How do I send a report through email? (using the SMTP settings feature in Sage 300CRE)

• Method 1 is to use a compatible version of Microsoft Outlook. See link below for article 39123 DocLink: How do I send a report through email? (using a compatible version of Microsoft Outlook).
• Method 2 is to set up SMTP settings in Sage 300 Construction and Real Estate (Sage 300CRE). SMTP (Simple Mail Transfer Protocol) is one of two main components used daily for email to function. SMTP is used explicitly to send emails, whereas the incoming mail server (POP3 or IMAP) is used to receive emails. This article is in regards to using SMTP settings in Sage 300CRE to communicate directly with the SMTP server.

Note: If using the method in this article, Microsoft Office is not required. You may use unsupported Microsoft Outlook editions. Sage 300CRE will act as the mail program and communicate directly with the SMTP outgoing mail server to send the email, thus not requiring Microsoft Outlook.

Configure mail settings to send using SMTP:

For versions 15.1 and older:

1. Open Sage Desktop.
2. Go to Tasks, Sage 300 Construction and Real Estate, Common Tasks, Tools, Options.
3. Select the Mail Settings tab.
4. Check the Use SMTP to send mail box.
5. Enter the following information:
   • Sender email: (this is what the receiver will see the email is from)
   • SMTP Server: (this is to be supplied by the IT person. An example might be smtp.mail.com, but will be different, depending on the person who set up the mail server)
   • Port: (The default port for SMTP is 25 - Note that if the other default secured port of 587 is used, this feature may not work)
   • SMTP Account Name: (Type a username - your IT professional may choose to create an account explicitly for this, or may use any regular account used to log into email)
   • SMTP Account Password: (Type password associated with the username)
6. Click the Test SMTP mail button. Another dialog box comes up.
7. Enter a Destination email address and click Send. Click only once.
   • If successful, you will receive a test email.
   • If unsuccessful (which generally is a sign that an unsupported SSL port such as 587 was used), you may receive an error such as :"The connection to the SMTP server failed. -or- Authentication failed. -or- The operation timed out. Exception: System.Net.MailSmtpException: xxxxxxxxxxxxxx"

For versions 16.1 and newer:

1. Open Sage Desktop.
2. Go to Applications, Common Tasks, Tools, Options.
3. Select the Mail Settings tab.
4. Check the Use SMTP to send mail box.
5. Enter the following information:
   • Sender email: (this is what the receiver will see the email is from)
   • SMTP Server: (this is to be supplied by the IT person. An example might be smtp.mail.com, but will be different, depending on the person who set up the mail server)
   • Port: (The default port for SMTP is 25 - Note that if the other default secured port of 587 is used, this feature may not work)
   • SMTP Account Name: (Type a username - your IT professional may choose to create an account explicitly for this, or may use any regular account used to log into email)
   • SMTP Account Password: (Type password associated with the username)
6. Click the Test SMTP mail button. Another dialog box comes up.
7. Enter a Destination email address and click Send. Click only once.
   • If successful, you will receive a test email.
   • If unsuccessful (which generally is a sign that an unsupported SSL port such as 587 was used), you may receive an error such as :"The connection to the SMTP server failed. -or- Authentication failed. -or- The operation timed out. Exception: System.Net.MailSmtpException: xxxxxxxxxxxxxx"

Notes:

• The Sender email is the default email address used to send. To have users send email using their own sender address, a Default sender will need to be specified on the users workstation under File, Send Settings.
• Currently, we do not support SSL or TLS encryption. This means email services such as GMail, mail servers hosted by Microsoft 365, and GoDaddy may not work or may require additional settings to be enabled on the side of the mail server.
  • Generally SSL or TLS uses port 587. If you are using port 587 for your SMTP server, chances are you are using these unsupported encryption methods and the SMTP feature will not work. The support of these encryption formats will be included for a future release.
  • Generally if you use port 25 (which is an unsecured port), this feature will work (unless you are using encryption on port 25).
  • If you are using SSL or TLS, you will need to install a compatible version of Microsoft Office instead, and this article does not apply to you. Using Microsoft Office bypasses the need for SMTP setup in Sage 300 because Microsoft Office communicates directly with the SMTP server.
• The SMTP settings are global and will affect all users of Sage 300 CRE.
• You may need to change your anti-virus settings to allow Sage 300 CRE applications to send email via SMTP. Click Help in the Mail Settings window for instructions on adding exclusions to your anti-virus software.
• Be aware that messages sent using SMTP do not appear in your "Sent" email folder, and therefore cannot be attached to the Project Management Correspondence Log. To record messages you send, enter your own email address in the Cc box of each message you wish to attach to the Correspondence Log.
• In Version 9.8 Update 5, the ability was added to select a From email address for items sent using a workstation specific setting and can be designated through File, then Send Settings. The user must be set up in Address Book as a contact to be selected.