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Email

Email features have been part of Meeting Schedule Assistant since version 17.2.4. They are mainly used by Monthly Workbook Data volunteers to automatically send their updated data files each month.

The Email tab lets you configure how Meeting Schedule Assistant connects to your email provider so it can send automated messages on your behalf. Its layout mirrors the Microsoft Outlook Email Account page, making it familiar for many users.

Settings window showing the Email tab. The User Information section displays the dummy name Lorem Ipsum and email address lorem.ipsum@gmail.com. The Connect to Google checkbox is unchecked, and a Revoke button with a yellow key icon appears beside it. Below are sections for Server Information and Logon Information, both with empty fields. The Server Timeouts slider is set to 30 seconds. At the bottom are buttons OK, Cancel, and Help, with a Test Account Settings button to the right.

Figure 131. The Email settings window

💡 Tip: Gmail users must follow the Google‑specific setup instructions before configuring the settings on this page.

How to Access

You can access this feature in two ways:

  • Options → Settings
  • Toolbar → Settings

After opening the Settings window, select the Email tab.

About Email Configuration

Before proceeding, please note that email connection settings vary between providers.
Your email service provider should supply the correct server names, ports, and security requirements.

Step 1 — User Information

Enter your name and email address.
This information is used when Meeting Schedule Assistant sends emails on your behalf.

Step 2 — Google Email Users

If you use a Gmail address:

  • Enable Connect to Google
  • Click Authorise
  • Follow the Google OAuth2 process described in the Google Email child topic

After authorisation, skip to Step 5.

For all other email providers, continue to Step 3.

Step 3 — Server Information

Specify your outgoing mail server and encryption type.

The table below shows the common SMTP settings for popular providers, along with the default values used when no provider‑specific settings are supplied.

Setting Hotmail / Outlook Yahoo Default Value
SMTP Server smtp.live.com smtp.mail.yahoo.com (blank)
Port 587 465 25
Encryption SSL/TLS SSL/TLS None
Server Timeout (user‑defined) (user‑defined) 30 seconds

⚠️ Important: Yahoo users must enable Allow apps that use less secure sign in in their Yahoo Account Security settings.

Server Information panel showing example Gmail configuration with smtp.gmail.com, port 587, SSL/TLS encryption, and a 1‑minute timeout.

Figure 132. Server Information panel

Step 4 — Logon Information

Enter your username and password.

⚠️ Important: Gmail users must still enter a password, but it is not used.
Gmail connections use OAuth2 tokens instead.

Step 5 — Test Account Settings

Click Test Account Settings to verify your configuration, and if everything is set up correctly, a popup message will confirm that All tests completed successfully and a test email will appear in your inbox.

💡 Tip: Monthly Workbook Data volunteers should also review the Monthly Workbook Data settings.

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