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SharePoint 2016 Outgoing Email Configuration settings

Another Enhancement to SharePoint 2016 brings with it, now we can configure the SMTP to non-default ports (default Port is 25). Also, Microsoft introduces the encryption in outgoing emails (SharePoint will use TLS 1.2). Finally, customer’s voice heard and SharePoint brings this change.

SMTP Connection Encryption

Using the encryption while sending the outgoing emails. SharePoint 2016 supports sending email to SMTP servers that use STARTTLS connection encryption.

There are couples of things required before setting at SharePoint.

  1. STARTTLS must be enabled on the SMTP server.
  2. The SMTP server must support the TLS 1.0, TLS 1.1, or TLS 1.2 protocol.

SSL 2.0 and SSL 3.0 protocols are not supported.

  1. The SMTP server must have a server certificate installed.
  2. The server certificate must be valid. Typically, this means that the name of the server certificate must match the name of the SMTP server provided to SharePoint. The server certificate must also be issued by a certificate authority that is trusted by the SharePoint server.
  3. SharePoint must be configured to use SMTP connection encryption.

If SharePoint is configured to use SMTP connection encryption, it will only send email messages if it successfully negotiates connection encryption with the SMTP server. It will not fall back and send email messages unencrypted if connection encryption negotiation fails.

 If SharePoint is not configured to use SMTP connection encryption, it will always send email messages unencrypted, even if the SMTP server supports connection encryption.

 

SMTP Port:

SharePoint 2016 also bring the another nice thing, now you can configure SMTP to use the non-default port. This will give us more flexibility to configure SMTP service. Improve the Security.

 

 In this article, I will walk through the Steps, how can we configure it. I assume you already configured the SMTP server or connecting it using the exchange. A configuration of SMTP server is not the scope of this document. There are 2 ways to configure it Outgoing email settings at SharePoint.

  • Configure using the Central Admin
  • Configure using the PowerShell

Pre-requisite.

You need the following information before the start.

  • SMTP Server URL: Specifies the new outbound SMTP server that this Web application will use.
  • Outgoing Email Address: Specifies the new outgoing e-mail address for e-mail messages sent from this Web application. The type must be a valid address; for example, noreply@krossfarm.com
  • Reply to Address: Configures the reply e-mail address. The type must be a valid address; for example, noreply@krossfarm.com.
  • Using Encryption: This Yes or No thing, specify if outgoing emails will use the encryption or not. Important thing: If encryption Negotiation fails then SharePoint 2016 will not be “Fall Back “to sending the Unencrypted emails.
  • SMTP Port Number: Is the port on which you SMTP is configured, By default SMTP configure on port 25.
  • Character Set: Which character set is appropriate for your language. There are 22 Character sets available for various languages.

Configure using the Central Admin

On central admin, you can configure the outgoing email settings at farm level and also you can configure it for a specific web app. But keep in mind, even you configuring it for a specific web app, make sure the farm level settings is configured.

Configure at Farm Level:

Configure the outgoing email setting for SharePoint 2016 farm.

  1. Verify that the user account that is performing this procedure is a member of the Farm Administrators group on the server that is running the SharePoint Central Administration website.
  2. In Central Administration, in the Security section, click Configure Outgoing E-mail Settingsunder the E-Mail and text Messages ( SMS).
  1. On the Outgoing E-mail Settings page. Please enter the following information.
    1. Outbound SMTP server: type the name of the SMTP server for outgoing email (for example, mail.krossfarm.com)
    2. From address box, type the email address (for example, the site administrator alias) as you want it to be displayed to email recipients.
    3. Reply-to address box, type the email address (for example, a help desk alias) to which you want email recipients to reply.
    4. Use TLS Connection Encryption, Select Yes if you want to enable the encryption for the outgoing emails.
    5. SMTP Server Port, please type the port number on which SMTP configured (for example default is 25).
    6. Character set list, click the character set that is appropriate for your language.
    7. Click OK.

Configure Outgoing email for a specific web app:

In order to configure the outgoing email settings for a specific web app, you have to configure the farm level outgoing level settings first, then you configure it for a specific web app.  If

  1. Verify that the user account that is performing this procedure is a member of the Farm Administrators group on the server that is running the SharePoint Central Administration website.
  2. In Central Administration, in the Application Management section, click Manage web applications.
  3. On the Web Applications Management page, select a web application, and then in the General Settings group on the ribbon, click Outgoing E-mail.
    1. Outbound SMTP server: type the name of the SMTP server for outgoing email (for example, mail.krossfarm.com)
    2. From address box, type the email address (for example, the site administrator alias) as you want it to be displayed to email recipients.
    3. Reply-to address box, type the email address (for example, a help desk alias) to which you want email recipients to reply.
    4. Use TLS Connection Encryption, Select Yes if you want to enable the encryption for the outgoing emails.
    5. SMTP Server Port, please type the port number on which SMTP configured (for example default is 25).
    6. Character set list, click the character set that is appropriate for your language.
    7. Click OK.

Configure using the PowerShell

let’s configure the same setting using SharePoint PowerShell.

Configure the settings at the farm level.

  • Launch SharePoint PowerShell console (Run as Administrator)
  • Run the Below PowerShell, after replacing the values by you
$OutSMTPSvr = 'smtp.krossfarm.com'
$FromAddr = 'noreply@krossfarm.com'
$ReplyAddr = 'noreply@krossfarm.com'
$TLSEncry = $false
$SMTPport = 587
$Charset = 65001
 
$WebApp = Get-SPWebApplication
$webapp.UpdateMailSettings($OutSMTPSvr,$FromAddr, $ReplyAddr,$Charset, $TLSEncry,$SMTPport)

Configure the settings for a specific web application.

  • Launch SharePoint PowerShell console (Run as Administrator)
  • Run the Below PowerShell, after replacing the values by you
$OutSMTPSvr = 'smtp.krossfarm.com'
$FromAddr = 'noreply@krossfarm.com'
$ReplyAddr = 'noreply@krossfarm.com'
$TLSEncry = $false
$SMTPport = 587
$Charset = 65001
 
$WebApp = Get-SPWebApplication "Http://Url of the web application"
$webapp.UpdateMailSettings($OutSMTPSvr,$FromAddr, $ReplyAddr,$Charset, $TLSEncry,$SMTPport)


Configure The Settings For Central Admin.

  • Launch SharePoint PowerShell console (Run as Administrator)
  • Run the Below PowerShell, after replacing the values by you
$OutSMTPSvr = 'smtp.krossfarm.com'
$FromAddr = 'noreply@krossfarm.com'
$ReplyAddr = 'noreply@krossfarm.com'
$TLSEncry = $false
$SMTPport = 587
$Charset = 65001
 
$WebApp = Get-SPWebApplication -IncludeCentralAdministration | ? { $_.IsAdministrationWebApplication -eq $true }
$webapp.UpdateMailSettings($OutSMTPSvr,$FromAddr, $ReplyAddr,$Charset, $TLSEncry,$SMTPport)


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