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Email SMTP Settings - Custom Email as Sender Email
Email SMTP Settings - Custom Email as Sender Email

Let's explore the options available in the organization settings for sending emails using a user's custom domain.

Ashley Cooper avatar
Written by Ashley Cooper
Updated over a week ago

Email SMTP settings are the configuration parameters that allow you to send emails through an SMTP server. SMTP stands for Simple Mail Transfer Protocol, which is a standard for sending and receiving emails over the internet. SMTP settings usually include the following information:

  • SMTP server address: the domain name or IP address of the SMTP server that handles your outgoing emails.

  • SMTP port: the port number that the SMTP server uses to communicate with your email client or application.

  • SMTP username: the email address or username that you use to authenticate with the SMTP server.

  • SMTP password: the password that you use to authenticate with the SMTP server.

  • SMTP encryption: the type of security protocol that the SMTP server uses to encrypt your email data, such as SSL (Secure Sockets Layer) or TLS (Transport Layer Security).

Different email providers may have different SMTP settings, so you need to check with your email provider to get the correct ones.

Configuring Email and SMTP Settings in Classe365

Go to Account > Org Settings

Please keep in mind that notifications-noreply@[subdomain-name].classe365.com is the default domain email used as sender for emails if SMPT isn't configured. Our server configurations will handle the sending of these emails.

Enable "Your Own Email Account" to customize the email sender with your domain's settings.

Super-admin will also get the link to configure SMTP while sending emails:

Gmail SMTP - Generating Password and Configuration

For Gmail, the SMTP configuration is common except the email and password:

  • Host - smtp.gmail.com

  • Username - <email>

  • Password - <password_generated_in_the_steps_below>

  • Port - 587

  • TLS - Enabled

To generate the password for Gmail SMTP, login to "https://myaccount.google.com", and navigate to "Security" and make sure 2-Step Verification is enabled, and click on "2-Step Verification".

It'll authenticate, and go to App Passwords

Click on "Add Password".

Copy the password and use it in Classe365 SMTP settings "Password" block.

Please note that you should remove white spaces in the passwords if any, and paste in your SMTP settings.

Office 365 SMTP - Generating Password and Configuration

For Office 365, the SMTP configuration is common except the email and password:

  • Host - smtp.office365.com

  • Username - <email>

  • Password - <account_password> or <app_password>

  • Port - 587

  • TLS - Enabled

To generate app password for Office 365 account, login to "https://www.office.com" and go to "My Microsoft Account".

Navigate to "Security > Additional Security Options".

Ensure 2-Step verification is "On", and under "App Passwords" click on "Create New App Password".

Copy the password generated and use it in your SMTP settings at Classe365.

SendGrid: SMTP Configurations

For SendGrid SMTP, you just need to obtain the API and the other information is common.

  • Host - smtp.sendgrid.net

  • Username - <api_key>

  • Password - <value_of_api_key>

  • Port - 587

  • TLS - Enabled

Refer to this documentation on configuring SMTP for SendGrid.

FAQs

Can sub-admin configure this setting?

No, this option is available only to the super-admin user

Can teacher configure their own SMTP settings?

No, the teachers will not be able to send the emails from their domain, they can only use organization email to send out emails configured by the super-admin.

Will teacher be able to use their email as sender?

If the SMTP configuration is set up for your school domain, then the teachers will have the option to send emails from their email, or they can send emails from the organization profile's email address.

I have a different email server, where can I find the SMTP configurations?

Email Service Provider might have a different UI (or layout) to access SMTP settings, please contact your organization IT admin, or contact your local server support to find the SMTP configuration.

I have 2 domains, can I have 2 different SMTP configurations in Classe365?

You can only have one SMTP configuration to send emails from 1 email address, this email will be global that means, all the users (admins, teachers) can send emails from this email as sender.

I have an active subscription with White Label module, and without SMTP configured will my sender ID have notifications-noreply@[subdomain-name].classe365.com?

Yes, even though you have subscribed to white label module, and disabled Classe365 branding, if you haven't configured SMTP options then your sender ID will still have main-domain (classe365.com) displayed. We request you to configure the SMTP settings to have custom sender ID displayed.

What will be the sender email and reply to email if I don't enable SMTP till the deadline?

Classe365 will roll out the SMTP configuration by 15th Jan 2024, and we allow admins to configure SMTP till 15th Feb 2024, admins will need to configure SMTP till the given deadline.

During the period of 15th Jan 2024, till 15th Feb 2024, Classe365 will use the "Institute Name" and "Organization Profile's Email Address" as sender name, and sender email. After 15th Feb 2024, we'll be using "notifications-noreply@<subdomain>.classe365.com" as the sender.

Here are some key advantages of configuring SMTP for your emails:

Efficient Communication:

  • Instant Communication: Email enables instant communication between students, faculty, staff, and administrators, facilitating quick dissemination of information.

  • Announcements: Educational organizations can use email to make important announcements, share news, and keep the community informed.

Organization-Wide Communication:

  • Broadcast Emails: Educational institutions can use broadcast emails to communicate with the entire organization, making it easy to distribute important information to a large audience.

  • Newsletters and Updates: Regular newsletters and updates can be sent to students, parents, and faculty, keeping everyone informed about events, achievements, and changes within the institution.

Administrative Processes:

  • Registration and Enrollment: Email communication streamlines the enrollment and registration processes, providing a quick and efficient means for students to receive important information and updates.

  • Administrative Notifications: administrative notifications, such as reminders for deadlines, upcoming exams, and important dates.

Security and Authentication:

  • Secure Communication: SMTP settings often include security measures to ensure the confidentiality and integrity of emails, protecting sensitive information exchanged within the organization.

  • User Authentication: Educational institutions can implement authentication mechanisms through SMTP to verify the identity of users, ensuring that only authorized individuals have access to certain communications.

Feedback and Support:

  • Feedback Channels: Email provides a channel for students to communicate with faculty and administrators, seeking help, providing feedback, and addressing concerns.

  • Helpdesk Functionality: Educational organizations can set up email-based helpdesk systems, allowing students and staff to submit requests for assistance and support.

Record Keeping:

  • Communication History: Email systems often maintain a record of communication history, making it easier for users to reference past messages and track important discussions.

Questions, need help?

Write us to support@classe365.com

Or, use in-app chat tool

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