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Scope
A very popular feature of tsPortal is the ability to send dynamic emails to subjects and customers. However, before emails can be sent, it is necessary to configure tsPortal with SMTP credentials. This article, together with the accompanying video, explains this procedure.
A dedicated SMTP service
It is strongly recommended to use a dedicated email sending (SMTP) service rather than the SMTP credentials associated with your personal or company email address. Your own email service is likely to have restrictions on the quantity of emails being sent. Moreover, there is a likelihood that your email service will become blacklisted as a ‘spammer’. Dedicated SMTP providers, on the other hand, are specialists in sending bulk emails and are recognised as valid senders by recipient services.
SMTP2Go
You a free to use any of the dozens of SMTP services available worldwide. Timestone Software recommends SMTP2Go which is a very reliable carrier and one we are familiar with as it is used as the SMTP provider for the Internet Ordering System.
The accompanying video assumes SMTP2Go and demonstrates how to retrieve credentials from your SMTP2Go account.
SMTP credentials
Regardless of the SMTP provider used, the following credentials are needed:
Server address: The address of the SMTP server. This will be something like mail.smtp2go.com
Port: A secure port must be used. This will vary depending on the provider and the encryption method
Encryption method: Either SSL or TLS, depending on what is provided by the SMTP service
Username: The username for the SMTP user is often an email address
Password: The password for the SMTP user
When entering these credentials into tsPortal, it will also be necessary to enter:
From address: The email address that will be the FROM in the emails received by customers
Reply-to address: Optionally, an address that will be used if the customer replies to their email (defaults to the From address)
The From address
The email address used as the FROM address should ideally be associated with a domain owned by you and not a third-party provider like Gmail. This will allow you to configure your domain to avoid emails being treated as SPAM by recipient services.
Entering the SMTP credentials
The above credentials are entered into tsPortal preferences via Edit>Preferences.
Figure 1: The tsPortal Preferences window with SMTP credentials entered.
ATTENTION
The SMTP credentials are saved in the tsPortal instance they are entered into - they are not saved centrally. It is therefore necessary to enter the credentials into each tsPortal you may be using on other computers. Likewise, when upgrading tsPortal, it will be necessary to re-enter the credentials.
Testing
It is strongly recommended to test the credentials by sending a single test email to yourself before attempting to send bulk emails to customers or subjects.
By far the most common source of problems is caused by incorrect credentials, notably the Port and encryption method.
FAQ
Is there a limit to how many emails can be sent with tsPortal?
No, tsPortal itself has no limit, but there may be limits imposed by your SMTP provider. This is especially true when using non-dedicated SMTP credentials that come with your email account.
Is there a fee for sending emails?
Timestone Software does not charge a fee; however, there may be a fee from the SMTP provider
Can I use my own SMTP credentials if I am not sending bulk emails?
Yes, if you will only send a few emails now and then, a dedicated SMTP service is not needed.
What SMTP provider does Timestone Software recommend?
Timestone Software recommends SMTP2Go as a reliable SMTP provider.
I have entered the SMTP credentials, but emails are not sending.
Check that the Port and the Encryption method are correct. They are the most common source of error. Remember, the port must be a secure Port; therefore, port 2025, which is commonly used for unsecured emails, is not valid.
Are the emails sent securely?
Yes, they are sent with either SSL or TLS encryption. There is no option to send unsecured emails.