[IMP] discuss: add spf and dkim explanations to use Office 365 mail servers
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Frederic Gilson
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=================================================================
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How to use my own email servers to send and receive email in Odoo
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How to use my own email servers to send and receive emails in Odoo
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=================================================================
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When is it needed
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=================
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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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in Odoo instances running on-premise. Odoo Online embeds an out-of-box
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email solution. 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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How to set it up in Odoo
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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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and check *External Email Servers*.
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Then, go through the following steps.
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.. note::
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Office 365 email servers don't allow to send external emails
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from hosts like Odoo.
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Consequently you can only use such email servers for incoming messages.
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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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@ -47,18 +41,23 @@ information has been filled out, click on *TEST & CONFIRM*.
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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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Enter the domain name of your email server (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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This domain name is used for the reply-to address of your outgoing emails,
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along with the alias mentioned here below. It is also used to generate new
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business records from incoming emails (Leads & Opportunities in Odoo CRM,
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Tickets in Odoo Helpdesk, etc.).
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Create a catchall address
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-------------------------
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When a contact replies to an email sent from Odoo, the *reply-to* address
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When a contact replies to an email sent out 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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in Odoo and to the inbox of all its followers.
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By default the alias of this address is "catchall@" but it can be changed.
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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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@ -78,36 +77,16 @@ If you want to use another alias, you have extra steps in Odoo:
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.. note:: You can edit the email alias used for bounced messages the same way.
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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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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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What to set up outside Odoo
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===========================
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Sending out emails from Odoo requires a few additional steps to prevent your
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messages to be flagged as spam by receivers.
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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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catchall@yourdomain.ext -> catchall@yourcompany.odoo.com.
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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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How to be SPF-compliant when using external email servers in Odoo
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=================================================================
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Be SPF-compliant
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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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incoming emails have been sent from a host authorized by the email 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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@ -135,9 +114,42 @@ but this usually happens more quickly.
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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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Allow DKIM
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----------
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Like SPF, Domain Keys Identified Mail (DKIM) aims to make your outgoing emails
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legitimate when they get to the receiver side. It does so by providing your
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emails with an encrypted signature related to your domain name.
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Odoo enables automatic DKIM signature for all domains.
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To be valid you should add a DNS "odoo._domainkey" CNAME record to
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"odoo._domainkey.odoo.com".
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For example, for "foo.com" they should have a record "odoo._domainkey.foo.com"
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that is a CNAME with the value "odoo._domainkey.odoo.com".
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This is especially useful if your domain is hosted by Office 365 and if you
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want to enable the DKIM option in Office 365.
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What if my email domain is hosted by Office 365
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===============================================
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For domains hosted by Office 365, the previous 2 points are important,
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but not always enough to send emails from Odoo.
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To improve your trust score, make sure that the domain name in Odoo's
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General Settings is your Office 365 domain (e.g. "mycompany.com" rather than
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"mycompany.odoo.com") and that your catchall and bounce aliases redirects to
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Odoo, as explained here above.
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Please note that you can only use your Office 365 email server to send emails
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from Odoo when your Odoo installation is on-premise.
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Odoo Online does not support such a configuration.
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Fetching incoming messages is however possible for any hosting type of Odoo
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(online & on-premise).
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How to choose between Odoo and my traditional email box
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=======================================================
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Odoo Discuss is a perfect tool to send and read messages related to
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Odoo Discuss is a perfect tool to send and read messages related to
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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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We recommend to take the most out of both systems without mingling them:
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@ -148,3 +160,29 @@ 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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into both systems. This will negatively impact your productivity.
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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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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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|
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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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|
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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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catchall@yourdomain.ext -> catchall@yourcompany.odoo.com.
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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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