2017-03-31 22:22:52 +07:00
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How to use my own email servers to send and receive email in Odoo
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2017-03-09 00:04:33 +07:00
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When is it needed
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=================
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2017-03-31 22:22:52 +07:00
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Using your own email servers is required to send and receive messages
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in Odoo Community or Enterprise. Odoo Online embeds an out-of-box
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email solution that works straight away. However you can still use
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your own email servers with the online edition. Some insights
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are provided here below.
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How to set it up
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================
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As a system admin, go to :menuselection:`Settings --> General Settings`
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and check *External Email Servers*
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(watch out: this checkbox only shows up after Odoo 10).
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2017-03-09 00:04:33 +07:00
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Then, go through the following steps.
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2017-04-28 22:19:52 +07:00
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.. note::
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2019-05-28 19:29:00 +07:00
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Office 365 email servers don't allow easily to send external emails
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2017-06-01 19:17:03 +07:00
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from hosts like Odoo.
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2018-04-02 02:10:01 +07:00
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Refer to the `Office 365 documentation`_
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to make it working.
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2017-03-31 22:22:52 +07:00
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2017-03-09 00:04:33 +07:00
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Set an outgoing email server for outbound messages
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--------------------------------------------------
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You need the SMTP data of your email provider (Gmail, Outlook,
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Yahoo, AOL, etc.) as well as your admin credentials.
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Once all the information has been filled out, click on *Test Connection*.
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.. image:: media/outgoing_server.png
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:align: center
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Set an incoming email server for inbound messages
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-------------------------------------------------
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Fill out the form according to your email provider’s settings.
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Leave the *Actions to Perform on Incoming Mails* blank. Once all the
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information has been filled out, click on *TEST & CONFIRM*.
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.. image:: media/incoming_server.png
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:align: center
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.. note:: By default inbound messages are fetched every 5 minutes.
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You can change this value in developer mode.
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Go to :menuselection:`Settings --> Technical --> Automation -->
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Scheduled Actions` and look for *Mail: Fetchmail Service*.
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Set the domain name
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-------------------
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Enter the domain name of your email servers (e.g. mycompany.com)
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in General Settings.
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.. image:: media/alias_domain.png
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:align: center
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Create a catchall address
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-------------------------
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2017-03-31 22:22:52 +07:00
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When a contact replies to an email sent from Odoo, the *reply-to* address
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is a generic address used to route the reply to the right discussion thread
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in Odoo (opportunity, order, task, etc.) and to the inbox of all its followers.
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By default this address is "catchall@" but it can be changed.
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2017-03-09 00:04:33 +07:00
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Create a catchall address in your email server settings. We advise
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you to use "catchall@" so that everything works out straight away.
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If you want to use another alias, you have extra steps in Odoo:
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- Activate the developer mode from your Settings Dashboard.
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.. image:: media/developer_mode.png
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:align: center
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- Refresh your screen. Then go to :menuselection:`Settings --> Technical
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--> Parameters --> System Parameters` and enter your custom catchall alias
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in *mail.catchall.alias*.
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.. image:: media/system_parameters.png
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:align: center
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.. note:: You can edit the email alias used for bounced messages the same way.
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2017-03-31 22:22:52 +07:00
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How to use my own email servers with Odoo Online
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================================================
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Odoo Online comes up with an embedded and ready-to-use email
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2017-06-01 19:17:03 +07:00
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solution with *@yourcompany.odoo.com* as domain.
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We recommend to keep this default setup as it is really convenient.
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Nevertheless you can still use your own email servers if you want
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to manage your email server's reputation (blacklisting, etc).
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The configuration for both incoming and outgoing mail servers is
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given here above.
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However when it comes to incoming messages, we don't recommend
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to exclusively use your own email server. Indeed, Odoo Online is fetching
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incoming messages from the email server once every hour only.
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To receive emails in real time, you should rather use
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a **catchall redirection** (your server -> Odoo server). To do so:
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* Create a catchall address in your email server settings (e.g. catchall).
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* Still from such settings, set a redirection
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from this catchall address to Odoo's one:
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2017-03-31 22:22:52 +07:00
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catchall@yourdomain.ext -> catchall@yourcompany.odoo.com.
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2017-06-01 19:17:03 +07:00
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* In Odoo check *External Email Servers* in :menuselection:`Settings --> General Settings`
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and enter your email domain name (i.e. yourdomain.ext).
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* No need to set up an incoming email server in such a case.
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2017-03-31 22:22:52 +07:00
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How to be SPF-compliant when using external email servers in Odoo
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=================================================================
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Sender Policy Framework (SPF) is an email-validation system that checks that
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incoming mail from a domain comes from a host authorized by that domain's
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administrator. Such a security system is used in most email servers.
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If you don't comply with it, your emails sent from Odoo will be likely
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flagged as spam.
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To be SPF-compliant, you need to authorize Odoo as a sending host
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in your domain name settings:
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* Sign in to your domain’s account at your domain host.
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* Locate the page for updating your domain’s DNS records.
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* If no TXT record is set, create one with following definition:
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v=spf1 include:_spf.odoo.com ~all
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* In case a TXT record is already set, add "include:_spf.odoo.com".
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e.g. for a Gmail server it should be:
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v=spf1 include:_spf.odoo.com include:_spf.google.com ~all
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Find `here <https://www.mail-tester.com/spf/>`__ the exact procedure to
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create or modify TXT records in your own domain registrar.
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Your new SPF record can take up to 48 hours to go into effect,
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but this usually happens more quickly.
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.. note:: Adding more than one SPF record for a domain can cause problems
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with mail delivery and spam classification. Instead, we recommend using
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only one SPF record by modifying it to authorize Odoo.
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How to choose between Odoo and my traditional email box
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=======================================================
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2017-03-09 00:04:33 +07:00
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Odoo Discuss is a perfect tool to send and read messages related to
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2017-03-31 22:22:52 +07:00
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business documents. However it doesn't aim to replace a full-featured email
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solution (Gmail, Outlook, Yahoo, AOL, etc.).
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2017-03-09 00:04:33 +07:00
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We recommend to take the most out of both systems without mingling them:
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What is related to Odoo business objects or applications goes into Odoo;
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2017-03-31 22:22:52 +07:00
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What is not can be managed into your external email box.
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2017-03-09 00:04:33 +07:00
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To do so, create specific email aliases to use in Odoo (to generate leads
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or opportunities, helpdesk tickets, etc.). If you take an email alias
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already used for messaging outside of Odoo, incoming messages will land
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2017-03-31 22:22:52 +07:00
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into both systems. This will negatively impact your productivity.
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2018-04-02 02:10:01 +07:00
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.. _Office 365 documentation:
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https://support.office.com/en-us/article/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-office-365-69f58e99-c550-4274-ad18-c805d654b4c4
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