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[IMP] email_communication: can't use Odoo STMP with another mail server

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Customer may want to use their own SMTP for email marketing, and Odoo default SMTP for everything else. There is no good way to do this. Previously we suggested adding Odoo SMTP as an outgoing email server but we don't want to share credentials anymore.
R&D is working on a solution (e.g. showing the Odoo default email server in the list rather than keeping it as an "hidden feature") but for the time being, if you use an outgoing email server, you give up using the Odoo default SMTP.

closes odoo/documentation#2075

Signed-off-by: Antoine Vandevenne (anv) <anv@odoo.com>
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Jonathan Quique (jqu) 2022-05-24 06:53:47 +00:00 committed by Sam Lieber (sali)
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==================================================== ====================================================
Send and Receive Emails in Odoo with an Email Server Send and receive emails in Odoo with an email server
==================================================== ====================================================
If you are a user of Odoo Online or Odoo.sh... Odoo Online or Odoo.sh users
============================================== ============================
You have nothing to do! **Odoo sets up its own mail servers for your database.** Since **Odoo sets up its own mail servers for the database**, outgoing and incoming emails already
Outgoing and incoming emails work out-of-the-box! work out-of-the-box. So for **Odoo Online** and **Odoo.sh** customers, nothing needs to be done!
Unless you plan to send large batches of mass mailing that could require the
use of an external mail server, simply enjoy your new Odoo database.
Unless an external mail server is required to send large batches of mass mailing, simply use the
standard online Odoo database normally since it has already been preconfigured for email.
Scope of this documentation Scope of this documentation
=========================== ===========================
This document is **mainly dedicated to Odoo on-premise users** who don't This document is **mainly dedicated to Odoo on-premise users** who don't benefit from an
benefit from an out-of-the-box solution to send and receive emails in Odoo, out-of-the-box solution to send and receive emails in Odoo, unlike `Odoo Online <https://www.odoo.
unlike `Odoo Online <https://www.odoo.com/trial>`_ & `Odoo.sh <https://www.odoo.sh>`_. com/trial>`_ and `Odoo.sh <https://www.odoo.sh>`_.
The following sections below contain information on how to integrate an external email server with
Odoo.
.. warning:: .. warning::
If no one in your company is used to manage email servers, we strongly recommend that If no one in the company is used to managing email servers, Odoo Online and Odoo.sh are strongly
you opt for those Odoo hosting solutions. Their email system recommended. Those Odoo hosting types' email systems work instantly and are monitored by
works instantly and is monitored by professionals. professionals. Nevertheless, a company can use their own email server if they want to manage the
Nevertheless you can still use your own email servers if you want email server's reputation themselves.
to manage your email server's reputation yourself.
You will find here some useful
information on how to integrate your own email solution with Odoo.
.. note:: .. note::
Office 365 email servers don't easily allow to send external emails from hosts like Odoo. Refer Office 365 email servers don't easily allow the sending of external emails from hosts like Odoo.
to `Microsoft's documentation <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>`_ Refer to `Microsoft's documentation <https://support.office.com/en-us/article/How-to-set-up-a-
to make it work. multifunction-device-or-application-to-send-email-using-Office-365-69f58e99-c550-4274-ad18-
c805d654b4c4>`_ to make it work.
How to manage outbound messages Manage outbound messages
=============================== ========================
As a system admin, go to :menuselection:`Settings --> General Settings`
and check *External Email Servers*. Then, click *Outgoing Mail Servers* to create one and reference As a system admin, go to :menuselection:`Settings --> General Settings --> Discuss` in Odoo, and
the SMTP data of your email server. Once all the information has been filled out, click on enable the :guilabel:`External Email Servers` option. Then, click :guilabel:`Save`. Next, click
*Test Connection*. :guilabel:`Outgoing Email Servers` and click :guilabel:`Create` to create a new outgoing mail
server record in Odoo. Reference the SMTP data of the external email server. Once all the
information has been filled out, click :guilabel:`Test Connection`.
Here is a typical configuration for a G Suite server. Here is a typical configuration for a G Suite server.
.. image:: email_servers/outgoing-server.png .. image:: email_servers/outgoing-server.png
:align: center :align: center
:alt: The typical G Suite configuration on Odoo.
Then set your email domain name in the General Settings. Then, go back to :menuselection:`Settings --> General Settings --> Discuss` and set the email
domain name in the :guilabel:`Alias Domain` name. Finally, click :guilabel:`Save` to finish setting
up the email server.
.. note:: .. note::
If you get a ``[AUTHENTICATIONFAILED] Invalid credentials (Failure)`` warning when you *Test If an `[AUTHENTICATION FAILED] Invalid credentials (Failure)` warning appears when
Connection* on a Gmail address, activate the *Less secure app access* option. A direct link can :guilabel:`Test Connection` is clicked for a Gmail address, activate the :guilabel:`Less secure
be `accessed here <https://myaccount.google.com/lesssecureapps?pli=1>`_. app access` option. A direct link can be `accessed here <https://myaccount.google.com/
lesssecureapps?pli=1>`_.
In addition to that, enable the IMAP setting on your Gmail account. In addition to that, enable the :guilabel:`IMAP setting` on the Gmail account.
Use an Office 365 server
------------------------
Can I use an Office 365 server An Office 365 server can be used if the database's hosting type is **Odoo on-premise**. Office 365
------------------------------ SMTP relays are not compatible with Odoo Online or Odoo.sh unless Odoo is configured to
You can use an Office 365 server if you run Odoo on-premise. :ref:`force the outgoing "From" address <email_communication/default_from>`.
Office 365 SMTP relays are not compatible with Odoo Online unless you configure
Odoo to :ref:`force the outgoing "From" address <email_communication/default_from>` .
Please refer to `Microsoft's documentation Please refer to `Microsoft's documentation <https://support.office.com/en-us/article/How-to-set-up-
<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>`_ a-multifunction-device-or-application-to-send-email-using-Office-365-69f58e99-c550-4274-ad18-
to configure a SMTP relay for your Odoo's IP address. c805d654b4c4>`_ to configure an SMTP relay for the Odoo database's IP address.
How to use a G Suite server Use a G Suite server
--------------------------- --------------------
You can use an G Suite server for any Odoo hosting type.
To do so you need to setup the SMTP relay service. The configuration steps are explained in A G Suite server can be used for any Odoo hosting type. To do so, set up the SMTP relay service.
`Google documentation <https://support.google.com/a/answer/2956491?hl=en>`__. The configuration steps are explained in `Google documentation <https://support.google.com
/a/answer/2956491?hl=en>`__.
Restriction Restriction
----------- -----------
Please note that port 25 is blocked for security reasons on our SaaS and Odoo.sh platform. Try using
465, 587, or 2525. Please note that port 25 is blocked for security reasons on the SaaS and Odoo.sh platforms. Try
using ports 465, 587, or 2525 instead.
.. _email_communication/default_from: .. _email_communication/default_from:
Use a default "From" email address Use a default "From" email address
---------------------------------- ----------------------------------
Sometimes, an email's "From" (outgoing) address can belong to a Sometimes, an email's "From" (outgoing) address can belong to a different domain, and that can be a
different domain, and that can be a problem. problem.
For example, if a customer with address *mary@customer.example.com* responds to For example, if a customer with the email address *mary\@customer.example.com* responds to a
a message, Odoo will try to redistribute that same email to other subscribers message, Odoo will try to redistribute that same email to the other subscribers in the thread.
in the thread. But if the domain *customer.example.com* forbids that kind of However, if the domain *customer.example.com* forbids that kind of usage for security, the email
usage for security, the Odoo's redistributed email would get that Odoo is trying to redistribute would get rejected by some recipients' email servers.
rejected by some recipients' mail servers.
To avoid those kind of problems, you should make sure all emails use a "From" To avoid that problem, make sure all emails use a "From" address from the same authorized domain.
address from your authorized domain.
If your MTA supports `SRS (Sender Rewriting Scheme) If the MTA supports `SRS (Sender Rewriting Scheme) <https://en.wikipedia.org/wiki/Sender_Rewriting
<https://en.wikipedia.org/wiki/Sender_Rewriting_Scheme>`_, you can enable it _Scheme>`_, SRS can be enabled to handle these situations. However, that is more complex and
to handle these situations. However, that is more complex and requires more requires more technical knowledge that is not meant to be covered by this documentation.
technical knowledge that is not meant to be covered by this documentation.
Instead, you can also configure Odoo to do something similar by itself: Instead, Odoo can be configured to do something similar by itself:
#. Set your domain name in the General Settings. #. Set the :guilabel:`Alias Domain` name in the :menuselection:`Settings --> General Settings
--> Discuss`.
.. image:: email_servers/alias-domain.png .. image:: email_servers/alias-domain.png
:align: center :alt: Setting the domain alias configuration on Odoo.
#. In developer mode, go to :menuselection:`Settings --> Technical --> #. Turn on :doc:`developer mode </applications/general/developer_mode>`.
Parameters --> System Parameters`. #. Go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters`.
#. Add one system parameter from the following list:
#. Add one system parameter from these: * To use the same "From" address for *all* outgoing messages, use the key `mail.force.smtp.from`
and set that address as value (such as `outgoing@mycompany.example.com`).
* If you want *all* your outgoing messages to use the same "From" address, * To keep the original "From" address for emails that use the same domain, but change it for
use the key ``mail.force.smtp.from`` and set that address as value emails that use a different domain, use the key `mail.dynamic.smtp.from` and set the value as
(such as ``outgoing@mycompany.example.com``). the email address that should be used in those cases (such as `outgoing@mycompany.example.com`
).
* If you want to keep the original "From" address for emails that use your
same domain, but change it for emails that use a different domain, use
the key ``mail.dynamic.smtp.from`` and set as value the email address
that should be used in those cases (such as
``outgoing@mycompany.example.com``).
.. _email_communication/inbound_messages: .. _email_communication/inbound_messages:
How to manage inbound messages Manage inbound messages
============================== =======================
Odoo relies on generic email aliases to fetch incoming messages. Odoo relies on generic email aliases to fetch incoming messages.
* **Reply messages** of messages sent from Odoo are routed to their original * **Reply messages** of messages sent from Odoo are routed to their original discussion thread (and
discussion thread (and to the inbox of all its followers) by the to the inbox of all its followers) by the catchall alias (**catchall@**).
catchall alias (**catchall@**). * **Bounced messages** are routed to **bounce@** in order to track them in Odoo. This is especially
used in `Odoo Email Marketing <https://www.odoo.com/page/email-marketing>`__ to opt-out invalid
* **Bounced messages** are routed to **bounce@** in order to track them in Odoo. recipients.
This is especially used in `Odoo Email Marketing <https://www.odoo.com/page/email-marketing>`__ * **Original messages**: Several business objects have their own alias to create new records in
to opt-out invalid recipients. Odoo from incoming emails:
* **Original messages**: Several business objects have their own alias to
create new records in Odoo from incoming emails:
* Sales Channel (to create Leads or Opportunities in `Odoo CRM <https://www.odoo.com/page/crm>`__), * Sales Channel (to create Leads or Opportunities in `Odoo CRM <https://www.odoo.com/page/crm>`__),
* Support Channel (to create Tickets in `Odoo Helpdesk <https://www.odoo.com/page/helpdesk>`__), * Support Channel (to create Tickets in `Odoo Helpdesk <https://www.odoo.com/page/helpdesk>`__),
* Projects (to create new Tasks in `Odoo Project <https://www.odoo.com/page
* Projects (to create new Tasks in `Odoo Project <https://www.odoo.com/page/project-management>`__), /project-management>`__),
* Job Positions (to create Applicants in `Odoo Recruitment <https://www.odoo.com/page
* Job Positions (to create Applicants in `Odoo Recruitment <https://www.odoo.com/page/recruitment>`__), /recruitment>`__),
* etc. * etc.
Depending on your mail server, there might be several methods to fetch emails. Depending on the mail server, there might be several methods to fetch emails. The easiest and most
The easiest and most recommended method is to manage one email address per Odoo recommended method is to manage one email address per Odoo alias in the mail server.
alias in your mail server.
* Create the corresponding email addresses in your mail server * Create the corresponding email addresses in the mail server (catchall@, bounce@, sales@, etc.).
(catchall@, bounce@, sales@, etc.). * Set the :guilabel:`Alias Domain` name in :menuselection:`Settings --> General Settings -->
* Set your domain name in the General Settings. Discuss`.
.. image:: email_servers/alias-domain.png * If the database's hosting type is Odoo on-premise, create an :guilabel:`Incoming Mail Server` in
Odoo for each alias. This can be done from the General Settings as well. Fill out the form
according to the email provider's settings. Leave the :guilabel:`Actions to Perform on Incoming
Mails` field blank. Once all the information has been filled out, click on :guilabel:`TEST &
CONFIRM`.
.. image:: email_servers/incoming-server.png
:align: center
:alt: Incoming mail server configuration on Odoo.
* If the database's hosting type is Odoo Online or Odoo.sh, redirecting incoming messages to Odoo's
domain name instead of the external email server is recommended. That way, incoming messages can
be received without delay. Odoo Online only fetches incoming messages of external servers once
every hour. Redirections for all email addresses should be set to Odoo's domain name in the email
server (e.g. *catchall\@mydomain.ext* to *catchall\@mycompany.odoo.com*).
All the aliases are customizable in Odoo. Object aliases can be edited from their respective
configuration view.
.. tip::
To edit catchall and bounce aliases, first activate the :ref:`developer mode <developer-mode>`.
Then, go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters` to
customize the aliases (*mail.catchall.alias* & *mail.bounce.alias*).
.. image:: email_servers/system-parameters.png
:align: center :align: center
:alt: System parameters with catchall configuration in Odoo.
* If you use Odoo on-premise, create an *Incoming Mail Server* in Odoo for each alias. By default, inbound messages are fetched every 5 minutes in Odoo on-premise.
You can do it from the General Settings as well. Fill out the form according
to your email provider’s settings.
Leave the *Actions to Perform on Incoming Mails* blank. Once all the
information has been filled out, click on *TEST & CONFIRM*.
.. image:: email_servers/incoming-server.png
:align: center
* If you use Odoo Online or Odoo.sh, We do recommend to redirect incoming messages
to Odoo's domain name rather than exclusively use your own email server.
That way you will receive incoming messages without delay. Indeed, Odoo Online is fetching
incoming messages of external servers once per hour only.
You should set redirections for all the email addresses to Odoo's domain name in your
email server (e.g. *catchall@mydomain.ext* to *catchall@mycompany.odoo.com*).
.. tip:: All the aliases are customizable in Odoo.
Object aliases can be edited from their respective configuration view.
To edit catchall and bounce aliases, you first need to activate the
:ref:`developer mode <developer-mode>`.
Then go to :menuselection:`Settings --> Technical --> Parameters --> System Parameters`
to customize the aliases (*mail.catchall.alias* & * mail.bounce.alias*).
.. image:: email_servers/system-parameters.png
:align: center
.. note:: By default inbound messages are fetched every 5 minutes in Odoo on-premise.
You can change this value in :ref:`developer mode <developer-mode>`.
Go to :menuselection:`Settings --> Technical --> Automation -->
Scheduled Actions` and look for *Mail: Fetchmail Service*.
.. note::
This value can be changed in :ref:`developer mode <developer-mode>`. Go to
:menuselection:`Settings --> Technical --> Automation --> Scheduled Actions` and look for
:guilabel:`Mail: Fetchmail Service`.
Set up different dedicated servers for transactional and mass mails Set up different dedicated servers for transactional and mass mails
=================================================================== ===================================================================
Odoo is subject to a :ref:`daily email limit <email_communication/daily_limit_mail>` to prevent abuse. In Odoo a separate Mail Transfer Agent (MTA) server can be used for transactional emails and mass
However, if needed, you can use a separate Mail Transfer Agent (MTA) servers for transactional mailings. Example: Use Postmark or SendinBlue for transactional emails, and Amazon SES, Mailgun or
e-mails and mass mailings. Sendgrid for mass mailings.
Example: use Odoo's own mail server for transactional e-mails, and Sendgrid, Amazon SES, or Mailgun
for mass mailings. Another alternative is to use Postmark for transactional e-mails, and Amazon SES
or Sendgrid for mass mailings.
.. note:: .. tip::
A default outgoing email server is already configured. You should not create an alternative one A default outgoing email server is already configured. Do not create an alternative one unless a
unless you want to use a specific external outgoing email server for technical reasons. specific external outgoing email server is needed for technical reasons.
To do this, you should first activate the :ref:`developer mode <developer-mode>` and then go to To do this, first activate the :ref:`developer mode <developer-mode>`, and then go to
:menuselection:`Settings --> Technical --> Outgoing` e-mail servers. There you have to create two :menuselection:`Settings --> Technical --> Outgoing` email servers. There, create two email MTA
e-mail MTA server settings. One for transactional e-mails and one for mass mail servers. Be sure to server settings; one for the transactional emails and one for the mass mailing server. Make sure
mark the priority of transactional e-mail servers as low as the mass email servers. to give priority to the transactional server over the mass mailing server by providing a lower
priority number for the transactional MTA server.
Now, go to :menuselection:`Email Marketing --> Settings` and enable *Dedicated Server*. Now, go to :menuselection:`Email Marketing --> Settings` and enable :guilabel:`Dedicated Server`.
With these settings, Odoo uses the server with the lower priority for transactional emails, and the With these settings, Odoo uses the server with the lower priority for transactional emails, and the
server here selected for mass mails. server here selected for mass mails. Note that in this case, the domain's Sender Policy Framework
Note that in this case, you have to set your domain's Sender Policy Framework (SPF) records to (SPF) records must be set to include both transactional and mass mail servers.
include both transactional and mass mail servers. If your server resides with xxxx.odoo.com, the
available options are Sendinblue and Mailchimp, as your e-mails would be originated from the
xxxx.odoo.com domain.