The delivery server for email is up to the school to decide. PCSchool bundles the email for delivery however it is the school that chooses the mail server to perform the delivery task. PCSchool requires an SMTP mail relay server to do this. Office 365 is not the most ideal SMTP relay server but it can be configured to do so. Office 365 will need configuring to relay using a single authenticating account to “Send As” all other users sending email. The authenticating account should have a generic name but allow users to send as themselves to recipients can reply. It is possible to set up Office365 to use port 25 but this is can make recipients see received mail as SPAM. At the end of the day, the authenticating user/password must allow the mail to maintain its original from name.
E.G. email@example.com emails. Office 365 passes mail with the authentication user firstname.lastname@example.org and the password for email@example.com. Email sever accepts the firstname.lastname@example.org authentication but sends the mail as email@example.com even though Peter’s username/password was not used for authentication.
Information about configuring this can be found at https://docs.microsoft.com/en-us/exchange/mail-flow-best-practices/how-to-set-up-a-multifunction-device-or-application-to-send-email-using-microsoft-365-or-office-365
Back Office Settings
Regardless of mail server, ALL Back Office client computers should have the latest PCSQ installed regardless of whether it is required or not. PCSchool allows email to be sent via SMTP servers. The mail server settings for Back Office are within the pcschool.ws file on each client, so in effect, each client could have its own unique settings. By default, the pcschool.ws file has the following Keys.
EmailServer= (add in the servers IP address or domain name)
Email= (The email address to use if a Back Office user is used to log in as opposed to an Identity user)
EmailFromName= (A user friendly name belonging to the above email address)
EmailMode=SMTP (It should ALWAYS be SMTP now, MAPI is no longer supported)
EmailPort= (The port the email server is configure to send mail through)
If you are using a secure mail port (GMail, Office365), then the following keys also need adding.
ESMTPAuthMode= (ON if secure connection required)
ESMTPAccount= (Authorizing email account for relaying through secure mail server)
ESMTPPassword= (Password for above account)
The password for ESMTPPassword= is entered in plain text so that it can be readily seen. When Back Office first runs, it encrypts it, then appends [E!] to it so it does not re-encrypt it. It will only be visible in plain text until the first run of Back Office.
If using Office 365, you MUST install the PCSQ to email with. This applies to any mail service requiring mail to be sent through port 587. For further information, File Download
If using Gmail, the authenticating account must allow less secure apps.
Below are some sample settings
Standard unsecured mail relaying through ISP, Exchange…)
Emailing through GMail (PCSQ highly recommended)
Emailing through Office 365 (PCSQ REQUIRED)
*** It is possible to configure through Port 25 but this must be allowed by Office 365 configuration
From within PCSchool Back Office, these setting can be seen. If they are changed within Back Office, they will revert to their original settings next restart. To make permanent changes, edit the pcschool.ws file.
Email Settings Within Spider
Spider has a single set of settings within the web.config file. This is located in the root of where Spider is installed on the IIS server. The settings are very similar to the above but apply to all Spider users. If the SMTP_MODE is set to TEST, all emails will be received by the SMTP_TEST_EMAIL account, rather than the original recipient. To change these setting, go to Portal Administration > Configuration
<add key=”SMTP_SERVER” value=”mail.school.net” />
<add key=”SMTP_FROM_EMAIL” value=”firstname.lastname@example.org” />
<add key=”SMTP_PORT” value=”587″ />
<add key=”SMTP_AUTH_USER” value=”email@example.com” />
<add key=”SMTP_AUTH_PASSWORD” value=”authpassword” />
<add key=”SMTP_MODE” value=”LIVE” />
<add key=”SMTP_TEST_EMAIL” value=”firstname.lastname@example.org” />
<add key=”SMTP_USE_SSL” value=”TRUE” />
<add key="LOAD_DEFAULT_EMAIL_AUTHENTICATION" value="TRUE" />
<add key="SMTP_AUTH_USER_PARENT" value="email@example.com" />
<add key="SMTP_AUTH_PASSWORD_PARENT" value="qIfdqUm8Km" />
<add key="SMTP_EXTRA_EMAIL" value="firstname.lastname@example.org" />
If using an authenticated mail server with "LOAD_DEFAULT_EMAIL_AUTHENTICATION" set to TRUE, it is critical to configure the authenticating user to be able to "Send As:" the other users within the domain. If you do not do this, the relaying will fail or all mail will originate from the authentication user's email address and replies will not go back to the original sender. This option is preferred to avoid users having to enter their credentials every time they send an email.