Setting up an E-Mail Server

Garoon has no e-mail server features. If you want to send and receive e-mails, you need an e-mail server for this purpose.
Garoon supports e-mail servers that use the following protocols and authentication methods.

Receiving E-mails
  • Supported protocols
    • POP3
    • POP3 over TLS (TLS 1.2 and 1.3)
    • IMAP4
    • IMAP4 over TLS (TLS 1.2 and 1.3)
  • Supported authentication methods
    • APOP
    • Advanced authorization (OAuth 2.0) for Gmail and Exchange Online
Sending E-Mails
  • Supported protocols
    • SMTP
    • SMTP over TLS (TLS 1.2 and 1.3)
    • SMTP STARTTLS (TLS 1.2 and 1.3)
  • Supported authentication methods
    • SMTP Authentication
    • Advanced authorization (OAuth 2.0) for Gmail and Exchange Online

Adding Mail Servers

Add a configured e-mail server as an e-mail server for sending and receiving e-mails in Garoon.
You can add multiple e-mail servers.

Steps:

  1. Click the administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click E-mail.

  5. Click "Mail server settings".

  6. On "Mail server settings" screen, click to "Add mail server".

    Image of adding mail server action link

  7. On the screen to add mail servers, enter the e-mail server code.

    You must set the mail server code.
    It is an unique code for identifying e-mail servers.
    Even if more than one server have the same mail server name, they are recognized as individual servers because they have their own mail server codes.
    Image of entering an e-mail server code

  8. Enter a name for an e-mail server.

    You must set the mail server name.
    The names entered here will be displayed in the dropdown list on the e-mail servers of "Create e-mail account" screen or "Editing E-mail Accounts" screen.
    Image of naming an e-mail server

  9. Set whether to use OAuth to send/receive e-mails.

    You need to configure OAuth to use Gmail/Exchange Online accounts. Screen capture: Setting whether to use OAuth on the "Mail server settings" screen

  10. Set up the outgoing mail server information.

    Image of setting an outgoing mail server

    Outgoing E-Mail Server Setting Fields
    Outgoing mail server name (SMTP) You must set the outgoing e-mail server name.
    Example: smtp.example.com
    The protocol used to send e-mail is SMTP.
    Outgoing port number The outgoing e-mail server port number must be set.
    Enter the port number of the outgoing e-mail server with single-byte numbers.
    Encryption method Set the encrypted communication method for the outgoing mail server.
    To encrypt communications with the outgoing mail server, select one of the following depending on your communication method:
    • Use TLS
    • Use STARTTLS
    Select "None" not to encrypt communications with the outgoing mail server.

  11. Configures SMTP authentication.

    Set if the outgoing e-mail server supports SMTP authentication.

    SMTP Authentication Settings
    Image of setting required items for SMTP authentication
    SMTP authentication method Select the authentication method for SMTP authentication.
    From the dropdown list, select from the following authentication methods:
    • PLAIN
    • LOGIN
    • CRAM-MD5
    • DIGEST-MD5
    Account names and passwords for sending This appears when you select other than "(Unused)" in "SMTP authentication method" field.
    You can select one of the following options:
    • Set:
      The account name and the password set for the user account will be used for authentication.
    • Do not set:
      Incoming e-mail account and its password are used for authentication.

  12. Set "Time-out period" field.

    Select the number of seconds to wait before communication with the outgoing e-mail server times out. You can set the value from 10 seconds to 120 seconds.
    Image of setting a time-out

  13. Set the incoming e-mail server information.

    Image of setting an incoming mail server

    Items of Incoming E-Mail Server Settings
    Protocol for incoming e-mails Select one of the following:
    • POP3
    • IMAP4
    Incoming mail server You must set the incoming e-mail server name.
    Example: pop.example.com
    Incoming port number You must set the incoming e-mail server port number.
    Enter the port number of the incoming e-mail server with single-byte numbers.
    Using TLS If you use TLS for communication between the incoming mail server and Garoon, select the "Use TLS for connecting to an e-mail server" checkbox.
    Enable APOP authentication If you use APOP authentication when receiving e-mails, select "Enable".
    Time-out period Select the number of seconds to wait before communication with the incoming e-mail server times out.
    You can set the value from 10 seconds to 120 seconds.

  14. Confirm your settings and click Add.

Using Gmail/Exchange Online Accounts

This section describes how to use a Gmail or Exchange Online accounts in Garoon.

Steps:

  1. Click the administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click E-mail.

  5. Click "Mail server settings".

  6. On "Mail server settings" screen, click to "Add mail server". Image of adding mail server action link

  7. On the screen to add mail servers, enter the e-mail server code.

    You must set the mail server code.
    It is an unique code for identifying e-mail servers.
    Even if more than one server have the same mail server name, they are recognized as individual servers because they have their own mail server codes.
    Screen capture: Entering an e-mail server code on the "Mail server settings" screen

  8. Enter a name for an e-mail server.

    You must set the mail server name.
    The names entered here will be displayed in the dropdown list on the e-mail servers of "Create e-mail account" screen or "Editing E-mail Accounts" screen.
    Screen capture: Entering an e-mail server name on the "Mail server settings" screen

  9. In "OAuth settings", select the "Use OAuth for sending/receiving e-mails" checkbox and choose the OAuth client.

    OAuth clients you can choose are as follows:

    • Google
    • Microsoft
    Screen capture: Setting an option to use OAuth on the "Mail server settings" screen

  10. Change the following settings of the outgoing mail server as necessary.

    • Time-out Period:
      Select the number of seconds to wait before communication with the outgoing e-mail server times out. You can set the value from 10 seconds to 120 seconds.

    "Outgoing mail server name", "Outgoing port number", and "Encryption" are set automatically.

    Screen capture: Setting an outgoing mail server on the "Mail server settings" screen

  11. Change the following settings of the incoming mail server as necessary.

    • Protocol for incoming e-mails:
      Select one of the following:
      • POP3
      • IMAP4
    • Time-out Period:
      Select the number of seconds to wait before communication with the incoming e-mail server times out. You can set the value from 10 seconds to 120 seconds.

    The "Incoming mail server name", the "Incoming port number", and the "Using TLS" fields are configured automatically.

    Screen capture: Setting an incoming mail server on the "Mail server settings" screen

  12. Confirm your settings and click Add.

Changing E-Mail Servers

Change the information on the e-mail servers.

Steps:

  1. Click the administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click E-mail.

  5. Click "Mail server settings".

  6. On the e-mail server setting screen, select the e-mail server to change its settings.

  7. On the screen to set e-mail server details, click Save.

    Image of the edit action link enclosed

  8. On the screen to change e-mail server settings, change the settings as necessary.

    For details on the settings, refer to Adding Mail Servers.

  9. Confirm your settings and click Save.

Reordering E-Mail Servers

Change the order of mail servers displayed on the following screens:

  • "Mail server setting" screen
  • "Create user account" screen
  • "Edit user account" screen
Steps:

  1. Click the administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click E-mail.

  5. Click "Mail server settings".

  6. On the e-mail server setting screen, click "Reorder mail servers".

    Image of reordering e-mail server action link

  7. On the reordering e-mail servers screen, reorder the mail servers.

    Reordering e-mail servers screen

  8. Confirm your settings and click Save.

Deleting E-Mail Servers

Delete e-mail servers.
Deleting e-mail servers does not delete the information on e-mail servers stored for user accounts.

Image of items that need to be reconfigured in the user account

If necessary, change the user account settings.
For details, refer to Changing User Accounts.

Deleting E-Mail Servers One by One

Delete e-mail servers one at a time.

Steps:

  1. Click the administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click E-mail.

  5. Click "Mail server settings".

  6. On the e-mail server setting screen, select the e-mail server to delete.

    Image of a mail server to be deleted

  7. On the screen to set e-mail server details, click Delete.

    Image of the delete action link

  8. Click Yes on the deleting e-mail servers screen.

Deleting All E-Mail Servers

Delete all e-mail servers.

Steps:

  1. Click the administration menu icon (gear icon) in the header.

  2. Click Garoon System Administration.

  3. Select "Application settings" tab.

  4. Click E-mail.

  5. Click "Mail server settings".

  6. On the e-mail server setting screen, click to delete all e-mail servers.

    Image of deleting all e-mail server link

  7. Click "Yes" on the deleting all e-mail servers screen.