Email Server Configuration
Manage1to1 sends outbound email for notifications, reminders, ticket updates, invoices, and portal messages. The Email Server settings control how those messages are delivered.
You reach these settings under Settings → System Settings → General → Email Server. Selecting Update Email Server opens the delivery configuration.
To change email delivery settings you need the Manage Settings permission on your administrator role.
Choose a delivery method
When you open Update Email Server, the Mail Provider dropdown offers three delivery methods:
| Method | Best for |
|---|---|
| Manage1to1 (built-in) | Most districts. Email is delivered by the Manage1to1 service with no setup. This is the default. |
| SMTP | Districts that want mail to flow through their own Google Workspace, Microsoft 365, or other SMTP server, for compliance, archiving, or brand consistency. |
| Mailgun | Districts already using a Mailgun account for high-volume sending. |
Most districts never need to change this. Choose SMTP when your IT team requires outbound mail to originate from district-controlled email infrastructure.
Sending through Google or Microsoft
When you select SMTP, a Service Provider dropdown appears with Generic SMTP, Google, and Microsoft. Choosing Google or Microsoft unlocks a second choice, SMTP Authentication, with two options:
- Password - a stored mailbox password or app password.
- OAuth2 - a secure token-based connection with no stored password. This is the recommended choice for both Google Workspace and Microsoft 365.
OAuth2 is the more reliable and future-proof way to send through Google or Microsoft:
- No IP allowlisting. A traditional SMTP relay authorizes senders by server IP address, which you would have to maintain by hand. OAuth2 authorizes with a token instead, so delivery keeps working no matter which server sends the message.
- No stored password. The connection uses a revocable token, not a mailbox password, and it keeps working with multi-factor authentication.
- It is the supported path going forward. Microsoft has already disabled basic password SMTP for many Microsoft 365 tenants, and Google continues to tighten app passwords. OAuth2 avoids that dead end.
Pick your provider to continue:
Already set up OAuth for Help Desk email?
If you have already connected Google or Microsoft OAuth for Help Desk email importing (turning inbound email into tickets), you do not need to start over. Outbound sending can reuse the same Google Cloud project or Microsoft app registration. You only add the outbound callback URL shown on this screen as an additional authorized redirect address. The provider pages above walk through exactly what to reuse.
Deliverability
However you send, your messages still need to pass the receiving mail server's authentication checks (SPF, DKIM, and DMARC) to land in inboxes instead of spam. Sending through your own Google or Microsoft account is a strong choice here, because those checks line up automatically. See Email Deliverability for how to confirm your domain is set up correctly.
Testing before you save
The configuration screen includes a Test Configuration button. Use it before saving to confirm Manage1to1 can connect and send with the settings you entered. Manage1to1 also re-tests the connection when you save.