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SMTP Configuration

In order to send emails, you need to configure your SMTP server correctly.  It's possible that you may need a computer-savvy person to help you set it up.

  • If you use an email program like Outlook, Windows Live or Thunderbird, then you need to use the same email settings as what is used in the program.  For example with Outlook Express the setting are under Tools, Accounts, select the account (of type mail default), Properties and then the Servers Tab
  • If you are using a web-based email address like Gmail, Hotmail, or YahooMail, then you need to set up their SMTP server (see common ones below)

Watch a video tutorial on Email Setup.

Note for Xtra Customers (New Zealand)

If your Internet provider (ISP) is Xtra, then there are some very important things you need to be aware of.
Please click here for more information.

Web-Based Email

If any of the information below is incorrect or out of date, please contact us.

Gmail

If you're using a Gmail email address (an address which ends with "@gmail.com"), then set it up as follows:-

  • SMTP Server: smtp.gmail.com
  • Username: yourgmailusername@gmail.com
  • Password: your Gmail password
  • Security: SSL
  • Port: 465

Next, to avoid getting a "Bad login or password" error, you need to change some settings within Gmail itself, as follows:-

  1. Open your web browser, go to Gmail.com and log into your Gmail account
  2. Click on Less secure apps and turn on "Allow less secure apps"
  3. After that, you should be able to email invoices, etc. from Cashbook

G Suite (Google Apps)

If you're using Google's paid "G Suite" service (which integrates your own domain name with Gmail), then set it up as follows:-

  • SMTP Server: smtp.gmail.com
  • Username: you@yourdomain.com
  • Password: your G Suite password
  • Security: SSL
  • Port: 465

Next, to avoid getting a "Bad login or password" error, you need to change some settings within G Suite itself, as follows:-

  1. Open your web browser, go to G Suite and log into your "G Suite" account
  2. Click on Allow less secure apps (or click Security, Basic Settings, Go to settings for less secure apps). Select "Allow users to manage their access to less secure apps" (the middle one).
  3. Click on Less secure apps and turn on "Allow less secure apps"
  4. After that, you should be able to email invoices, etc. from Cashbook

Windows Live Hotmail

If you are using a Windows Live Hotmail email address, then set it up as follows:-

  • SMTP Server: smtp.live.com
  • Username: yourusername@hotmail.com or yourusername@live.com
  • Password: your password
  • Security: TLS
  • Port: 587

Microsoft Office 365

If you are using Microsoft Office 365 for your email service, then set it up as follows:-

  • SMTP Server: smtp.office365.com
  • Username: your email address
  • Password: your password
  • Security: TLS
  • Port: 587

AOL

If you are using a AOL email address, then set it up as follows:-

  • SMTP Server: smtp.aol.com
  • Username: yourusername@aol.com
  • Password: your password
  • Security: SSL
  • Port: 465

Yahoo

If you are using a Yahoo email address, then set it up as follows:-

  • SMTP Server: smtp.mail.yahoo.com (or plus.smtp.mail.yahoo.com)
  • Username: yourusername@yahoo.com
  • Password: your password
  • Security: SSL
  • Port: 465

Email Programs (not through a web browser)

The SMTP settings are usually SMTP.YourISPName. For example the SMTP server for an ISP with the web address http://www.bigpond.net.au, is smtp.bigpond.net.au

If you are not sure then please contact your ISP, and ask them for the correct SMTP settings.  You may need to enter a username and password, and may also need to use security (TLS or SSL).

Troubleshooting

If you are using cashbook version 5.04d or later and are getting these error messages:-

  • Unable to determine remote server – you are probably are trying to connect to a non-existent SMTP server
  • Undefined error id (and/or waiting forever) – if you wait a long time and then get this error, you are probably trying to connect using the wrong "Port" number. The ports are usually as follows:-
    • Port  25  – No Security
    • Port 587 – TLS Security
    • Port 465 – SSL Security
  • Server returned error after sending MAIL FROM – this error indicates that the smtp server is not happy with your "Return Email Address". A lot of SMTP servers want you to use "their" email address not someone else's. For example if you are with an ISP called Xtra, then they want you to use your Xtra email address, not your Gmail email address. On that note, if you are with Xtra, there's some important information you need to see on the Xtra page.
  • Bad login or password – usually the username and password are the same as the router that you use to connect to the internet. Ask your ISP (internet provider) if you're not sure
  • Bad login or password (if using Gmail or G Suite) – Please follow these steps.