Changing SMTP settings for ONLYOFFICE Workspace

Setting Up SMTP

1. Click the icon in the upper right corner to open Settings.
2. Switch to the Integration tab.
3. Open the SMTP Settings page.
4. In the SMTP Settings section, complete the required fields (you can get specific settings from your email service provider or see some examples below):
   • in the Host field, enter your SMTP server host name, such as smtp.domain.com,
   • specify the Port number used by the SMTP server and check the Authentication checkbox,
   • fill out the Host Login and Host Password fields,
     Host login is the email address associated with the mail server for which the SMTP settings are being configured. Host Password is the password you use to access the corresponding email box. For the Gmail.com, Yandex.ru, and Mail.ru services, a password for third-party apps must be specified instead of the main password (see instructions below). Ensure that the email address and password are valid.
   • select the Auth via NTLM checkbox to enable login using SaslMechanismNtlm;
   • enter any name you want in the Sender Display Name field,
   • specify the corresponding email address in the Sender Email Address field (it must comply with the one specified in the Host Login field).
5. Select the Enable SSL checkbox if required, or leave it deselected (the SSL activation depends on the port number).
6. Verify that all the fields are filled out correctly and click Save.

To apply the changes, restart the application pool. To do that:

1. click Start and select Control Panel in the window that opens.
2. go to the Administrative Tools and select the Internet Information Services (IIS) Manager.
3. click Open in the Security warning window.
4. double-click the user name, then click Application Pools.
5. find ONLYOFFICE Server in the window that opens and click it.
6. click Stop, then click the Start in the right panel.
7. refresh the ONLYOFFICE page in your browser if it is open.

The most commonly used mail services and their corresponding settings are listed below.

GMAIL.COM

1. Host - smtp.gmail.com,
2. Port - 587,
3. Authentication - checked,
4. Host Login - accountname@gmail.com,
5. Host Password - enter a password for third-party apps. To generate it, follow these steps:
   1. go to the official My Google Account page;
   2. open the Security section on the left;
   3. select App Passwords (note: two-step verification must be enabled), Select app, then Select device, and Generate a 16-character password;
   4. click Done.
   To find more information about signing in with App Passwords, visit this page.
6. Sender Display Name - e.g., ONLYOFFICE Postman,
7. Sender Email Address - accountname@gmail.com,
8. Enable SSL - checked

OUTLOOK.COM

1. Host - smtp-mail.outlook.com,
2. Port - 587,
3. Authentication - checked,
4. Host Login - accountname@outlook.com / accountname@hotmail.com,
5. Sender Display Name - e.g. ONLYOFFICE,
6. Sender Email Address - accountname@outlook.com / accountname@hotmail.com,
7. Enable SSL - checked

YANDEX.COM

1. Configure your YANDEX.COM mailbox to allow access to it using mail clients:
   1. Open the Email clients section in the Yandex.Mail settings.
   2. Select the following options: From the imap.yandex.com server via IMAP and App passwords and OAuth tokens.
   3. Save the changes.
2. In the SMTP Settings section on the portal, fill out the required fields:
   1. Host - smtp.yandex.com,
   2. Port - 587,
   3. Authentication - checked,
   4. Host Login - accountname@yandex.com,
   5. Host Password - enter a password for third-party apps. To generate it, follow these steps:
      1. go to the https://passport.yandex.com/profile page.
      2. under Passwords and authorization, click Enable app passwords. Confirm the action and click Create a new password.

         If you have two-factor authentication enabled, just click Create an app password.

      3. select Mail application type.
      4. enter the password name, for example, the application name, and click Create.
      5. use the suggested password.
      6. click the Done button.
   6. Sender Display Name - e.g., ONLYOFFICE Notifications,
   7. Sender Email Address - accountname@yandex.com,
   8. Enable SSL - checked

MAIL.RU

1. Host - smtp.mail.ru,
2. Port - 587,
3. Authentication - checked,
4. Host Login - accountname@mail.ru,
5. Host Password - enter a password for third-party apps. To generate it, follow these steps:
   1. go to your Mail.ru account settings > Security > Sign-in options > Password for third-party apps;
   2. click the Add button;
   3. enter the application name and click Continue;
   4. copy the code and click Close.
6. Sender Display Name - e.g., Portal Notifications,
7. Sender Email Address - accountname@mail.ru,
8. Enable SSL - checked

The SMTP settings are now configured. Portal notifications will be sent to the specified email address.