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Introduction

Emailing from Total Office Manager may be performed in one of two ways. The default method is by transmitting information from Total Office Manager to your computer’s third party default mail client. When you do this, we use your locally installed email system (like Outlook). An Outlook email opens and you then click Send. This help topic covers this method.

You may also use the internal email settings to send email and make Contact Log entries within the software. This help topic covers this method. That help topic may be found here.

Preference Setup

Navigate to Edit | Preferences | Company | My Preferences. Enter your SMTP settings for your email service provider.

Default Mail Client Installers

Currently, Total Office Manager requires a 32-bit mail client to send information to your default mail settings. If you have the 64-bit Microsoft Office application installed, you may receive MAPI errors when attempting to email from the software. There are a few free 32-bit applications that may be used if you are not able to obtain a 32-bit Microsoft Office installation package.

  1. Mozilla Thunderbird: https://www.mozilla.org/en-US/thunderbird/
  2. Opera Mail: http://www.opera.com/computer/mail
  3. Claws Mail: http://www.claws-mail.org/win32/
  4. eM Client: http://www.emclient.com/download
  5. Mailbird: https://www.getmailbird.com/

MAPI Error(s) When Emailing

Occasionally an error may be generated when attempting to email out of the software. This may be due to security permissions on the Outlook application or a Windows Security Update causing the issue. To troubleshoot email errors, please make sure the following are in place. Ensure proper security is in place for the Outlook executable. Navigate to the Program Files folder for Microsoft Office (C:\Program Files (x86)\Microsoft Office\Office##) and find the Outlook Executable. Right click and choose Properties, then click on the Security tab. Make sure that the Administrator and computer user for the computer and the domain account are both here with full security permissions. Even if the shortcut on the desktop has full security permissions, the main executable in the program files folder must also have full security permissions. Many times, a Windows update will remove a domain user from the security of the main executable if the application is not
installed with full security permissions. Once it has been added back, emailing from the software will resume working.

Windows Updates

In a prior security update for Windows on January 19, 2016, Microsoft re-released an update to KB3102429 to correct an error that would generate when trying to email or export a PDF that uses Crystal Reports 9. If the update for KB3102429 installed on the local machine is not dated on or after January 19, 2016, please remove the installed update for KB3102429 from your local machine and reboot the computer. If desired, but not required for use with Total Office Manager, you may reinstall this update from the Microsoft website: https://www.microsoft.com/en-us/download/details.aspx?id=49948.

As we are aware that there may be updates that prevent certain functions like emailing to fluidly work in Total Office Manager, please review any Windows or Microsoft Updates that may have been installed since you knew the ability to email last worked.

Emailing From Third Party Applications with Microsoft 365

When emailing from Microsoft 365, it is necessary to ensure any email addresses entered in the From and BCC email fields.  To ensure you are able to send from Total Office Manager and Aptora Mobile II, you will have to configure Multifunction Device/Application on the shared mailbox accounts.  Attached is a link which explains this functionality. Learn More About Multifunction Device Emails

Here are things check with the email setup and configuration:

  1. The email account has a mailbox that is an authorized account to send mail.
  2. The email account allows for third party apps to send email on its behalf.
  3. Anti-spam filtering rules in the email setup is not preventing access from the third party.

While our office cannot assist with these settings, it is recommended to first test them in another mail client to ensure he can connect.  Once verified, the SMTP settings entered into Total Office Manager or Aptora Mobile II will work.  It is recommended to speak with your IT professional or whomever is responsible for the configuration of the email accounts to make sure these settings are correct.

Emailing From Third Party Applications with 2-Factor Authentication Enabled

If you are prompted to access your phone or email for the 6-digit verification code, you have 2-Factor Authentication enabled on your email account.  In order to email from a third party application, you will need to setup and App Password in your account profile.  Click the link below the learn about creating App Passwords for the most common email domains.

  1. Microsoft 365 or Hotmail
  2. Yahoo Mail
  3. Gmail
  4. AOL
  5. GoDaddy

Email SMTP and POP3 Server Settings

Below is a list of the standard default port settings for email servers.

Outlook.com Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp-mail.outlook.com StartTLS 587
IMAP Server (Incoming Messages) imap-mail.outlook.com SSL 993
Yahoo Mail Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.mail.yahoo.com SSL 465
IMAP Server (Incoming Messages) imap.mail.yahoo.com SSL 993
Yahoo Mail Plus Server: Authentication: Port:
SMTP Server (Outgoing Messages) plus.smtp.mail.yahoo.com SSL 465
IMAP Server (Incoming Messages) plus.imap.mail.yahoo.com SSL 993
Office365.com Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.office365.com StartTLS 587
IMAP Server (Incoming Messages) outlook.office365.com SSL 993
Note: If the above settings are not working for your account, then login into the outlook web app, go to the “Settings” > “Options” > “Account” > “My Account” > “Settings for POP and IMAP Access”.
Googlemail – Gmail Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.gmail.com SSL 465
smtp.gmail.com StartTLS 587
IMAP Server (Incoming Messages) imap.gmail.com SSL 993
Please make sure that IMAP access is enabled in the account settings.
Login to your account and enable IMAP.
You will need to turn off 2-Step Verification in the Gmail settings: https://support.google.com/accounts/answer/1064203?hl=en
You will also need to enable “less secure apps” (third party apps) in the Gmail settings:
https://support.google.com/accounts/answer/6010255?hl=en
See also: How to enable IMAP/POP3/SMTP for Gmail account
If you have done the above and you receive an error when you try to email from Total Office Manager, you may need to disable Captcha:
https://accounts.google.com/DisplayUnlockCaptcha
*Your Gmail/Google settings may revert .  Please check these three settings should you receive an error in the future, after being able to send emails.
AOL.com Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.aol.com StartTLS 587
IMAP Server (Incoming Messages) imap.aol.com SSL 993
AT&T Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.att.yahoo.com SSL 465
IMAP Server (Incoming Messages) imap.att.yahoo.com SSL 993
Verizon Server: Authentication: Port:
SMTP Server (Outgoing Messages) outgoing.verizon.net 587
IMAP Server (Incoming Messages) incoming.verizon.net 143
zoho Mail Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.zoho.com SSL 465
IMAP Server (Incoming Messages) imap.zoho.com SSL 993
Mail.com Server: Authentication: Port:
SMTP Server (Outgoing Messages) smtp.mail.com StartTLS 587
IMAP Server (Incoming Messages) imap.mail.com SSL 993