of the
outgoing mail server. In case you decide to use the HostKnox servers just type
the name of the server hosting your account (e.g.e.hostknox.com). Mark the
checkbox for the option Use SMTP Authentication, type the full email
address in the field for Username and the password for that email
account in the field for Password. If you want to use encryption,
select TLS or SSL from the drop-down menu Enable SMTP
over SSL or TLS and set theSMTP Port number to 465. If you don't use
encryption, set the port number to 587 and select None from
the drop-down menu.
In case you want registered users (including administrators)
to use this same email account to send emails through the SugarCRM application,
mark the checkbox for Allow users to use this account for outgoing email.
If you don't mark this checkbox, the users will still be able to use the same
outgoing mail server to send messages, but you have to provide them with their
own email credentials. For example, if you use the HostKnox server hosting your
account, this means that you have to create an email account for each user from
the Email section of the Pixie control panel and then send
the email address and password to the users. Then each user has to configure
the settings for their SugarCRM account by typing the full email address and
its password in the appropriate fields. Registered users can access the
settings for their SugarCRM account by clicking on their name in the upper
right corner (after they log in to the SugarCRM application).
After you configure the settings for the outgoing email
server don't forget to click on the Save button to save the changes.
You can test whether everything is working correctly. Just click on
the Send Test Emailbutton. A window will pop out. Type the name of an
email address that you want to use to receive the test message and click
on Send:
Users, both administrators and regular users, can add an
incoming mail account from the settings for their SugarCRM account. To do this
after you log in click on your name in the upper right corner. On the page with
the settings that opens the first tab with options is called User Profile.
The bottom section displayed by that tab is Email Settings. Type the full
email address for the incoming mail account in the field forEmail Address:
This will be the email address to which system notifications
and alerts will be sent, and this will be the email account shown to other
users when they view your profile. You can add more email addresses and you can
specify the primary one by marking the Primary button for the
particular email address. If, for example, the user has their own credentials
for the outgoing (SMTP) mail server, meaning that you have created an email
account for each user from the Pixie control panel, this is where the user
has to provide the SMTP credentials. They just have to type the full email
address in the field for SMTP Username and the password for that
email account in the field for SMTP Password. In this case, if the user
wants to, they can use the same email account for both outgoing and incoming
messages. They just have to provide the same email address in the fields
for Email Address and SMTP Username. The last thing to do is to
click on the Savebutton.
SugarCRM also has a built-in email client which
you can use to check your incoming messages and to send emails. You can access
it by clicking on the Emails tab in the navigation bar. If you have
configured the outgoing email settings, you don't have to do anything
additional about that. To be able to use the built-in email client to check
your mail, you need to add the email account that you want to use for incoming
emails to the SugarCRM email client. To do this, after you access
the Emails module click on the Settingsbutton:
When you do it a new window
will pop out. It has two tabs: General and Mail Accounts. Click
on the tabMail Accounts and then on the Add button that's under
the Mail Accounts section:
After you do it a new window with settings will open:
The first section is Incoming Email. In the fields
for Mail Account Name and User Name type the full email
address that you want to use, and in the field for Password type its password. In the field for Mail Server Address type the URL
address of the HostKnox server hosting your account, if you want to use an
email account that you have created from the Pixie control panel. In case you want to use an account in Gmail or
Yahoo, for example, type imap.gmail.com or imap.mail.yahoo.com respectively.
Leave the Mail Server Protocol drop-down
menu to IMAP. If you want to use encryption mark the checkbox for the option Use SSL; the port number should change
automatically to 993. This is the correct port number for IMAP with encryption;
with no encryption it's 143. Specify a name for the trash folder in the
corresponding field and you can click on the Test Settings button to check whether everything is fine.
On this window there's also a section Outgoing Email. By default, the field
for From Name should be
filled with the name that you have used when creating your user's account in
SugarCRM. The field for From
Address by default should show the email address that you have
specified in the settings of your SugarCRM account; this is actually the
incoming email for system notifications and alerts. The name and address will
just be shown to the recipients of your email messages. This email address will
be used to send the email messages only if your incoming mail account and
outgoing mail account are the same. Otherwise, it will be shown in the From field of the recipient, but
the message will be sent from the actual outgoing email account.
Finally just click on the Done button to save the settings,
and now you can use the built-in email client to send and receive email messages.
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