Working with Email Profiles

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An email profile defines the way MemberTies Professional connects to your internet service provider's (ISP) email server to send email.  A profile contains some basic addressing information, and optional authorization information that you may or may not need to use, depending on the policies of your ISP.

For help troubleshooting email issues, see Troubleshooting Email.

For some sample profile settings, see Email Profile Examples

Adding an Email Profile

1Click the Open icon next to the Email Profile dropdown on the Message tab of the Send Email window. See Sending Email for more information about accessing the Send Email window if necessary.
2When the Maintain Email Profiles window opens, click the Add icon to start a new profile.

 

3The Email Profile window includes several sections, controlling the basic to/from information, SSL (encrypted transmission), SMTP (the server that sends the message) and POP3 (the server that receives your mail).

This the following fields are available:

Address Information

Porfile Name - The name of the profile as it should appear in the Profiles dropdown on the Send Email window.

Default - Select this option if you want this profile to be selected automatically when you open the Send Email window.

Your Name - The name that should appear as the sender of the email. This is typically your first and last name, but it could also be something like, "Support" or "Sales Dept."

From Address - The email address that will display as the sender's address. This is typically your normal email address.

Reply-To Address - The email address to which any reply to your email should be sent. This is typically the same as the From Address, but not necessarily.

Comments - This is a freeform text field for additional details about this profile.

Available to All Users - Select this option if you want all users (in a multi-user environment) to be able to use and/or modify this profile.

SMTP Settings Section

Use SSL Security - Select this option if your SMTP mail server expects you to use SSL encryption. If they don't explicitly say so, assume no SSL is involved. However, if they tell you that the SMTP port is 465, that is a common SSL port, so you'll want to turn on SSL. Selecting this option automatically changes the SMTP port to the standard SSL port, and enables the following two SSL options:

Protocol - The SSL encryption protocol to use. This will normally be left at "Default".

Use StartTLS - Select this option if your SMTP mail server supports SSL over standard SMTP (port 25) instead of the special SSL port.

SMTP Server - The domain name or IP address of the server through which your ISP allows you to send mail.  This might be something like "mail.myisp.com" or "myisp.com" or something entirely different. Contact your ISP if you do not have this information.

SMTP Port - The port on which the SMTP server "listens" for incoming mail. This is typically port 25 for standard transmission, or 465 for SSL encrypted transmissions.

The SMTP Authentication section is required if your ISP authenticates people who send mail through their servers. Almost all ISPs do this in some form.

Username - The username for the SMTP account.

Password - The password for the SMTP account.

Auth Method - The specific authentication method used by the server. Set this to LOGIN if you aren't sure, or just try various methods and check the Email Log for any errors.  The methods available are:

(None) - Only use this if you are not using any SMTP Authentication
No Authentication - Essentially accepts your username and password as an identifier only.
PLAIN - Supported by many SMTP servers, however, the password is not encrypted during the transfer.
LOGIN - The most common authentication method. Supported by almost all SMTP servers, however, the password is not encrypted during the transfer.
CRAM-MD5 - Sends the password in encrypted form to protect it from cracking.
NTLM - A form of (Secure Password Authentication - SPA). Used in many Microsoft products such as IIS SMTP.
MSN - Another form of (Secure Password Authentication - SPA), alias of NTLM, used with Microsoft Network services.
 

 Test Button - The "Test" button can be used to test whether an SMTP connection can be made using the current settings. If this test fails, it will not be possible to use these settings to send email.

 

POP3 Authentication Section

The POP3 Authentication section is required if your ISP requires you to check mail prior to sending mail. This sort of authentication is commonly referred to as "POP-then-SMTP" or "POP-before-SMTP"; it essentially makes sure you have rights to use the server before you send mail through it. Note: The username/password used on an email profile is not the same as your MemberTies username and password.

Use SSL Security - Select this option if your POP3 mail server expects you to use SSL encryption. If they don't explicitly say so, assume no SSL is involved. However, if they tell you that the POP3 port is 995, that is a common SSL port, so you'll want to turn on SSL. Selecting this option automatically changes the POP3 port to the standard SSL port, and enables the following two SSL options:

Protocol - The SSL encryption protocol to use. This will normally be left at "Default".

Use StartTLS - Select this option if your POP3 mail server supports SSL over standard POP3 (port 110) instead of the special SSL port.

POP3 Server - The server that you are authorized to use for receiving email. This will be something like "mail.myisp.com" or possibly "pop.myisp.com", or an IP address like, "10.123.456.1".

Port - The port used by the POP3 Server for incoming requests. The default is 110, or 995 for SSL encrypted transmissions.

Username - The username for the POP3 account.

Password - The password for the POP3 account.

 Auth Method - The specific authentication method used by the server. Set this to LOGIN if you aren't sure, or just try various methods and check the Email Log for any errors.  The methods available are:

(None) - Only use this if you are not using any POP3 Authentication
LOGIN - The most common authentication method. Supported by almost all POP3 servers.
APOP - Uses the APOP command, a secure MD5-based authentication type, supported by most POP3 servers.
NTLM - A form of (Secure Password Authentication - SPA). Used in many Microsoft products such as IIS SMTP.
MSN - Another form of (Secure Password Authentication - SPA), alias of NTLM, used with Microsoft Network services.

 Test Button - The "Test" button can be used to test whether an POP3 connection can be made using the current settings. If this test fails, it will not be possible to use these settings to send email.

 Signature Button - Opens the Maintain Signature window so you can set a plain text and/or HTML signature. The system will use the appropriate signature based on the way you create the email message. Note that you can also create a global email signature via preferences.  If the global signature exists, it will display below any profile-specific email signature.

Changing an Email Profile

1Click the Open icon next to the Email Profile dropdown on the Message tab of the Send Email window. See Sending Email for more information about accessing the Send Email window if necessary.
2When the Maintain Email Profiles window opens, all existing profiles will be displayed in the list. Select the profile you want to change, then click the Open icon.
3Make your changes, then click OK.

Deleting an Email Profile

1Click the Open icon next to the Email Profile dropdown on the Message tab of the Send Email window. See Sending Email for more information about accessing the Send Email window if necessary.
2When the Maintain Email Profiles window opens, all existing profiles will be displayed in the list. Select the profile you want to delete, then click the Delete icon.
3Confirm the deletion.