Difference between revisions of "Email settings for sending emails"

Revision as of 10:49, 5 February 2024

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Due to email providers increasing SPAM protection we recommend that you use you own email server. If you use Charitylog/Crossdata to send email on your behalf (relay/spoofing) there is a high chance that this will be marked as SPAM or simply rejected (giving you a message send failure). We are phasing out sending email via our servers.

Email Setup

The system can be setup to use email features. You have a choice; to use your email servers (recommended), or to use the system's email server (not recommended). When using the system's email server, all emails will be sent on your behalf and sent from your email addresses. Unfortunately this method of relay has a higher chance as been marked as SPAM and placed in the recipient's junk mail folder. It would also be recommended to send emails in batches no greater than 200/300.

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If you wish to use email features within your system, set "Use email service with Charitylog/Crossdata" to yes.

You will be displayed the organisation email address from the Organisation Details settings.

In some areas of the system you will find links to send a direct email. If you wish your users to use their email client (default email program on the user's device), set 'Use external email client' to 'Use External System'. To use the system to generate the email, set 'Use external email client' to 'Use Charitylog/Crossdata' (you will need to configure the SMTP servers).

Enter your organisation's email footer, disclaimer and legal text in the 'Email footer' box. This enables the system to generate direct emails and mass emails from reports and other areas.

To use your own SMTP servers (recommended), set "Use SMTP Servers" to Customer's Own SMTP Servers. You will need to complete the following options;

SMTP Server Address (e.g. mail.example.com)
SMTP Server Username (e.g. noreply@example.com)
SMTP Server Password
SMTP Server Port
SMTP Server Protocol (e.g. None, TLS, SSL)

Set "Use SMTP Servers" to Charitylog/Crossdata SMTP Servers.

Due to email providers increasing SPAM protection we recommend that you use you own email server. If you use Charitylog/Crossdata to send email on your behalf (relay/spoofing) there is a high chance that this will be marked as SPAM or simply rejected (giving you a message send failure).

Click save details to update your changes.

Office 365

If you use Microsoft Office 365 you will need to add an email connector on your Exchange online admin centre.

Log in to Microsoft Office 365 and then click on the Admin Icon.

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On the menu click on the down arrow next to Admin Centers and Click Exchange.

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In the Exchange Admin centre select mail flow and click on connectors across the top of the page. Click on PLUS '+' icon to add a connector.

Choose the following scenario;

From: Your organization's email server
To: Office 365

Click on Next to Continue.

Give the connector a name (required) and a description (optional), leave the 'Turn it on' and 'Retain internal Exchange email headers (recommended)' options ticked and click next.

IP addresses

On the following screen you will need to select the option 'By verifying that the IP address of the sending server matches one of these IP addresses that belong to your organizationThese IP addresses must belong to your organization'

Use the PLUS '+' icon to add the following IP addresses;

31.222.147.130

185.144.231.129

185.144.231.132

13.42.72.139

3.9.155.126

18.132.80.157

18.135.235.31

Click next and then Save on the confirmation page.

You will then need to configure the system settings (see above). The SMTP address will be unique to your organisation. If your email address domain is @mycharity.org.uk then you would need to use

mycharity-org-uk.mail.protection.outlook.com

See below for an example;

You can then use any valid Office 365 username and password.

Office 365 Encryption

Many organisations require end to end email encryption. Using Charitylog, Microsoft Office 365 Email and Microsoft Office Rights Management this can be achieved. You will require Office 365 subscription with email enabled users as well as Azure Information Protection for Office 365 (Please consult your IT team or 365 admin panel for details). Following the above instructions will connect your Charitylog system to Office 365. In the Azure Information Protection section you would set up your protection labels (templates and use the Exchange admin centre to set transport rules for emails from the Charitylog IP addresses. Please note that this is a feature of Microsoft Office 365 and not Charitylog.

Gmail

To use Gmail as your provider you will require a corporate account and you will need to be using Gsuite. Follow the instructions on the link below to setup a new SMTP relay. On the settings you will need to specify a sending IP address as 31.222.147.130, ensure that 'require SMTP authentication is NOT selected and select Require TLS encryption.

Instructions [See here for details]

Once you have saved these details within the GSuite set your setting on the system to the below.

Please note that you do not need to specify a user or password and the SMTP server port needs to be set to 587 and the Server protocol is set to TLS.

Other Providers

Please contact your service provider.