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[IMP] discuss: improved email server doc
New sections about SPF config, office 365 and custom email servers in Odoo online
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‎discuss/email_servers.rst

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====================================================================
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How to use my own email servers to send and receive messages in Odoo
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====================================================================
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=================================================================
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How to use my own email servers to send and receive email in Odoo
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=================================================================
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When is it needed
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=================
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You need it if you use Odoo Community or Enterprise.
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What if I use Odoo Online
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=========================
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You are done! Odoo Online comes up with an embedded and ready-to-use email
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server (*@yourcompany.odoo.com*).
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We recommend to keep this default setting as is as it is really convenient.
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Indeed, while it is branded by Odoo, the visible source of any message
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sent from Odoo will be your personal email address (your Odoo login).
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Your contacts will therefore trust your messages.
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How does it work when a contact replies to an email sent from Odoo
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==================================================================
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Default reply-to is a generic address used to automatically route
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any incoming email to the discussion thread of the origin business object
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(opportunity, order, task, etc.) and to the inbox of all its followers.
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By default this address is "catchall@" but it can be changed.
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Thanks to it, you get a perfect message thread in Odoo and you don't
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pollute your external email box with Odoo-related topics.
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How to use my own email servers
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===============================
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You need to be a system admin to set this up.
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Go to :menuselection:`Settings --> General Settings` and check *External
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Email Servers* (watch out: this checkbox only shows up after Odoo 10).
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Using your own email servers is required to send and receive messages
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in Odoo Community or Enterprise. Odoo Online embeds an out-of-box
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email solution that works straight away. However you can still use
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your own email servers with the online edition. Some insights
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are provided here below.
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How to set it up
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================
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As a system admin, go to :menuselection:`Settings --> General Settings`
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and check *External Email Servers*
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(watch out: this checkbox only shows up after Odoo 10).
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Then, go through the following steps.
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.. note:: Office 365 doesn't allow external hosts like Odoo.
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Consequently you can't use Office 365 email servers to send
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or receive messages in Odoo.
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Set an outgoing email server for outbound messages
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--------------------------------------------------
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You need the SMTP data of your email provider (Gmail, Outlook,
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Create a catchall address
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-------------------------
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When a contact replies to an email sent from Odoo, the *reply-to* address
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is a generic address used to route the reply to the right discussion thread
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in Odoo (opportunity, order, task, etc.) and to the inbox of all its followers.
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By default this address is "catchall@" but it can be changed.
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Create a catchall address in your email server settings. We advise
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you to use "catchall@" so that everything works out straight away.
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If you want to use another alias, you have extra steps in Odoo:
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.. note:: You can edit the email alias used for bounced messages the same way.
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How to perfectly combine Odoo Discuss and my traditional email tool
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===================================================================
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How to use my own email servers with Odoo Online
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================================================
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Odoo Online comes up with an embedded and ready-to-use email
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server (*@yourcompany.odoo.com*).
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We recommend to keep this default setting as it is really convenient.
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Indeed, while it is Odoo-labelled, the visible source of any message
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sent from Odoo will be your personal email address (your Odoo login).
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Your contacts will therefore trust your messages.
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You can still use your own email servers if you want your contacts to see
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your historic email address when they reply to your messages or if you want
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to manage the reputation of your email servers yourself.
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There are 2 methods:
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* [Recommended] **Use a catchall redirection** (your server -> Odoo server)
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to receive emails in Odoo in real time thanks to the Odoo email server.
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Create a catchall address in your email server settings.
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Then apply following redirection:
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catchall@yourdomain.ext -> catchall@yourcompany.odoo.com.
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That's it you're ready to go!
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* **Use a catchall mailbox** to exclusively use your own email server.
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That way you can also manage your email server reputation (blacklisting, etc).
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However, incoming messages are fetched from the email server
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thanks to a cron running every hour. This is the shortest time lap
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for crons in Online instances.
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If you opt for this solution, simply follow the procedure
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of above section.
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How to be SPF-compliant when using external email servers in Odoo
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=================================================================
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Sender Policy Framework (SPF) is an email-validation system that checks that
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incoming mail from a domain comes from a host authorized by that domain's
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administrator. Such a security system is used in most email servers.
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If you don't comply with it, your emails sent from Odoo will be likely
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flagged as spam.
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To be SPF-compliant, you need to authorize Odoo as a sending host
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in your domain name settings:
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* Sign in to your domain’s account at your domain host.
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* Locate the page for updating your domain’s DNS records.
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* If no TXT record is set, create one with following definition:
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v=spf1 include:_spf.odoo.com ~all
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* In case a TXT record is already set, add "include:_spf.odoo.com".
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e.g. for a Gmail server it should be:
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v=spf1 include:_spf.odoo.com include:_spf.google.com ~all
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Find `here <https://www.mail-tester.com/spf/>`__ the exact procedure to
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create or modify TXT records in your own domain registrar.
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Your new SPF record can take up to 48 hours to go into effect,
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but this usually happens more quickly.
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.. note:: Adding more than one SPF record for a domain can cause problems
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with mail delivery and spam classification. Instead, we recommend using
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only one SPF record by modifying it to authorize Odoo.
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How to choose between Odoo and my traditional email box
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=======================================================
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Odoo Discuss is a perfect tool to send and read messages related to
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business objects. But it doesn't aim to replace a full-featured email
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software (Gmail, Outlook, Yahoo, AOL, etc.).
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business documents. However it doesn't aim to replace a full-featured email
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solution (Gmail, Outlook, Yahoo, AOL, etc.).
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We recommend to take the most out of both systems without mingling them:
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What is related to Odoo business objects or applications goes into Odoo;
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What is not stays into your external email boxes.
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What is not can be managed into your external email box.
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To do so, create specific email aliases to use in Odoo (to generate leads
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or opportunities, helpdesk tickets, etc.). If you take an email alias
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already used for messaging outside of Odoo, incoming messages will land
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into both systems.
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This will negatively impact your productivity when it comes to process them.
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into both systems. This will negatively impact your productivity.

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