Changes to Emailing for hosted customers

Introduction

In the previous version of the P11D Organiser users were able to send out the P11Ds to their employees using our own SMTP server (mail.myp11d.com). This year we have introduced an option to change the emailing system from which the emails will be sent to the employees. One of the main advantages of that is that you will no longer have to notify your employees about an incoming email from the P11D Organiser as the emails will be arriving from your domains. The new options for the email system include:

• OAuth for Gmail
• OAuth for Office 365
• SMTP Gmail
• SMTP Office 365

Gmail OAuth

Step 1 - Open Email Settings

To navigate to the email settings, go into the import wizard and from there click on the button with the "Cog" symbol in the bottom left corner of the window.

Step 2 - Select the email system

In the following window there will be drop down box labelled “Email System”. Click on the box and select “Google GMAIL".

By default the system will send from 'your' address, if you want to send on behalf of another mailbox (or shared mailbox) then enter the account you are sending on behalf of in the relevant box (please note, the ability for you to send on behalf of another address is something that needs to be configured in Office 365 by your administrators).

If you are wanting the name that appears on the mail to be different, or you want to apply a different Reply to address, that can also be completed here.

STEP 3 - Sign-in to your account 

Once you have the correct email system selected, you can test it by clicking on the “Send Test Email” button at the bottom of the window (Sending a test email button will ask you to select the account you want to use every time you use it).

STEP 4 - Edit and send test email

After you signed into your account in the “Single Sign On” window, the window will close and the email window will open, in which you will be able to edit the body of the email and change some of the parameters - like the recipient or the subject. Once you’re happy with how everything looks, click on the “Email” button and check the inbox where you have sent the email.

If the test was successful, you will be presented with a screen similar to the one below:

Ensure you click the OK button on the configuration screen to save the new settings.

Office 365 OAuth

Step 1 - Open Email Settings

To navigate to the email settings go into the import wizard and from there click on the button with the "Cog" symbol in the bottom left corner of the window.

Step 2 - Select the email system

In the following window there will be drop down box labelled “Email System”. Click on the box and select “Microsoft Office 365".

By default the system will send from 'your' address, if you want to send on behalf of another mailbox (or shared mailbox) then enter the account you are sending on behalf of in the relevant box (please note, the ability for you to send on behalf of another address is something that needs to be configured in Office 365 by your administrators).

If you are wanting the name that appears on the mail to be different, or you want to apply a different Reply to address, that can also be completed here.

STEP 3 - Sign-in to your account

Once you have the correct email system selected, you can test it by clicking on the “Send Test Email” button at the bottom of the window (Sending a test email button will ask you to select the account you want to use every time you use it).

After signing in you will be prompted with a window requesting permissions to and mail from your Office 365 account. To proceed click the Accept button.

Depending on your internal Office 365 settings you may have to seek approval from your Office 365 admin, in that case you will get the screen below asking for permissions to access resources which only and admin account can grant you and you will have to contact them in order to proceed with the setup.

STEP 4 - Edit and send test email

After you signed into your account in the “Single Sign On” window, the window will close and the email window will open, in which you will be able to edit the body of the email and change some of the parameters - like the recipient or the subject. Once you’re happy with how everything looks, click on the “Email” button and check the inbox where you have sent the email.

If the test was successful, you will be presented with a screen similar to the one below:

Ensure you click the OK button on the configuration screen to save the new settings.

SMTP GMAIL and Office 365

As the "smtp.office365.com" utilises legacy TLS 1.0 and 1.1 an additional step is required which will enable those settings on your machine. To view the article on how to do that click on the link below.

Enabling Microsoft Office SMTP for TLS 1.0 and 1.1

Step 1 - Open Email Settings

To navigate to the email settings go into the import wizard and from there click on the button with the "Cog" symbol in the bottom left corner of the window.

Step 2 - Select the email system

In the following window there will be drop down box labelled “Email System”. Click on the box and select either “smtp.office365.com" or "smtp.gmail.com" depending on which email system you use.

Then simply type in the username and password for the account that you want to send out emails from and press "Send Test Email" in order to check if the settings have been set up correctly.

STEP 4 - Edit and send test email

After you signed into your account, the window will close and the email window will open, in which you will be able to edit the body of the email and change some of the parameters - like the recipient or the subject. Once you’re happy with how everything looks, click on the “Email” button and check the inbox where you have sent the email.

If the test was successful, you will be presented with a screen similar to the one below:

Ensure you click the OK button on the configuration screen to save the new settings.