How to Set Up Email SMTP Settings

A new page, “Email Settings”, has been added to the AdBooks application settings. Every user must connect their email address in this section of the application to enable sending documents via email.
To access these settings, follow these steps:

1. Click on your name in the top right corner of the screen.
2. Select “Account Settings”.
3. Click on the “Email SMTP Settings” option.

GMAIL WORKSPACE (info@yourdomain.com) #

App Passwords in Google Workspace are disabled by default by the Workspace administrator. To enable them, configuration must first be done at the admin level, and then on the individual user account.

Step 1: Enabling App Passwords (Admin Level) #

1. Go to admin.google.com and log in as a Workspace administrator.
2. Navigate to: Security → Authentication → 2-Step Verification.
3. Ensure that 2-Step Verification is ON for users.
4. Next, go to: Security → Authentication → Password management.
5. Enable the option “Allow users to manage their own app passwords”.

Step 2: Generating an App Password (Individual User Level) #

Once the administrator enables the option above, each user can generate their own app password as follows:

1. Go to myaccount.google.com.
2. Click on Security → 2-Step Verification (this must be enabled beforehand).
3. Scroll to the bottom of the page and select App Passwords (or access it directly via link: myaccount.google.com/apppasswords).
4. Select app: Mail, select device: Other → type in “Invoice System”.
5. Google will generate a unique 16-character password.
6. Enter this password into the SMTP settings within the AdBooks application.

SMTP Settings for Gmail Workspace: #

• Host: smtp.gmail.com
• Port: 587
• Username: Your email address (e.g., info@yourdomain.com)
• Password: The 16-character app password generated above (NOT your regular Gmail password)

⚠️ Important: Your regular Gmail password WILL NOT work for SMTP – the configuration strictly requires an App Password.

MICROSOFT OUTLOOK / OFFICE 365 #

Microsoft has also disabled basic SMTP authentication by default since 2023. To re-enable it, follow these steps:

Step 1: Enabling the Authenticated SMTP Option #

1. Go to admin.microsoft.com and log in as an administrator.
2. Navigate to: Users → Active Users.
3. Select the desired user (e.g., info@company.com).
4. Click on the Mail tab → Manage email apps.
5. Check the box for “Authenticated SMTP” ✅.
6. Save changes.

Step 2: Entering SMTP Settings #

Once activated, enter the following details into the AdBooks application:

• Host: smtp.office365.com
• Port: 587
• Username: Your email address (e.g., info@yourdomain.com)
• Password: Your regular Office 365 password.

Additional Step for Microsoft Accounts with MFA (Multi-Factor Authentication) Enabled: #

If your account uses MFA, you will need to generate an App Password:

1. Go to mysignins.microsoft.com.
2. Click on Security Info.
3. Click on Add sign-in method → select App Password.
4. Name it “Invoice System” and copy the generated password to paste into the AdBooks SMTP password field.

⚠️ Important: Please keep in mind that you should not share this data with anyone for security reasons. Handle accessing and editing this information carefully to ensure the full security of your email server and business documents.