Setup Guide: SMTP (Send Email)

Use Send SMTP Mail Message when the Agent needs to send emails through a mail server such as Gmail, Yahoo Mail or your company's mail server.

This guide helps you collect the information the activity needs and shows where to enter it. You do not need to install or configure a mail server.

Using Exchange Server?

If you send from a mailbox on your company's own Exchange Server, you can also use Send Exchange Mail (in akaBot Studio: Mail > Exchange). See Setup Exchange (EWS).

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1. Information You Need

Information	Where to get it	Example
Server	Table in section 3, or ask your IT team	"smtp.gmail.com"
Port	Table in section 3, or ask your IT team	587
Email	The address that sends the email	"bot.notifications@gmail.com"
Password	An App Password, or the account password if your provider allows it. Leave empty for a company relay without login	16 letters, no spaces
To	The people who receive the email	"user1@company.com;user2@company.com"

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2. Get the Information

Gmail / Yahoo Mail

Create an App Password as described in the IMAP setup guide. Use it as Password. Sending does not require IMAP to be turned on.

Microsoft 365

Sending with a normal password only works if your administrator has turned on Authenticated SMTP for the mailbox, and Microsoft is switching this off from late 2026. Use Send Mail in the Office 365 package instead.

Company mail relay (no login)

Many companies have an internal mail server ("relay") that accepts email from approved computers without a password. Send your IT team this request:

Please send me the SMTP relay server name and port for the Agent machine <computer name or IP address>, and confirm that it can send email without a login. The Agent will send from the address <address>.

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3. Server and Port Reference

Provider	Server	Port	Secure Connection	Login needed
Gmail	smtp.gmail.com	587	StartTls (or Auto)	Yes – App Password
Gmail (alternative)	smtp.gmail.com	465	SslOnConnect	Yes – App Password
Yahoo Mail	smtp.mail.yahoo.com	465	SslOnConnect	Yes – App Password
Company relay	Ask your IT team	Usually 25	None or Auto	Usually no

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4. Enter the Information in akaBot Studio

Send SMTP Mail Message

All settings for this activity: Send SMTP Mail Message

1. In the Activities panel, open Mail > SMTP and drag Send SMTP Mail Message into your workflow.
2. In the Properties panel, fill in:

Category	Property	Value
Host	Server	"smtp.gmail.com"
Host	Port	587
Logon	Email	"bot.notifications@gmail.com"
Logon	Password	Your App Password
Receiver	To (required)	"manager@company.com;finance@company.com" – separate addresses with ;
Receiver	Cc / Bcc	Optional, same format as To
Mail	Subject	"Daily Report - " + DateTime.Now.ToString("dd/MM/yyyy")
Mail	Body	"All items have been processed."
Options	Is Body Html	Select only if Body contains HTML, for example "<h2>Done</h2>"
Options	Secure Connection	StartTls or Auto for port 587, SslOnConnect for port 465
Attachments	Attachments	Click ... and add file paths, for example "C:\Reports\Summary.xlsx"

Example settings for Gmail. The password is hidden in this screenshot – enter your App Password in Password.

For a company relay without login: leave Email and Password empty, and enter the sender address in Sender > From. If you leave From empty too, the email is sent from noreply@anonymous.com.

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• You can enter the password in SecurePassword (type SecureString) instead of Password.
• If Email is filled in, the Agent tries to log in whenever the server offers a login. For a relay without login, keep Email empty.