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Email setup

How to send email from Odoo

Quotations, invoices, and password resets only arrive if Odoo has a working outgoing server. Set that server, send one test, and confirm the message leaves the right address.

By OdooMatrix Published 3 min read

1. Decide which address may send

Pick one address customers should see, such as billing@yourcompany.com. Use a mailbox your business controls. A personal address makes later handovers and spam checks harder.

Write down the SMTP host, port, and security mode from the mail provider. Common combinations are port 587 with STARTTLS and port 465 with SSL. Use the combination the provider documents, rather than trying ports until one connects.

2. Create the outgoing mail server

  1. Sign in as a Settings administrator.
  2. Activate developer mode from Settings. Odoo hides the technical email menus until you do.
  3. Open Settings → Technical → Email → Outgoing Mail Servers and choose New. Some versions also show custom email servers under General Settings.
  4. Enter a name, the SMTP host, the port, and the connection security.
  5. Enter the SMTP username and password or app password.
  6. Set a From filter that matches the address you intend to send from, then save.

Expected: the server is saved and can be selected for a connection test. Menu labels vary slightly by version. If Technical is missing, developer mode is still off.

3. Send one real test

  1. Use Test Connection on the outgoing server. A connection test only proves Odoo can sign in to SMTP.
  2. Open a draft quotation or another document with a Send action. Send it to a mailbox you can open.
  3. Confirm the message arrives, the From address is the one you chose, and links in the message use the database address you expect.

If Odoo reports a timeout or authentication error, correct the host, port, security mode, or password before sending to customers. Do not turn off encryption to force a test to pass.

4. Keep customer mail out of spam

Ask the mail provider which SPF and DKIM records the sending domain needs, and add those at the domain host. A successful SMTP login does not publish those records for you.

Send from an address on a domain you control. A From address on a domain with no matching mail records is a common reason mail is accepted by Odoo and then rejected or buried by the recipient.

Official reference

Odoo documents outgoing servers in the Odoo 19 email servers guide. Compare that page with your version if a label differs.

5. Frequently asked questions

Does Odoo Online send email without my own SMTP server?

Odoo Online can send through Odoo’s mail service. Use your own outgoing server when you need a company address, a provider you already pay for, or stricter control of the sender.

Why does the test succeed but customers never see the message?

The server accepted the message, and the recipient’s mail provider may still have filtered it. Check the spam folder, the From address, and the SPF or DKIM instructions from the provider that actually sends the mail.

Can I use my normal mailbox password?

Only if that provider allows SMTP with the account password. Google and Microsoft accounts often require an app password or an approved SMTP method. Store that secret in Odoo, not in a shared document.

6. Related articles and next steps

Menu labels can vary with your Odoo version, installed apps, and permissions.

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