Email/SMTP Configuration

Email/SMTP Configuration

Goal

Set up email sending through Microsoft 365 using SMTP. Optionally, add an SPF record if needed. This lets users send emails from the system with their own Microsoft 365 mailboxes.

Procedure

Step 1: Enable SMTP Authentication in Microsoft 365

In the Microsoft 365 admin center, enable SMTP AUTH for every user who should send emails from the system.

Warning
Sending will fail if SMTP Authentication is not enabled for a user in Microsoft 365.

Step 2: Enter SMTP server settings in Account > Profile

In the system, go to Settings > Account > Profile. Enter your organization’s SMTP server details.

  • SMTP host: smtp.office365.com
  • Port: 587
  • Encryption: SSL/TLS (enable)
Idea
The values above are Microsoft’s default SMTP settings. Use them unless your mail administrator provides different details.

Step 3: Add each user’s Microsoft 365 login and password

For every user who should send email from their own Microsoft 365 mailbox, open the user in Settings > User and enter the Microsoft 365 username and password for SMTP.

Idea
This makes emails send from the user’s own address in Microsoft 365.

Step 4: Understand fallback sending (optional)

If you also enter an SMTP login and password in Settings > Account > Profile, these credentials are used only as a fallback when a user does not have user-specific SMTP settings. This step is optional.

Idea
Use account-level SMTP only when you want a shared fallback sender. Prefer user-level settings for personal mailboxes.

Step 5: If you use MFA, add an SPF record

If Multi-Factor Authentication (MFA) is enabled in Microsoft 365, you may need to add the following SPF record for the system’s email service:

  • Name: cloud.omikai.com
  • IP address: 137.116.230.3
  • Net bits: /24
  • Primary Subnet mask: 255.255.255.0

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