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Set Up an SMTP Connection Between Personio and Frequently Used Email Providers

 

This article explains how to set up a Simple Mail Transfer Protocol (SMTP) connection between Personio and the most frequently used email providers: Google Apps and Microsoft Office 365. 

Note You should involve your IT department to set up the SMTP settings.

 

Connect your SMTP Server to the Personio Mailbox

To send emails from Personio that have your company's recruiting mailbox as the sender's address for outgoing emails, you must first ensure that your SMTP server is connected to the Personio mailbox. For more information on the settings that you need to apply to send emails from Personio via your company's SMTP server, see the article Send E-mails from the Company's Own SMTP Server. 

 

Requirements for setting up an SMTP Connection Between Personio and Google Apps

Authentication

Before setting up an SMTP connection with Personio, ensure that account access is activated for the desired account using less secure apps.

Ports

  • 465 with SSL
  • 587 with TLS

SMTP Server

To connect your own Google email account to Personio, use the Gmail SMTP server (smtp.gmail.com). This option enables you to send emails to anyone inside or outside your domain.

Notes
▶︎ G Suite SMTP relay service (smtp-relay.gmail.com) is not supported by Personio.
▶︎ Restricted Gmail SMTP server (aspmx.I.google.com) is not compatible with Personio because messages can only be sent within Gmail.

For more information, see the Google Workspace Help Center article Send E-mail Using a Printer, Scanner, or App and the Gmail Help Center article Receive Gmail Messages Through Other E-mail Clients. 

 

Requirements for setting up an SMTP Connection Between Personio and Microsoft Office 365

Authentication

Ensure that you have activated Authenticated SMTP in your Microsoft Office 365 account. For more information on activating Authenticated SMTP, see the Microsoft Exchange Online article Enable or Disable Authenticated Client SMTP Submission (SMTP AUTH) in Exchange Online. 

Mailbox

You need a licensed Microsoft Office 365 mailbox that you can use to send emails. For more information, see the Microsoft Exchange Online article Set Up a Multifunction Device or Application to Send E-mail Using Office 365. 

Ports

Note Ensure that the port is not blocked in your network.

  • Port 587 with TLS (recommended) or
  • Port 25 with TLS

Tip Some network firewalls or internet service providers block ports. Port 25 is often affected. 

SMTP Server

To link Microsoft Office 365 with Personio via SMTP, use Client submission (smtp.office365.com). This option supports most usage scenarios and is the easiest to set up.

Notes
▶︎ Direct sending: As Personio is an application that sends emails as a third-party provider, the connection with this Microsoft Office version is not supported.
▶︎ SMTP Relay: As Personio is an application that sends emails as a third-party provider, the connection with this Microsoft Office 365 version is not supported. 

 

Set Up an SMTP Connection Between Personio and Other Providers

If you are using Microsoft Exchange Server or other in-house hosted options, the SMTP settings are very varied and are configured differently depending on the SMTP server. Follow the guidance below when setting up SMTP connections between Personio and these providers. 

TLS Encryption

Ensure that your server supports the encryption protocol TLS and STARTTLS (in some cases, this setting has to be activated).

Ports

  • 25: normally blocked
  • 2525: not usually supported

Learn more about configuring email settings, in our article Step 2: Set Up Candidate Communication Via Email.