Setup Email settings (Desktop)
Emails are used in Visual Matrix to send confirmation letters, city ledger invoices, promotional letters night audit reports. To set up the email address you want to use, follow the steps.
Path: Management > Admin > Email/Fax > Email Setup.
1. Enter the setup that you would have gathered from your email provider: SMTP Server, SMTP Port, SMTP Username (the email), SMTP Password (email box password) and the SMTP Security.
Below is a recap of some email providers commonly used in VM and their settings.
| Email Provider | SMTP Server | SMTP Port | SMTP User Name | SMTP Password | SMTP Security |
| Gmail | smtp.gmail.com | 465 | Email provider portal password | SSL | |
| SuddenLink | smtp.suddenlinkmail.com | 25 | Email provider portal password | None, SSL, TLS | |
| HotMail | smtp.office365.com | 587 | Email provider portal password | TLS | |
| Best Western | mail.hotel.bestwestern.com | 587 | [HotelID]@hotel.bestwestern.com | Email provider portal password | TLS |
(1) If you are using Gmail, you will likely need to create an app password. Also, Port 465 is the advised Port. If it does not work, try 587.
(2) If you are using Hotmail, you will need to follow some security protocols.
2. Click Save
3a. If the settings are correct and VM can connect to your email provider, then the box will just close.
3b. If there is an error in the settings and VM cannot connect to your email provider, then a red message will popup. You will need to review the settings with your email provider.
Most of the time, it is about security and 2 step authentication to enabled or disabled on the other end. For Gmail, for example, you will have to create an App Password.
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