Hi Ian Nyingi I don't have a copy of Sage 300 2022 handy, but when you go to Common Services I assume your options are SMTP or Microsoft Graph?  As Microsoft Graph can be more complicated to setup, what I do at my client sites is to set up all mail to go out via a generic SMTP address (such as [email protected]) and I create a shared mailbox for the client called [email protected] and put it in the CC field so all sent mail receives a CC in the sent_accounts box.  You could also CC back to [email protected] and put a rule in place to store it in a seperate folder.  Its normally beneficial to have sent statements going back to a shared mailbox because what happens if a staff member is away or on leave?  The emails are stuck in that person's sent items.  However if you really want to go back to traditional sent items etc, use Microsoft Graph integration.

Hi Ian Nyingi I don't have a copy of Sage 300 2022 handy, but when you go to Common Services I assume your options are SMTP or Microsoft Graph?  As Microsoft Graph can be more complicated to setup, what I do at my client sites is to set up all mail to go out via a generic SMTP address (such as [email protected]) and I create a shared mailbox for the client called [email protected] and put it in the CC field so all sent mail receives a CC in the sent_accounts box.  You could also CC back to [email protected] and put a rule in place to store it in a seperate folder.  Its normally beneficial to have sent statements going back to a shared mailbox because what happens if a staff member is away or on leave?  The emails are stuck in that person's sent items.  However if you really want to go back to traditional sent items etc, use Microsoft Graph integration.

Hi Accsys, 

Do you use 3rd party SMTP service for sending statement/invoices?  Our IT company recommends doing so, incase Microsoft 365 flags our emails as spam and will throttle that email address. 

Is this a common practice?  If so, which SMTP service do you use?

Thank you, 

We use our Office 365 tenancy, here are some working examples to help you out:

Recommended: Using a custom Exchange Online mail connector through your Microsoft 365 Service.
In this case we created a simple connector on port 25 with no SSL or authentication for printers etc.

This is how to do it easily: https://www.youtube.com/watch?v=P_zuNUph918

Using a dedicated connector for your SMTP mail is the best option by far.

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Option 2:  Use your Office 365 user account with the public smtp.office365.com SMTP server.
Note: This requires you to setup an app password for sending OR to disable MFA for the user, so best to create a mailbox like [email protected]:

This is probably what your IT people were thinking of and were worried about outbound email being flagged as spam.  This method has pretty strict rate and volume limits on it so I don't recommend it but it will work well for very small email volumes.

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Option 3:  Often your web hosting account for your public website will come with a basic SMTP service:

Depending on your hosting type and quality of service you may be limited to 100 - 200 emails per hour and have a reasonably high risk of being flagged as spam if you hammer it with several hundred emails per day.  Will work well for small volumes.

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Other Options - Antivirus provider, ISP, and external services like smtp2go, smtp.com, mailgun, mailchimp, etc.  Paid services like smtp.com are what you're going to need for serious high volume sending and pricing is very reasonable i.e. mail250.com:

Good luck!...Tim