Email Accounts
Last updated : 03/09/2011How to set up a new email account from within Preferences and what information you might need.
Note: Normally a user would set up their own email account as it requires their password. If the System Administrator has set up the Email Account but the required users cannot see it, it may be because it has not been shared with them. The System Administrator will need to open the Email Account and share it using the ‘Sharing’ button.
Your System Administrator may already have set up an Email Account and shared it with you. To see if any have been created, click Start > Preferences> Email Settings. You can click on the row to open the record and see what settings have been applied.
To set up a new Email Account, click New Email Account. Complete the form that appears. The compulsory fields are Email Address, Server Name and Port. You can also populate the From Name field with the name you’d like the recipient of the email to see.
You may need to speak to your System Administrator to get the details of the Server name and Port. The server name tells Workbooks which server to contact to send email; it’s either a DNS name (something like mail.mycompany.com) or an IP address (four numbers separated by dots) . The available ports are 25, 465 and 587. This is set to 25 by default, but you should check which port your Email Server uses; for example, Gmail uses port 587.
You should also ensure to tick the ‘The server uses a secure connection (SSL, TLS)?’ tickbox if necessary. If the Email Server allows for encryption, then Workbooks will support that to ensure a secure connection.
Alternatively, you can set this up to authenticate via Office 365. Simply select this option from the dropdown and then sign into the popup using your 365 credentials.
Tip
When a recipient responds to an email sent from an alias address by clicking reply, the response will be sent to the alias address and not to the email inbox associated with your login credentials.
Your server almost certainly requires authentication before sending email, so you’ll need to complete the Username and Password fields.
The password will show as blanking spaces / black dots. This is to indicate that a password has been entered. This has not been hard coded into the field as that would be security risk but is more of a visual aid to user to show a password is entered. E.g.
When you click Save, a new tab called Addresses appears, which shows any email addresses (aliases) that have been set up on this account. Some mail servers allow multiple email addresses to be associated with one account (Gmail, for example). If your server allows this, you can add new addresses by clicking New Email. More typically however, you should set up a different email account for each email address.
You can use Workbooks without entering an email address but will not be able to use some functions. You will not be able to send emails via Workbooks which also means you will not be able to use the scheduled emails function, which can include reports created in Workbooks.
For information on specifying a ‘from’ address when sending emails, click here.