Setting up a mailbox for other email providers

Please Note: If you are setting up a Gmail or Microsoft email account (Office 365, Outlook, Hotmail, Live and so on) you should read the specific Knowledge Base article for your email provider:  

Link to main email providers KB article  

TaxCalc connects to your mailbox using Simple Mail Transfer Protocol (SMTP) which is an internet standard communication protocol that allows you to send outgoing emails from your email provider.  

To start sending emails from TaxCalc you will need to enter your provider’s SMTP details and authorise TaxCalc to connect on your behalf to send emails.   

Setting up an app password for your mailbox 

Depending on your provider, you may need to set up an app password. Please see KB3028 - SMTP Application Passwords for more information.  

Adding a new Mailbox  

There are two places in which a mailbox can be added in TaxCalc depending on whether the mailbox will be used by multiple users within an office (Office settings) or whether it’s a personal mailbox for a specific user (User settings).  

For an Office mailbox, go to Admin Centre > Firm Details > Edit Office > Outgoing Email Settings 

For a User mailbox, go to Admin Centre > Users > Edit User > Outgoing Email Settings 

Then from the relevant Outgoing Email Settings page: 

1. Select Add to open the following Mailbox Settings screen: 

2. For the Email provider choose Other. 
3. For Other mailbox types, you will need to manually enter your SMTP server details. Your IT team will be able to provide you with this information, or please refer to your email providers website.
4. Enter the SMTP server, Encryption type and SMTP port.
5. Enter the Email address for the mailbox that you are adding (for example myname@myemailaddress.com).
6. In the From Name field, enter the name as it should display on the sent email.
7. Next enter the Username (which may be the same as the email already entered above) and Email password.

Please Note: When using an app password (see above) you should use this password as opposed to your usual mailbox password.  

7. Once all the details are correct, click the Email Passcode button to send a passcode to the specified email address which will verify that the setup details are working. 

Please Note: By clicking Email passcode you allow TaxCalc to send emails on your behalf and as a result you may be sharing sensitive information with this site or app. Read how TaxCalc manages your data on our term of privacy policy. 

8. Once you’ve received the passcode, enter the code and click Verify:  

9. You’ll then see confirmation that the setup information has been verified:  

10. If the information you’ve entered is invalid, a message is displayed advising that the SMTP details are incorrect. 

For more information on Communications Centre, please see KB3199 Communications Centre: Collateral.