Email settings

The email settings are used to send reports to yourself, to vendors, or to clients.

Configuring email in system settings

Open the System Setup screen under the Utilities, Setup menu.

Enter your SMTP settings for sending email in the “Email Settings” section. You may need to get this information from your IT department or from your internet provider. Click Test Email to test your email settings. If you haven’t already entered your own email address on the User Settings screen, you will be prompted to do that.

Under User Settings, enter your email address. This will be used for sending reports in RPM to yourself.

Some providers do not allow sending emails with SMTP this way. If you get errors sending test emails, you may need to create an app password to send emails. Follow the steps below to create an app password for Microsoft Office 365 or Gmail.

How to create an app password in Microsoft Office 365

Your company’s IT support person will need to handle setting up a Microsoft Office 365 app password.

Note: In your Microsoft Office 365 tenant, “Authenticated SMTP” must be on for the mailbox you are sending from. Details can be found on Microsoft‘s Knowledge Base in this article: Use the Microsoft 365 admin center to enable or disable SMTP AUTH on specific mailboxes.

1. Log in to your Office 365 account using your username and password.
2. Once you’re logged in, click on your profile picture in the top-right corner of the screen and select “My account” from the dropdown menu.
3. On the next screen, click the “Security & privacy” tab on the left-hand side of the page.
4. Under the “Additional security verification” section, click the “Create and manage app passwords” link.
5. On the next screen, click Create to generate a new app password.
6. Give your app password a name that will help you remember what it’s for, then click Next.
7. The next screen will display your new app password. Make a note of this password, as you won’t be able to see it again once you leave this page.
8. Click Done to complete the process.

If Microsoft makes changes to the above steps, search online for “create an app password in Microsoft 365“.

In RPM, open the System Setup screen under the Utilities, Setup menu.

• Outgoing Mail Server (SMTP): smtp.office365.com
• SSL Authentication: Checked
• Port (Outgoing Mail Server SMTP): 25, 465, or 587 (25 is pictured above)
• Logon Name/Email: your_email@yourdomain.com
• Password: Enter the app password you just created above
• Send From Email: Logon Email
• Reply To: select the Logon Email or User Email as the “Reply To” email address

How to create an app password in Gmail

Any user can set up an app password using Gmail. Follow the steps below.

1. Log in to your Gmail account using your username and password.
2. Click on your profile picture in the top-right corner of the screen and select “Google Account” from the dropdown menu.
3. On the left side of the page, click Security and scroll down to the “How you sign in to Google” section.
4. Click 2-Step Verification.
5. If prompted, enter your password again.
6. Scroll to the bottom and open App passwords.
7. Type in a label for your app password (like “RPM”) and click Create.
8. Copy the generated app password to your clipboard. You will need to paste it in the “Password” field in the RPM “Email Settings” section.
9. Click Done.

If the Google makes changes to the above steps, search online for “create an app password in Gmail“.

In RPM, open the System Setup screen under the Utilities, Setup menu.

• Outgoing Mail Server (SMTP): smtp.gmail.com
• SSL Authentication: Checked
• Port (Outgoing Mail Server SMTP): 465 or 587
• Logon Name/Email: your_email@gmail.com
• Password: Enter the app password you just created above.
• Send From Email: Logon Email
• Reply To: select the Logon Email or User Email as the “Reply To” email address