Setting up email with Microsoft Office 365


This article provides some tips on using DBA Email with Microsoft Office 365.   These settings and screenshots are subject to change as Microsoft changes their documentation frequently.



Knowledge Base Example

  • We created an Office 365 account
  • For this demonstration we are using the default email provided for Office 365.   You will be using your company domain email addresses instead.
  • We are using the username ([email protected]) and password that is used to sign into Office 365.


Prerequisites

  • The server that DBA is installed on must use a Static IP Address.   This will help with your email authentication policies.
  • You must setup Office 365 and link your domain to your account (ie @yourcompany.com)

Recommended Practices

  • Use the SMTP AUTH for all mailboxes that are setup to use DBA Email
  • Establish SPF and DKIM records for your domain to improve deliverability and security.  



DBA User Email Settings


SMTP Email Client - We will be using the SMTP Authorization


Reply to Email Address:  This must be in the same domain as your linked domain for Office 365.


Outgoing Mail Server (SMTP) : smtp.office365.com


Port:  587


SSL/TLS : This must be selected


Timeout:  leave value at 1


Authentication Required for Output Emails:  This must be selected


User Name:  Email address from the domain linked to your Office 365 account


Password:  This is the password used to sign into Office 365 for this email address.  Be very meticulous with the username and password and double check that you are able to sign into Office 365 with those credentials.   The number one failure in the email routine is improper username/password credentials.


Microsoft 365 Admin Center 


Enable SMTP AUTH for all mailboxes set up for DBA Email

  1. Open the Microsoft 365 admin center and go to Users > Active users.

  2. Select the user, and in the flyout that appears, click Mail.

  3. In the Email apps section, click Manage email apps.

  4. Verify the Authenticated SMTP setting is checked





Azure Portal - Disable security defaults


We have had reports from customers that some of the systemwide security defaults are not allowing for SMTP Authorization in many cases.   This is a setting to consider if your mailbox SMTP Auth is getting blocked.  The Security defaults are expecting multi factor authentication.   The DBA email client uses your username and password and does not use MFA and therefore can get filtered out by default.   


  1. Sign into the Azure portal as an Administrator
  2. Browse to Azure Active Directory > Properties
  3. Select Manage security defaults.
  4. Set Enable security defaults toggle to No







Set up Domain Email Authentication Policies - SPF, DKIM and DMARC


It is important to set up email authentication policies for your domain.   Sender Policy Framework (SPF) is an email authentication that allows you to list all of the IP Addresses that are authoroized to send email on behalf of your domain.  DomainKeys Indentified Mail (DKIM) is an authentication method that uses encryption to sign and verify your emails.   Both methods will require TXT entries against your DNS.       Follow your domain provider's instructions for setting up authentication.


Microsoft 365 Help - Email Authentication