MagicINFO SMTP E-mail: Gmail, Workspace and Microsoft 365

MagicINFO Server sends two kinds of e-mail: alarm mail (for example when a display disconnects) and password-reset mail for users who forgot their password. Both go out through an SMTP server you configure. This page shows the settings for Gmail and Google Workspace, Microsoft 365, and any other provider, and the MagicINFO behaviour that catches people out.

How MagicINFO sends mail

Four things decide whether your setup works:

• The sender is the Login ID. There is no separate "From" field. Every message goes out with the SMTP sign-in name as its sender, so the Login ID must be a real e-mail address, for example [email protected]. Providers whose SMTP user name is a fixed word or an API key give you an invalid sender.
• The SSL box chooses the connection type. (SSL is the checkbox label.) Ticked means TLS from the first byte (implicit TLS), normally port 465. Unticked means the connection starts plain and is upgraded with STARTTLS, normally port 587. The box and the port must match, or sending fails. MagicINFO uses TLS 1.2 for both.
• Settings can be per organization. With Separate Settings ticked, each organization keeps its own SMTP settings instead of the server-wide ones. Password-reset mail always uses the settings of the user's own organization and does not fall back to the server-wide settings, so on a server with several organizations each one that needs password resets must have its own SMTP settings.
• There is no test button. To prove it works you have to make MagicINFO send a real message (see Test it).

The SMTP settings are stored in the database and take effect when you save; no service restart is needed.

Gmail and Google Workspace

Google no longer lets apps sign in with just your normal Google password: the old "Less secure app access" switch is gone. A server like MagicINFO, which only knows a user name and password, now needs an app password:

1. Turn on 2-Step Verification for the Google account that will send the mail. App passwords are only offered on accounts that have it.
2. Open the App passwords page of the Google account (myaccount.google.com/apppasswords) and create one, for example named "MagicINFO".
3. Copy the app password Google shows straight away. If you lose it, remove it and create a new one.

Points to know:

• Google Workspace (work or school) accounts may not show App passwords if the administrator has not allowed them. Ask your Workspace administrator.
• Changing the account's normal password revokes its app passwords; create a new one and update MagicINFO.
• Use a dedicated mailbox, such as [email protected], rather than a person's account.

Settings in MagicINFO:

Field	Value
Server Address	smtp.gmail.com
Authentication	ticked
Login ID	the full Gmail or Workspace address
Password	the app password, not the account password
Port and SSL	465 with SSL ticked, or 587 with SSL unticked

The combination "587 with SSL ticked", which older guides show, does not work with MagicINFO: 587 expects STARTTLS, and ticking the box makes MagicINFO open with TLS straight away.

Microsoft 365 (Exchange Online)

Field	Value
Server Address	smtp.office365.com
Authentication	ticked
Login ID	the sending mailbox's address
Password	that mailbox's password
Port and SSL	587 with SSL unticked

Before it will work, check these on the Microsoft side:

• SMTP AUTH must be allowed for the mailbox. Microsoft turns it off by default for tenants created after January 2020, and it is blocked when Entra ID security defaults are on. An administrator can enable Authenticated SMTP for that one mailbox in the Microsoft 365 admin center.
• Microsoft has announced the retirement of password-based (Basic) sign-in for SMTP AUTH. MagicINFO's SMTP settings only take a user name and password, so check the current status for your tenant. If password sign-in is no longer allowed, send through another SMTP server instead, for example an on-premises mail server or a mail service that accepts a mailbox user name and password.
• Microsoft 365 does not accept this kind of sending on port 465, so never tick SSL for it.

Other providers and your own mail server

Any SMTP server works if it accepts a user name and password and that user name is a deliverable mailbox address. Use 465 with SSL ticked or 587 with it unticked, whichever your provider documents. Add the sending server to your domain's SPF record and sign with DKIM where you can, so the mail does not land in spam.

The MagicINFO server must also be able to reach the SMTP host: allow outbound connections to the chosen port in the server's firewall.

Enter the settings in MagicINFO

1. Sign in as an administrator.
2. Go to Setting > Server management > Server Settings > SMTP Server.
3. Fill in the fields:
   • Enable Alarm Mailing: tick it to send alarm mail.
   • Server Address, Authentication, Login ID, Password, Port and SSL: as in the tables above.
   • Separate Settings (optional): tick it if each organization should use its own SMTP settings. Each organization then enters its own values.
4. Click Save.

Which alarms are mailed, to whom and at what time is set in the Alarm Mailing Service settings next to it.

Test it

MagicINFO has no "send test mail" button, so make it send something real:

• Password reset (quickest): create a test user in the organization you configured, with an e-mail address you can read. On the sign-in page, request a password reset for that user. The mail holds a one-time code to paste, not a link. Remove the test user afterwards: withdraw it first, then delete it.
• Alarm: let a test display go offline and wait for the alarm run time you set. This takes longer, because alarm mail goes out on its schedule.

Repeat the reset test for each organization that has its own settings. If nothing arrives, see Password-reset e-mail not arriving, which explains how to tell a settings problem from a wrong user ID.

Last checked: October 2026.