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    How to check the email configuration in the system

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    OrangeHRM Administrator
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    1. Introduction

    Purpose of Email Configuration

    Email configuration in OrangeHRM allows the system to send important notifications, alerts, and communication to users. This documentation provides step-by-step instructions on configuring the email settings within OrangeHRM.

     

    Prerequisites

    Before proceeding with the email configuration, ensure that you have the following information:

    • SMTP Server Address
    • Port Number
    • Security Settings (SSL/TLS)

     

    2. Email Server Information

    SMTP Server

    • Server Address: [Your SMTP Server Address]
    • Example: smtp.yourmailprovider.com

    Port Number

    • Port: [Your SMTP Port Number]
    • Example: 587 (for TLS), 465 (for SSL)

    Security Settings (SSL/TLS)

    • Security: [SSL/TLS]
    • Example: STARTTLS for TLS, SSL/TLS for SSL

    Security Settings (SSL/TLS)

    • Security: [SSL/TLS]
    • Example: STARTTLS for TLS, SSL/TLS for SSL

     

    3. Office 365 Email Configuration

    Office 365 SMTP Server Information

    • Server Address: smtp.office365.com
    • Port: 587
    • Security: STARTTLS

     

    OrangeHRM Email Configuration Steps for Office 365

    1. Follow the steps in Section 4 to access the OrangeHRM Admin Panel.
    2. Navigate to "Configuration" and select "Email Configuration".
    3. In the "General Settings" section, set the following:
    • "Sending Method": SMTP
    • "SMTP Host": smtp.office365.com
    • "SMTP Port": 587
    • "SMTP Username": Your Office 365 email address
    • "SMTP Password": Your Office 365 email password

     

    1. In the "SMTP Secure Connection" section:
    • "User Secure Connection": TLS
    1. In the Use SMTP Authentication 
    • "SMTP Authentication ": Yes
    1. Scroll down and click "Send Test Email". Then type a valid email address and click “Save” Button



     

    Troubleshooting Office 365 Configuration

    If you encounter issues with Office 365 configuration, consider the following:

    1. Authentication Failure:

    Ensure the correctness of your Office 365 email address and password.

     

    1. Connection Issues:

                Confirm that the SMTP server address is set to smtp.office365.com and the port is set to 587.

     

    1. Security Settings:

                Check that the security setting is configured as STARTTLS.

     

    FAQs for Office 365 Configuration

    1. Are there any specific considerations for Office 365?

     

    Yes, use the provided SMTP server address (smtp.office365.com) and set the security to STARTTLS with port 587.

     

    1. Can I use a custom domain with Office 365 configuration?

     

    Yes, you can use a custom domain for your Office 365 email address.




    4. OrangeHRM Email Configuration Steps

    Accessing the OrangeHRM Admin Panel

    1. Open your web browser and navigate to the OrangeHRM Admin Panel.
    2. Log in with your System administrator credentials.

     

    Navigating to Email Configuration

    1. In the Admin Panel, go to "Configuration".
    2. Select "Email Configuration" from the menu.

     

    General Settings

    1. Set the "Mail Protocol" to "SMTP".
    2. Fill in the following information:
    • "SMTP Host": [Your SMTP Server Address]
    • "SMTP Port": [Your SMTP Port Number]
    • "SMTP Username": [Your SMTP Username]
    • "SMTP Password": [Your SMTP Password]

     

    SMTP Configuration

    Configure additional SMTP settings:

    • "SMTP Security": [SSL/TLS]
    • "SMTP Authentication ": Yes

    Testing Email Configuration

    1. Scroll down to the bottom of the page.
    2. Click "Test Configuration".
    3. Enter a test email address.
    4. Click "Send Test Email".

    5. Migration Checklist

    Update DNS Records

    1. MX Record: Ensure that the MX (Mail Exchange) records for your domain are updated to point to the new email server. This is crucial for directing incoming emails to the correct server.

     

    Whitelist Email Server IP Address

    Whitelisting for Outbound Emails:

    • Contact the email service provider or IT department responsible for email security.
    • Provide the new IP address of your email server to be whitelisted.
    • Whitelisting ensures that emails sent from your server are not marked as spam or blocked.

    Update SPF Record

    Update SPF (Sender Policy Framework) Record:

    • If applicable, update your SPF record in DNS to include the new email server's IP address.
    • This helps prevent email spoofing and improves email deliverability.

     

    Test Email Configuration

    1.Internal Testing:

    • Conduct internal testing to ensure that the new email server is properly configured.
    • Test sending and receiving emails to and from internal addresses.

    2.External Testing:

    • Send test emails to external email addresses to verify that emails are reaching recipients without issues.

     

    Monitor Email Delivery

    1.Monitoring:

    • Monitor email delivery and check for any issues.
    • Implement logging and monitoring tools to track email traffic and identify potential problems.

    Update Email Signatures

    1. Update Email Signatures:
    • Remind users to update their email signatures to reflect any changes, such as a new email address or company information.

     

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