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============================================================
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How to use my mail server to send and receive emails in Odoo
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============================================================
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This document is mainly dedicated to Odoo on-premise users who don't
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benefit from an out-of-the-box solution to send and receive emails in Odoo,
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unlike `Odoo Online <https://www.odoo.com/trial>`__ & `Odoo.sh <https://www.odoo.sh>`__.
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If no one in your company is used to manage email servers, we strongly recommend that
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you opt for those Odoo hosting solutions. Their email system
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works instantly and is monitored by professionals.
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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 yourself.
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You will find here below some useful
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information on how to integrate your own email solution with Odoo.
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.. note:: Office 365 email servers don't allow easily to send external emails
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from hosts like Odoo.
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Refer to the `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>`__
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to make it work.
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How to manage outbound messages
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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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Then, click *Outgoing Mail Servers* to create one and reference the SMTP data of your email server.
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Once all the information has been filled out, click on *Test Connection*.
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Here is a typical configuration for a G Suite server.
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.. image:: media/outgoing_server.png
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:align: center
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Then set your email domain name in the General Settings.
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Can I use an Office 365 server
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------------------------------
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You can use an Office 365 server if you run Odoo on-premise.
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Office 365 SMTP relays are not compatible with Odoo Online unless you configure
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Odoo to force the outgoing "From" address (see below).
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Please refer 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>`__
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to configure a SMTP relay for your Odoo's IP address.
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How to use a G Suite server
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---------------------------
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You can use an G Suite server for any Odoo hosting type.
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To do so you need to setup the SMTP relay service. The configuration steps are explained in
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`Google documentation <https://support.google.com/a/answer/2956491?hl=en>`__.
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.. _discuss-email_servers-spf-compliant:
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Be SPF-compliant
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----------------
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In case you use SPF (Sender Policy Framework) to increase the deliverability
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of your outgoing emails, don't forget to authorize Odoo as a sending host in your
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domain name settings. Here is the configuration for Odoo Online:
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* If no TXT record is set for SPF, create one with following definition:
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v=spf1 include:_spf.odoo.com ~all
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* In case a SPF TXT record is already set, add "include:_spf.odoo.com".
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e.g. for a domain name that sends emails via Odoo Online and via G Suite it could 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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Allow DKIM
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----------
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You should do the same thing if DKIM (Domain Keys Identified Mail)
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is enabled on your email server. In the case of Odoo Online & Odoo.sh,
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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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.. _discuss/email_servers/inbound_messages:
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Choose allowed "From" email addresses
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-------------------------------------
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Sometimes, an email's "From" (outgoing) address can belong to a different
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domain, and that can be a problem.
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For example, if a customer with address *mary@customer.example.com* responds to
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a message, Odoo will try to redistribute that same email to other subscribers
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in the thread. But if the domain *customer.example.com* forbids that kind of
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usage for security (kudos for that), the Odoo's redistributed email would get
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rejected by some recipients' mail servers.
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To avoid those kind of problems, you should make sure all emails use a "From"
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address from your authorized domain.
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If your MTA supports `SRS (Sender Rewriting Scheme)
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<https://en.wikipedia.org/wiki/Sender_Rewriting_Scheme>`_, you can enable it
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to handle these situations. However, that is more complex and requires more
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technical knowledge that is not meant to be covered by this documentation.
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Instead, you can also configure Odoo to do something similar by itself:
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#. Set your domain name in the General Settings.
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.. image:: media/alias_domain.png
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:align: center
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#. In developer mode, go to :menuselection:`Settings --> Technical -->
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Parameters --> System Parameters`.
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#. Add one system parameter from these:
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* If you want *all* your outgoing messages to use the same "From" address,
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use the key ``mail.force.smtp.from`` and set that address as value
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(such as ``outgoing@mycompany.example.com``).
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* If you want to keep the original "From" address for emails that use your
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same domain, but change it for emails that use a different domain, use
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the key ``mail.dynamic.smtp.from`` and set as value the email address
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that should be used in those cases (such as
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``outgoing@mycompany.example.com``).
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How to manage inbound messages
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==============================
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Odoo relies on generic email aliases to fetch incoming messages.
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* **Reply messages** of messages sent from Odoo are routed to their original
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discussion thread (and to the inbox of all its followers) by the
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catchall alias (**catchall@**).
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* **Bounced messages** are routed to **bounce@** in order to track them in Odoo.
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This is especially used in `Odoo Email Marketing <https://www.odoo.com/page/email-marketing>`__
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to opt-out invalid recipients.
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* **Original messages**: Several business objects have their own alias to
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create new records in Odoo from incoming emails:
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* Sales Channel (to create Leads or Opportunities in `Odoo CRM <https://www.odoo.com/page/crm>`__),
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* Support Channel (to create Tickets in `Odoo Helpdesk <https://www.odoo.com/page/helpdesk>`__),
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* Projects (to create new Tasks in `Odoo Project <https://www.odoo.com/page/project-management>`__),
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* Job Positions (to create Applicants in `Odoo Recruitment <https://www.odoo.com/page/recruitment>`__),
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* etc.
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Depending on your mail server, there might be several methods to fetch emails.
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The easiest and most recommended method is to manage one email address per Odoo
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alias in your mail server.
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* Create the corresponding email addresses in your mail server
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(catchall@, bounce@, sales@, etc.).
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* Set your domain name in the General Settings.
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.. image:: media/alias_domain.png
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:align: center
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* If you use Odoo on-premise, create an *Incoming Mail Server* in Odoo for each alias.
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You can do it from the General Settings as well. Fill out the form according
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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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* If you use Odoo Online or Odoo.sh, We do recommend to redirect incoming messages
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to Odoo's domain name rather than exclusively use your own email server.
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That way you will receive incoming messages without delay. Indeed, Odoo Online is fetching
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incoming messages of external servers once per hour only.
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You should set redirections for all the email addresses to Odoo's domain name in your
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email server (e.g. *catchall@mydomain.ext* to *catchall@mycompany.odoo.com*).
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.. tip:: All the aliases are customizable in Odoo.
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Object aliases can be edited from their respective configuration view.
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To edit catchall and bounce aliases, you first need to activate the
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developer mode from the Settings Dashboard.
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.. image:: media/developer_mode.png
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:align: center
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Then refresh your screen and go to
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:menuselection:`Settings --> Technical --> Parameters --> System Parameters`
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to customize the aliases (*mail.catchall.alias* & * mail.bounce.alias*).
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.. image:: media/system_parameters.png
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:align: center
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.. note:: By default inbound messages are fetched every 5 minutes in Odoo on-premise.
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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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.. _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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