RB User Guide > Setup > System Preferences > General > Email OR Personal options > User Preferences

Customizing email preferences

Set up your company’s email preferences, and set your own if you require different settings for your email than what the rest of the office is using.

Continued from Email preferences and Setting personal preferences.

1. In the New Email/Edit Email panel, enter preferences:

   • Protocol

     In New Email only

     In the drop-down, select:

     • SMTP with ID and password – Default email protocol.
     • Microsoft Graph API - Microsoft 365 – If using Microsoft 365 Office.

       IMPORTANT: Existing Microsoft accounts should be revised

       SMTP with OAuth2 – Microsoft 365, which was used to send email through the Microsoft 365, was permanently disabled by Microsoft as of October 1, 2022. If you are currently using SMTP with OAuth2 – Microsoft 365 you can continue to use it. However you cannot get new authorization with this protocol so we recommend updating to the new Microsoft Graph API – Microsoft 365.

   • *SMTP Server

     Required. Enter your company’s email server address/the server address associated with the email address. If SMTP with OAuth2 - Microsoft 365 was selected, this field is set by default and uneditable.

   • *SMTP Port

     Required. Enter the server’s port number. If SMTP with OAuth2 - Microsoft 365 was selected, this field is set by default and uneditable.

   • Require Secure Connection

     SMTP with ID and password only

     Click to select Yes for SSL encryption of your email.

   • Require Authentication

     SMTP with ID and password only

     Click to select Yes for the added security of SMTP authentication.

   • Account Name

     SMTP with ID and password only

     Required if Require Authentication selection is Yes. Enter the user name for the email address.

   • Password

     SMTP with ID and password only

     Required if Require Authentication selection is Yes. Enter the password associated with the email address.

   • *Sender’s Email

     Required. Enter the email address.

   • *Sender’s Name

     Required. Enter the user name for the email address.

   • Bcc Emails

     Add default blind carbon-copy recipients (hidden copy recipients) to your emails by entering their email addresses here. For example, if you like to keep copies your sent emails, enter your email address here.

   • Signature

     Add text, images, hyperlinks, and tables to the end of your emails. See Customizing email messages, web pages & stamps.

   • Default

     Click to select Yes to make this email address your primary email address for messages sent in RB9. Depending on the function, you may have the option to override which email address you use when sending an individual email.

2. To test the settings for a listed email, see Testing email settings.

   NOTE: Verify your new Microsoft 365 email account first

   Microsoft Graph API authentication is more secure than plain SMTP, and if you select Microsoft Graph API – Microsoft 365 RB9 does not store your email’s password in the database. Instead, you must verify your account before you can test or use it. After entering your account details in the New Email panel, click Verify Account. Another browser tab will open in your browser with your email address in it. (If required, enter your email password and click Sign In.) Click Yes to allow Microsoft Graph-RB9 access to your info. After verifying your account, the tab will close and Verify Account will be grayed out. You can now test and save your settings.
3. Click Save.

Reference

• System Preferences > General
• Users and Groups > Users
• Change Password

Step-by-step instructions

• Customizing email messages, web pages & stamps
• Testing email settings