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SMTP Configuration

In order to send emails, you need to configure your SMTP server correctly.  It's possible that you may need a computer-savvy person to help you set it up.

  • If you use an email program like Outlook, Windows Live or Thunderbird, then you need to use the same email settings as what is used in the program.  For example with Outlook Express the setting are under Tools, Accounts, select the account (of type mail default), Properties and then the Servers Tab
  • If you are using a web-based email address like Gmail, Hotmail, or YahooMail, then you need to set up their SMTP server (see common ones below)

Watch a video tutorial on Email Setup.

Note for Xtra (Spark) Customers (New Zealand Only)

If your internet provider is Xtra, then there are some very important things you need to be aware of. Please click here for more information.

Web-Based Email

If any of the information below is incorrect or out of date, please contact us.

Gmail

If you are using a Gmail email address, then set it up as follows:-

  • SMTP Server: smtp.gmail.com
  • Username: yourgmailusername@gmail.com
  • Password: your gmail password
  • Security: TLS
  • Port: 587

Note:- Your "Return Email Address" must be your Gmail email address, and if it isn't, then the Gmail server changes it to your Gmail email address.

Windows Live Hotmail

If you are using a Windows Live Hotmail email address, then set it up as follows:-

  • SMTP Server: smtp.live.com
  • Username: yourusername@hotmail.com or yourusername@live.com
  • Password: your password
  • Security: TLS
  • Port: 587 (25 or 465 ?)

Microsoft Office 365

If you are using Microsoft Office 365 for your email service, then set it up as follows:-

  • SMTP Server: smtp.office365.com
  • Username: your email address
  • Password: your password
  • Security: TLS
  • Port: 587

AOL

If you are using a AOL email address, then set it up as follows:-

  • SMTP Server: smtp.aol.com
  • Username: yourusername@aol.com
  • Password: your password
  • Security: TLS
  • Port: 587

Yahoo

If you are using a Yahoo email address, then set it up as follows:-

  • SMTP Server: smtp.mail.yahoo.com (or plus.smtp.mail.yahoo.com)
  • Username: yourusername@yahoo.com
  • Password: your password
  • Security: SSL
  • Port: 465

Email Programs (not through a web browser)

The SMTP settings are usually SMTP.YourISPName. For example the SMTP server for an ISP with the web address http://www.bigpond.net.au, is smtp.bigpond.net.au

If you are not sure then please contact your ISP, and ask them for the correct SMTP settings.  You may need to enter a username and password, and may also need to use security (TLS or SSL).

Troubleshooting

If you are using cashbook version 5.04d or later and are getting these error messages:-

  • Unable to determine remote server – you are probably are trying to connect to a non-existent SMTP server
  • Undefined error id (and/or waiting forever) – if you wait a long time and then get this error, you are probably trying to connect using the wrong "Port" number. The ports are usually as follows:-
    • Port  25  – No Security
    • Port 587 – TLS Security
    • Port 465 – SSL Security
  • Server returned error after sending MAIL FROM – this error indicates that the smtp server is not happy with your "Return Email Address". A lot of SMTP servers want you to use "their" email address not someone else's.
  • Bad login or password – usually the username and password are the same as the router that you use to connect to the internet. Ask your ISP (internet provider) if you're not sure
  • Bad login or password (if using Gmail) – If you're sure that your Gmail username and password have been entered correctly, it might be that you need to change a security setting in Gmail to allow your emails to be sent. You can do that as follows:-
    1. Open your web browser, go to Gmail.com and log into your Gmail account
    2. Click this link: Google Settings
    3. Under the "Access for less secure apps" heading, select "Turn on"
    4. After that, you should be able to email invoices/statements from Cashbook using Gmail