Send and Receive Email From Third-Party Accounts

This article applies to recent versions of SmarterMail. View articles for SmarterMail 15.x and earlier.
These days it's rare for someone to have, and use, a single email address. That's why SmarterMail's SMTP Accounts and Email Retrieval functionality are so great: they allow users to easily manage multiple email accounts from one interface.
 
Users can utilize Email Retrieval to import messages from Gmail, Yahoo or any other mail account directly in the SmarterMail Inbox or separated in their own folders. In conjunction with this, SMTP Accounts can be added to allow users to choose an account to send from when sending an email. Using these two features together means you have a single webmail interface to use for virtually any email account you have across the Internet. 
 
NOTE: These features are only available if IMAP/POP Retrieval and SMTP Accounts have been enabled for the domain. If these options cannot be found in Connectivity settings, please contact your administrator. 


SMTP Accounts

Follow these steps send messages from third-party email accounts by adding an SMTP Account:
 
  1. Log into SmarterMail as a user.
  2. Click the Settings icon.
  3. When the Settings page loads, click on Connectivity in the navigation pane.
  4. In the SMTP Accounts card, click on New SMTP Account
  5. Enter your Display Name that recipients will see when you send email through this account.
  6. In the Server Address field, enter the address for the external email server. Typically this takes the form of "mail.example.com" or "smtp.example.com".
  7. For the Server Port, port 25 is the standard port used for unencrypted SMTP communication. In most cases, this will be unchanged; however, if a different port is required due to an ISP blocking port 25, the user of TLS or SSL, or other reasons, adjust the Server Port here. 
  8. For Encryption, select whether the service you're connecting to requires SSL or TLS. NOTE: If you choose SSL or TLS, you will most likely need to make sure the Port you've added corresponds to the connection type you're making. 
  9. In the Email Address field, enter the full email address of the account that will be used to send email. For example, joe@example.com.
  10. For Enable Authentication, select this option if SMTP authentication is required to send mail from this email address. What that means is that, once you attempt to send a message using this account, SmarterMail will pass your credentials back to the sending server to authenticate your address and let the sending mail server know that you're authorized to send mail from that account.
  11. Enter the Username and Password of the third-party email address to authorize the account. In most cases, the Username will match the Email Address entered above. 
  12. Use the Test Connection button to attempt a connection to your account and verify the accuracy of the settings entered. If a connection cannot be made, please contact the administrator of the email account you are attempting to reach. They may need to provide the server's unique SMTP settings. 
  13. Click Save to complete the SMTP Account.
NOTE: If you are not sure what settings should be entered or if your test connection fails, please contact the administrator of the external account for troubleshooting. They may need to provide the server's unique SMTP settings.
 
With an SMTP Account configured, you can now use the Send From dropdown while composing an email to send an email using your external account. In addition, in your Account Settings, you can choose to make your SMTP account the Default From Address or even customize its signature in the Signatures settings. 


Email Retrieval

Follow these steps to import messages from a third-party email account with Email Retrieval:
 
  1. Log into SmarterMail as a user.
  2. Click the Settings icon.
  3. When the Settings page loads, click on Connectivity in the navigation pane.
  4. In the Email Retrieval card, click on New Retrieval Task
  5. Using the Type dropdown, select the email retrieval method: IMAP or POP. IMAP and POP retrieval will both download email messages from another account's inbox and deliver them to your SmarterMail inbox (or the specified folder). The primary difference between the two is that IMAP allows the retrieval of ALL messages in all folders of the external mailbox, while POP will only download the contents from the Inbox. The other difference is that a POP account will generally retrieve messages from the server, then delete them from the originating server, while an IMAP account will leave messages on the server by default. (If POP'd messages should remain on the server, the setting Leave messages on server must be checked.)
  6. In the Server Address field, enter the address for the external email server. Typically this takes the form of "mail.example.com" or "webmail.example.com". 
  7. The standard port for IMAP retrieval is 143, while POP retrieval uses 110. In most cases, this will be unchanged; however, if a different Port is required, adjust the it here. 
  8. Enter the Email Address and Password of the third-party email address to authorize the account. In most cases, the full email address should be used. For example, joe@example.com.
  9. Choose the Retrieval Method: Manual or Automatic to choose the whether messages will be imported by manually clicking the Retrieve button in the Email Retrieval card or if messages will be automatically imported every 10 minutes. 
  10. Select the folder where imported messages should be delivered. If POP retrieval is utilized, select a SmarterMail folder from the Destination Folder dropdown. If using IMAP retrieval, choose the Folder Transfer Method. Unlike a POP connection, IMAP allows existing folders to be brought into SmarterMail, so this setting allows you to choose where to store those folders. If messages should be imported as subfolders on an existing SmarterMail folder, choose Add as subfolders and select the Destination Folder from the list. To add each folder in the external account as root folders, you can use Add as root level folders option. 
  11. Choose whether messages from the account's Inbox should be subject to spam and content filtering and whether SSL should be required. For POP connections, Enable APOP Authentication if the server requires additional login security and enable Leave messages on server keep your messages on the server after they are downloaded to your SmarterMail mailbox.
  12. Use the Test Connection button to attempt a connection to your account and verify the accuracy of the settings entered. If a connection cannot be made, please contact the administrator of the email account you are attempting to reach. They may need to provide the server's unique IMAP or POP settings.
  13. Click Save to complete the email retrieval task.
NOTE: When using Gmail for IMAP or POP Retrieval, you must enable first the 'Allow less secure apps' setting within Gmail. To find this setting, go to myaccount.google.com. Under 'Sign-in & Security,' click on 'Connected app & sites.' Then find the setting 'Allow less secure apps' and change the toggle to ON.
 
In addition, if you are not sure what settings should be entered, if your test connection fails or if messages are not imported into SmarterMail, please contact the administrator to verify the external server's unique IMAP or POP settings.


With IMAP or POP Retrieval now configured, messages sent to your third-party account will be delivered into your SmarterMail mailbox. If you chose to use the manual retrieval method, you can retrieve emails by opening the Email Retrieval Task card and clicking Retrieve Messages Now.

 

Learn more about SmarterMail's enterprise email features and benefits.

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When I set up the retrieval and try to save I get the following message "Can't add your local account to the message retrieval tool"

I've tried with a few external IMAP servers with no success.

Is there any troubleshooting steps I should look at?

If I use mailbox migration tool, same account settings... it works fine

Tim Walker (March 13 at 12:33 PM)
Hi, Tim -- those are really 2 different things. Email Retrieval (especially inc conjunction with SMTP Accounts) would be for when you had an account on different service, or an account hosted somewhere else, but wanted to use SmarterMail as a single repository for all of your incoming and outgoing mail for multiple accounts. Using webmail, you can respond to email from a single interface, but using multiple accounts.

Migration is when you're moving TO SmarterMail FROM a different email service. You can use the migration tools, or possibly a migration utility, to bring that account into SmarterMail so SmarterMail, then, is actually hosting the email.

IT sounds to me like you're trying to use Email Retrieval for an account that is in SmarterMail as well as hosted elsewhere?

Derek Curtis (March 14 at 12:42 PM)

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