SMTP Relay Configuration to Send Emails from Total Access Emailer with Office365

Total Access Emailer uses SMTP to send your emails from Microsoft Access. That requires you to have an SMTP email server that allows you to send emails from the FROM addresses you specify.

There are many SMTP server providers including your internal Exchange Server and public providers like Gmail, Office365, and services from ISPs.

With Office365, Microsoft hosts Outlook and your emails in the cloud eliminating the complexity of hosting and managing your own Exchange server. As part of the service, Office365 includes an SMTP server that lets you send emails without using Outlook. This lets programs like Total Access Emailer send emails on your behalf.

Assuming your Office365 account allows relay, you can connect to the smtp.office365.com server with your email address and password, then email messages using your FROM address.

If you want to send emails using other email address as the FROM address (e.g. accounting@MyDomain.com, sales@MyDomain.com, etc.), those email accounts must allow the Logon Name to send messages on its behalf. This is called Mailbox Delegation.

Go to the Exchange Administrator site

From Office365, with an administrator login, go to the Exchange Admin Center by choosing Admin from the drop down menu in the top left corner:

Office365 Admin menu

Scroll down the left border and under Admin Centers, choose Exchange:

Office365 Admin Center, Exchange


From the Exchange Admin Center, choose Recipients from the left border:

Exchange Administrator Center, Recipient menu

A list of mailboxes appears on the right pane. Individual email accounts appear under Mailboxes. Groups and distribution lists appear under Groups:

Exchange Mailboxes

Specify which Accounts can Send Emails for it

Select a mailbox that you want to allow another login to email on its behalf, and click the pencil (or double click it) to edit it. Then click on the Mailbox Delegation item on the left border:

Mailbox delegation

In the Send As box, the [NT AUTHORITY\SELF] indicates it can send emails on behalf of itself (this doesn't exist for Groups). To allow another account to send emails FROM this address, click on the [+] and add the email account(s). If you want to remove one, click on the [-].

Then press [Save].

Authorization by User Name and Password

This is the most common approach where you login with an email address and password that is authorized to send emails for multiple email addresses using Mailbox Delegation. The basics are:

  • Connection Type: TLS
  • Server Name: smtp.office365.com
  • Port: 587 or 25
  • The account login name (email address) and password

Using smtp.office365.com with TLS
Setting SMTP Settings in Total Access Emailer

Authorization by IP Address

An alternative login is based on SMTP relay from authorized IP addresses. For a fixed location like an office or web site, a specific IP address or set of IP addresses can be allowed to use the SMTP server. Once configured, you can send emails on behalf of all the email addresses in your account without setting delegation rules. Office365 supports this through a protocol like this:

  • Connection Type: SMTP
  • Server Name: MyAccount.mail.protection.outlook.com
  • Port: 25
  • No login name or password

To do this, create a text file in the folder where Total Access Emailer is installed called Temail.txt containing the name of any email address that's authorized to send emails through the account. More information on doing this below.

Troubleshooting

SMTP Protocol Error 550 5.7.60 Client does not have permissions to send as this sender

Here's the description of this error from the Microsoft page:

This error indicates that the device is trying to send an email from an address that doesn’t match the logon credentials. An example would be if your entered login credentials for sales@contoso.com in your application settings but the application tries to send emails from salesperson1@contoso.com. If your application or printer behaves this way, use Office 365 SMTP relay because SMTP client submission does not support this scenario.

This could be due to a few reasons:

Your SMTP Server does not allow relay

Make sure your login credentials allows relay.

Your SMTP Server does not allow testing with our default email FROM address

The SMTP server is not allowing Total Access Emailer to test with its default FROM email address of taemailersample@fmsinc.com. This can be changed by specifying another email address to use in a Temail.txt file in the folder where Total Access Emailer is installed.

To ensure that your mail server is configured properly and Relay is enabled, Total Access Emailer sends a test message to a known email address at FMS (taemailersample@fmsinc.com). Your network or mail server security may not like this.

Fortunately, Total Access Emailer allows you to customize this email address:

  1. Create an ASCII text file called Temail.txt containing the name of the email address you would like to use.
  2. Put the file in the folder where Total Access Emailer is installed (or the location of the Total Access Emailer runtime library).

Total Access Emailer will now use your email address for the Relay test. This must be a valid email address and Relay must be enabled on your mail server for this test to succeed.

We are simplifying this process in a future version of Total Access Emailer.

SMTP protocol error. Could be caused by invalid or unnecessary user name and password. (Error 20162) 534 5.7.14

This is caused by:

  1. The logon name (email address) and password are not valid. Make sure your values let you get into that email account. Maybe the password changed recently. Also make sure the SMTP mail server name is correct.
  2. The logon name is not authorized to relay messages. Your logon credentials may be correct, but the email account is not authorized to relay messages through the SMTP server. For instance, for Gmail, you need to set your email account to Allow less secure apps (Setting Google Gmail as the SMTP Server for Total Access Emailer).

Microsoft Access Email Documentation

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