help • 4 Editing General Settings • Set e-mail server
4.8 Set e-mail server
The e-mail settings are required for the following functions of Swyx:
*Welcome and password reset e-mails,
*group e-mails,
*voice messages,
*voice message transcription,
*fax messages,
*reporting from VisualGroups and Swyx for Data Center and
*technical messages from end devices
are sent to Swyx users and administrators via the e-mail server you have specified.
* 
The sent messages contain personal data and remain in the sender's mailbox. Make sure that only authorized administrators have access to the mailbox of the sender address used.
 
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When saving and processing personal data, observe the appropriate applicable legal data protection regulations.
 
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If the "Microsoft 365" e-mail mode is used, Swyx marks the e-mails to be sent in a way that Microsoft 365 does not save them in the sender's mailbox.
 
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You can check how many emails still need to be sent from the server and how many were not delivered successfully, see Overview | e-mail queue.
 
To define the settings for the email server
1 In the menu, select General Settings | System.
2 Click on Mail Server.
3 Select the e-mail mode:
Label
Explanation
E-mail mode
Off
Select this option if you are not using an e-mail server and no corresponding functions with this Swyx installation.
(This option is active by default during a new installation or update.)
 
SMTP
Select this option if you do not use Microsoft 365 services.
 
Microsoft 365 (Exchange Online)
This option supports a modern authentication mechanism and is only available if you have configured Microsoft Entra ID as a federated service, see 4.20 Federated services via identity providers.
* 
If you have configured Microsoft Entra-ID as a federated service, make sure that the API authorization Mail.Send is added. This authorization is required for the Microsoft 365 (Exchange Online) e-mail mode. See 4.20.2 Set up Entra ID for federated services in the Azure portal, step (22).
 
4 Specify the following details for SMTP:
Label
Explanation
SMTP mail server
Enter the unique address of the email server you are using.
Allowed format: Symbolic name, DNS name, IP address
SMTP port
Enter the SMTP port for connecting the mail server.
Sender address
Enter the email sender address for all voicemails, welcome and password reset emails delivered via SwyxServer to Swyx users (e.g. SwyxServer@company.com).
The address must be chosen in correlation to the email server used. Some email servers support any choice of originating address, others require that the address is in the same format as the address which has already been stored for you. In any case, the domain name (e. g. "@company.com") should be identical to one of the domains managed by the mail server.
Enable SMTP authentication
Activate the checkbox to activate authentication on the e-mail server according to the RFC 2554 specification.
Supported methods: "LOGIN", "PLAIN", "CRAM-MD5"
User name
Enter a Username for authentication of SwyxServer on the email server.
Password
Enter a password for authentication of SwyxServer on the email server.
Use SSL
Activate the checkbox to encrypt the connection to the email server.
If you use SSL, you usually also have to set a different SMTP port.
5 If you use Microsoft 365 (Exchange Online), you must specify the sender address as described in the previous step.
6 Click on Send test email to send a test email via the specified mail server to the specified originating address.
7 Click on Save.