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.
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. If you prefer using a direct integration via OAuth, see the article Set up candidate communication via email.
Set up an SMTP connection with Google Apps
To set up an SMTP connection between Personio and Google Apps, you need to fulfill the following requirements:
Use the following ports:
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.
▶︎ 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.
Set up an SMTP connection with Microsoft Office 365
|To set up an SMTP connection between Personio and Microsoft Office 365, you need to fulfill the following requirements:
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.
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.
Use the following ports, and ensure that the port is not blocked in your network. Some network firewalls or internet service providers block ports. Especially port 25 is often affected by this.
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.
▶︎ 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.
Alternatively, you can use the direct integration with Microsoft to authenticate with your email server.
Set up an SMTP connection with 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.
Ensure that your server supports the encryption protocol TLS and STARTTLS (in some cases, this setting has to be activated).
Learn more about configuring email settings, in our article Set up candidate communication via email.