SMTP Mail Configuration · School Admin Setup

SMTP Mail Configuration setup guide

Reliable email delivery for credentials, password resets, fee notices, and parent alerts.

Standard email provider settings

Use these SMTP coordinates depending on your email hosting service.

Email Provider	SMTP Host	Port	Encryption	Username	Password
Gmail / Workspace	smtp.gmail.com	587	tls	Full email address	16‑char App Password Section 2
Outlook / M365	smtp-mail.outlook.com or smtp.office365.com	587	tls	Outlook / Office365 email	Account password or app password
Zoho Mail	smtp.zoho.com	465 or 587	ssl or tls	Zoho user ID / email	Zoho password or app‑specific token
cPanel / Webmail / Custom	mail.yourschooldomain.com (or host proxy)	465 or 587	ssl or tls	Full custom mailbox (e.g. admin@school.com)	Mailbox password

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2 Special setup for Gmail (App Password)

Why regular Gmail passwords fail: Google blocks third‑party apps from using your normal password. You must generate a dedicated 16‑character Google App Password.

Step‑by‑step generation:

1. Enable 2‑Step Verification: Go to Google Security and turn 2‑Step Verification ON.
2. Generate App Password: Visit Google App Passwords, select app Mail (or custom name like CMI School Portal), click Create.
3. Copy your password: Google shows a 16‑character code in a yellow box (e.g. xxxx yyyy zzzz wwww). Copy it without spaces and paste into your school app's SMTP password field.

Example: abcd efgh ijkl mnop → paste as abcdefghijklmnop

3 Configure settings in your school portal

1. Log in to your School Admin Dashboard.
2. Navigate to Settings → System Settings and select the Mail Settings tab.
3. Fill out the SMTP form:
   • Mailer: smtp
   • Host: your outgoing mail server (e.g. smtp.gmail.com)
   • Port: 587 (TLS) or 465 (SSL)
   • Encryption: tls or ssl
   • Username: full sending email address
   • Password: your SMTP password / Google App Password
   • From Address: reply/return email (e.g. noreply@school.edu)
   • From Name: institution name (e.g. CMI School Pavaratty)
4. Click Save Mail Settings – settings become active instantly.

4 Verify configuration (send test email)

Under the Mail Settings tab, locate the diagnostic test utility:

1. In the Send Test Email section, enter a recipient email address (e.g. your own).
2. Click Send Test Email.
3. The system attempts a real‑time handshake with your SMTP server. Check your inbox (and Spam/Junk) within 60 seconds.

Send Test Email (button appears in your admin panel)

Common troubleshooting

Error 535: Authentication Failed – the SMTP server rejected your credentials.
🔑 Gmail: use a 16‑character App Password (not your regular password). Check for typos or trailing spaces.

Connection timed out (Error 110/111) – firewall blocking outgoing traffic.
✅ Avoid port 25. Use port 587 with TLS or port 465 with SSL.

Emails land in Spam/Junk – missing domain verification records.
📌 Ensure SPF & DKIM DNS TXT records are correctly set for your domain.

Direct reference & management links

• Google Security & 2FA
• Google App Passwords
• Outlook security
• Zoho Mail control panel

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Reliable email delivery starts with correct SMTP setup · Test after each change.