Setting Up Email

Learn more

Setting Up Sage 300

Configuring the Sage 300 Portal Database

About Creating System, Company, and Portal Databases

You can set up Sage 300 to email documents using:

  • SMTP (Simple Mail Transfer Protocol). You can use your own SMTP server, or an SMTP service.
  • Microsoft Graph. This service sends email via Microsoft 365.
  • Microsoft Outlook. If you have Microsoft Outlook installed on your local computer, you can use it to send email from desktop screens. You cannot send email in this way from web screens.

For both desktop screens and web screens, you use the Email tab on the Company Profile screen to enter default email settings that are used when you print documents to email.

To set up email for Sage 300 desktop screens:

  1. In the Sage 300 classic desktop, open Common Services > Company Profile.
  2. On the Email tab, specify how you will email documents.

    To email documents using Microsoft Outlook, clear the Use Email Service option. Otherwise, select this option and then specify one of the choices in the Email Service field.

  3. If you are using an email service, enter settings for the email service:

    • Basic Authentication SMTP

      • Server Name. Enter the server name for your email server, using the format smtp.server name.

      • Server Port. The default value is 587, but you can change it. Consult the documentation for your SMTP server or service.

        Notes:
        • Some SMTP services recommend using Port 587 to avoid potential rate limiting or blocking.
        • SSL is required if you use Port 465.

      • Use SSL. The default value is Yes, but you can change it.

        Important! This setting affects data encryption and authentication. Consult your IT professional or SMTP server documentation to determine which setting to use.

      • Username. Enter the username for the SMTP server to be used when sending email.
      • Password. Enter the password for the email account to be used when sending email.

      • From Email Address. Enter the email address to be used when sending email.

        Note: If you send email using Basic Authentication SMTP as your email service, this address may need to match the one you enter in the Username field, or may not work unless you set up an email alias. Consult your SMTP server documentation for details about sending email.

    • Microsoft Graph

      • Tenant ID. Enter the tenant ID (alternatively called the directory ID) from your Microsoft 365 account.
      • Client ID. Enter the client ID (alternatively called the application ID) from your Microsoft 365 account.
      • Client Secret. Enter the client secret from your Microsoft 365 account.
      • From Email Address. Enter the email address to be used when sending email.

      For additional technical information about setting up Microsoft Graph, see Sage Knowledgebase article 115363.

  4. To receive copies of emails that you send to customers or vendors, in the Send Copies To field, enter email addresses where copies should be sent.

    If you enter multiple email addresses, separate them with a semicolon. For example: [email protected];[email protected].

    Note: This field works like Bcc (blind carbon copy). Email recipients are not alerted that you have sent a copy to yourself.

  5. Under Send Test Email, specify a test email address and send a test email. More...

    1. To. Enter the email address of the recipient for the test email.
    2. Send a Test Email. Click to send a test email using the settings specified on the Email tab.

  6. If the email message does not arrive in the email inbox of the recipient you specified:

    • Check the junk email or spam folder for the email account.
    • Check the settings you entered, make any needed changes, and send another test email.
  7. Click OK to save your settings.

To set up email for Sage 300cloud web screens:

  1. In Sage 300cloud web screens, open Common Services > Company Setup > Company Profile.

  2. On the Email tab, specify an email service (how you will email documents), and then enter settings for the email service:

    • Basic Authentication SMTP

      • Server Name. Enter the server name for your email server, using the format smtp.server name.

      • Server Port. The default value is 587, but you can change it. Consult the documentation for your SMTP server or service.

        Notes:
        • Some SMTP services recommend using Port 587 to avoid potential rate limiting or blocking.
        • SSL is required if you use Port 465.

      • Use SSL. The default value is Yes, but you can change it.

        Important! This setting affects data encryption and authentication. Consult your IT professional or SMTP server documentation to determine which setting to use.

      • Username. Enter the username for the SMTP server to be used when sending email.
      • Password. Enter the password for the email account to be used when sending email.

    • Microsoft Graph

      • Tenant ID. Enter the tenant ID (alternatively called the directory ID) from your Microsoft 365 account.
      • Client ID. Enter the client ID (alternatively called the application ID) from your Microsoft 365 account.
      • Client Secret. Enter the client secret from your Microsoft 365 account.

      For additional technical information about setting up Microsoft Graph, see Sage Knowledgebase article 115363.

  3. Enter other settings. More...

    • From Email Address. Enter the email address to be used when sending email.

      Note: If you send email using Basic Authentication SMTP as your email service, this address may need to match the one you enter in the Username field, or may not work unless you set up an email alias. Consult your SMTP server documentation for details about sending email.

    • Send Copies To. To receive copies of emails that you send to customers or vendors, enter one or more email addresses where copies should be sent.

      If you enter multiple email addresses, separate them with a semicolon. For example: [email protected];[email protected].

      Note: This field works like Bcc (blind carbon copy). Email recipients are not alerted that you have sent a copy to yourself.

  4. Under Send Test Email, specify a test email address and send a test email. More...

    1. To. Enter the email address of the recipient for the test email.
    2. Send a Test Email. Click to send a test email using the settings specified on the Email tab.

  5. If the email message does not arrive in the email inbox of the recipient you specified:

    • Check the junk email or spam folder for the email account.
    • Check the settings you entered, make any needed changes, and send another test email.
  6. Click OK to save your settings.