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, Office 365, and services from ISPs.
With Office 365, 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, Office 365 includes an SMTP server that lets you send emails without using Outlook. This lets programs like Total Access Emailer send emails on your behalf.
Microsoft offers these pages on configuring and troubleshooting SMTP on Office 365:
The Office 365 Exchange Server can be configured to allow SMTP Relay for specific IP addresses. This eliminates the need for a specific user name and password login.
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.
This lets you use the SMTP protocol with SMTP server name MyAccount.mail.protection.outlook.com.
Assuming your Office 365 account is configured, 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.
From Office 365, with an administrator login, go to the Exchange Admin Center by choosing Admin from the drop down menu in the top left corner:
Scroll down the left border and under Admin Centers, choose Exchange:
From the Exchange Admin Center, choose Recipients from the left border:
A list of mailboxes appears on the right pane. Individual email accounts appear under Mailboxes. Groups and distribution lists appear under Groups:
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:
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].
If your Office 365 Exchange server is authorized for your IP address, use this protocol:
Without a logon address, Total Access Emailer tries to send a test email from its default email@example.com address. Your SMTP server may prevent this when you press [OK].
You can specify another email address with a Temail.txt file in the folder where Total Access Emailer is installed.
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.
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:
Setting SMTP Settings in Total Access Emailer
Error Message about protocol error 5188.8.131.52. There may be other error numbers.
This may be caused by:
If no logon name is provided because the SMTP settings are authorized by IP address and not an email address as mentioned in Relay Authorization by IP Address above, make sure you created a Temail.txt file containing a valid email address for your SMTP server as mentioned in that section.
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 firstname.lastname@example.org in your application settings but the application tries to send emails from email@example.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:
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