Advanced Email Settings and Troubleshooting

Understanding Advanced Email Settings and How to Troubleshoot Common Email Issues

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/

Basic Troubleshooting (try these first)

1. When SSL is required (which is almost always), try using port 587. Port 465 might work for a test email but not for real use. That is because you may have attachments and other things that are not included in a test email.
2. You should enter information in each of the email setup fields. The BBC option is not a requirement.
3. Be sure the BCC email is different from the Mail From Name email address. Having them the same is known to cause issues.
4. For Gmail Only: You will need to turn off the Captcha option. You must also turn on the “Allow Less Secure Apps” option.

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

Please be sure to run all required and optional updates. You might be surprised how often this fixes issues.

ActiveX Error Message When Sending Email

Question: When trying to send email from Total Office Manager, we keep getting and “ActiveX cannot send email” message. Email is configured as a 32-bit mail client and error still appears.

Answer: We have isolated this behavior to machines installing Total Office Manager and .NET Framework 4.8 (or higher) was the only version installed. To correct this message, please complete the following:

1. Open command prompt (CMD) from the start menu. To minimize issues, right click and choose the option Run as administrator.
2. Enter the following command : cd C:\Program Files (x86)\Aptora\TOM Enterprise\Interop
3. When the directory changes, enter: C:\Windows\Microsoft.NET\Framework\v4.0.30319\RegAsm.exe WpfInterop.dll /nologo /codebase /tlb
4. Once the registry modification is completed, verify you can email from Total Office Manager.

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.