|
| 1 | +==================================================================== |
| 2 | +How to use my own email servers to send and receive messages in Odoo |
| 3 | +==================================================================== |
| 4 | + |
| 5 | +When is it needed |
| 6 | +================= |
| 7 | +You need it if you use Odoo Community or Enterprise. |
| 8 | + |
| 9 | +What if I use Odoo Online |
| 10 | +========================= |
| 11 | +You are done! Odoo Online comes up with an embedded and ready-to-use email |
| 12 | +server (*@yourcompany.odoo.com*). |
| 13 | +We recommend to keep this default setting as is as it is really convenient. |
| 14 | + |
| 15 | +Indeed, while it is branded by Odoo, the visible source of any message |
| 16 | +sent from Odoo will be your personal email address (your Odoo login). |
| 17 | +Your contacts will therefore trust your messages. |
| 18 | + |
| 19 | +How does it work when a contact replies to an email sent from Odoo |
| 20 | +================================================================== |
| 21 | +Default reply-to is a generic address used to automatically route |
| 22 | +any incoming email to the discussion thread of the origin business object |
| 23 | +(opportunity, order, task, etc.) and to the inbox of all its followers. |
| 24 | +By default this address is "catchall@" but it can be changed. |
| 25 | +Thanks to it, you get a perfect message thread in Odoo and you don't |
| 26 | +pollute your external email box with Odoo-related topics. |
| 27 | + |
| 28 | +How to use my own email servers |
| 29 | +=============================== |
| 30 | +You need to be a system admin to set this up. |
| 31 | +Go to :menuselection:`Settings --> General Settings` and check *External |
| 32 | +Email Servers* (watch out: this checkbox only shows up after Odoo 10). |
| 33 | +Then, go through the following steps. |
| 34 | + |
| 35 | +Set an outgoing email server for outbound messages |
| 36 | +-------------------------------------------------- |
| 37 | +You need the SMTP data of your email provider (Gmail, Outlook, |
| 38 | +Yahoo, AOL, etc.) as well as your admin credentials. |
| 39 | +Once all the information has been filled out, click on *Test Connection*. |
| 40 | + |
| 41 | +.. image:: media/outgoing_server.png |
| 42 | + :align: center |
| 43 | + |
| 44 | +Set an incoming email server for inbound messages |
| 45 | +------------------------------------------------- |
| 46 | +Fill out the form according to your email provider’s settings. |
| 47 | +Leave the *Actions to Perform on Incoming Mails* blank. Once all the |
| 48 | +information has been filled out, click on *TEST & CONFIRM*. |
| 49 | + |
| 50 | +.. image:: media/incoming_server.png |
| 51 | + :align: center |
| 52 | + |
| 53 | +.. note:: By default inbound messages are fetched every 5 minutes. |
| 54 | + You can change this value in developer mode. |
| 55 | + Go to :menuselection:`Settings --> Technical --> Automation --> |
| 56 | + Scheduled Actions` and look for *Mail: Fetchmail Service*. |
| 57 | + |
| 58 | +Set the domain name |
| 59 | +------------------- |
| 60 | +Enter the domain name of your email servers (e.g. mycompany.com) |
| 61 | +in General Settings. |
| 62 | + |
| 63 | +.. image:: media/alias_domain.png |
| 64 | + :align: center |
| 65 | + |
| 66 | +Create a catchall address |
| 67 | +------------------------- |
| 68 | +Create a catchall address in your email server settings. We advise |
| 69 | +you to use "catchall@" so that everything works out straight away. |
| 70 | +If you want to use another alias, you have extra steps in Odoo: |
| 71 | + |
| 72 | +- Activate the developer mode from your Settings Dashboard. |
| 73 | + |
| 74 | +.. image:: media/developer_mode.png |
| 75 | + :align: center |
| 76 | + |
| 77 | +- Refresh your screen. Then go to :menuselection:`Settings --> Technical |
| 78 | + --> Parameters --> System Parameters` and enter your custom catchall alias |
| 79 | + in *mail.catchall.alias*. |
| 80 | + |
| 81 | +.. image:: media/system_parameters.png |
| 82 | + :align: center |
| 83 | + |
| 84 | +.. note:: You can edit the email alias used for bounced messages the same way. |
| 85 | + |
| 86 | +How to perfectly combine Odoo Discuss and my traditional email tool |
| 87 | +=================================================================== |
| 88 | +Odoo Discuss is a perfect tool to send and read messages related to |
| 89 | +business objects. But it doesn't aim to replace a full-featured email |
| 90 | +software (Gmail, Outlook, Yahoo, AOL, etc.). |
| 91 | +We recommend to take the most out of both systems without mingling them: |
| 92 | +What is related to Odoo business objects or applications goes into Odoo; |
| 93 | +What is not stays into your external email boxes. |
| 94 | + |
| 95 | +To do so, create specific email aliases to use in Odoo (to generate leads |
| 96 | +or opportunities, helpdesk tickets, etc.). If you take an email alias |
| 97 | +already used for messaging outside of Odoo, incoming messages will land |
| 98 | +into both systems. |
| 99 | +This will negatively impact your productivity when it comes to process them. |
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