You will need to configure SMTP settings for 2Desk CRM if you want to send e.q. invoices, estimates, overdue reminders etc… the SMTP config will act as a general email from 2Desk CRM for all emails that will be sent.
In order to configure the send email feature in 2Desk CRM navigate to Setup->Settings->Email.
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Configuration options
Below you can read about the email configuration option to get more familiar with, however, in most cases, you will need to adjust only a few of them as mentioned in our examples below.
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Email Protocol
SMTP and Mail.
It’s highly recommended to configure the SMTP protocol for sending emails if you don’t want to encounter issues with emails going to spam or encoding, the examples below will be strictly for the SMTP protocol as it’s the recommended one.
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Email Encryption
- SSL – Select if you are configuring SMTP with port 465
- TLS – Select if you are configuring SMTP with port 587
- None – Select if you are configuring SMTP with port 25
Summarized, SSL works with port 465, TLS works with port 587 and if you are trying to configure the SMTP config with port 25 (non-secure) there will be no encryption and you should select None.
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SMTP Host
Enter your SMTP hostname.
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SMTP Port
Enter your SMTP port
Don’t mix up these modes; Email encryption set to SSL on port 587 or TLS on port 465 will not work.
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Enter the SMTP email you are trying to configure as a general email for 2Desk CRM, in most cases, this will be a mail only used for sending emails from 2Desk CRM, e.q. you can create an email account with name no-reply@ or info@, however, this is up to you to determine how best fit for your needs.
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SMTP Username
Fill only if your email client use username for SMTP login, mostly you will fill this field if you are using an exchange mailbox.
In most cases when you are using exchange server, you will need to log in with username not with the email address, in this case, 2Desk CRM will use the SMTP Username field to log in to your mail server instead of the email address, however the Email address you filled above will be still used as a FROM header.
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SMTP Password
Fill the password for login, you should already know your password.
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Email Charset
The default is UTF-8, you won’t need to change this ever, because in most cases this works fine, however, if you decide to change the encoding it’s highly recommended perform few researches to see what encoding is best fit for you.
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BCC All Emails To
You can add email to be added as BCC header if you want to keep track and get copies of all emails sent from 2Desk CRM if you need to add multiple BCC emails, separate them by a comma.
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Email Signature
Global email signature for all emails sent, can be used as merge field added in email templates in Setup->Email Templates, keep in mind this option can be overridden if e.q. the staff that is sending an invoice to an email have configured custom email signature in his profile.
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Predefined Header & Predefined Footer
2Desk CRM installation by default comes with a predefined header and predefined footer for all email templates, the predefined header and footer is pretty clean but if you need something more then this, feel free to adjust the code.
The email message contents are merged in between the predefined header and footer e.q.
[predefined header code]
The email message
[predefined footer code]
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SMTP server examples
The below examples are general examples how to configure SMTP to send an email, keep in mind that the examples may be different then your actual server requirements, the best is to consult with your hosting provider to provide you the correct SMTP configuration.
SMTP server over port 25
Encryption: None
SMTP Host: yoursmtphost.com
SMTP Port : 25
SMTP Email: Your email
SMTP Password: Your password
SMTP servers that require SSL connection
Encryption: SSL
SMTP Host: yoursmtphost.com
SMTP Port : 465
SMTP Email: Your email
SMTP Password: Your password
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Testing SMTP Setup
If you need to test your SMTP setup just go to Setup -> Settings -> Email and scroll down to Send Test Email to enter your email address and click the submit button. If the SMTP is setup correctly you will receive green notifications saying that your email is set up correctly also an email will be sent to the email address you entered otherwise debug message from the email client will be shown.