Setting Up Your Office365 SMTP on LoadStop
Table of Contents
Introduction
This article aims to help you set up and configure your company's email on LoadStop.
LoadStop has an email feature that allows users to send emails to their customers, brokers, contacts, or driver about the loads, invoices, driver rate sheets, settlements, tracking updates, sending documents, etc. so the user can send emails from within the LoadStop platform.
Settings
The Settings screen can be accessed through the main menu button on the top left, as shown in the screenshot below. From the main settings, click on the Email (SMTP) tab to configure the email settings for outgoing emails.
What's on this page?
Now we will talk about the fields on this page and how to set them up correctly.
Use my email settings: If you turn this toggle on, it allows you to use the email settings that you have entered (if any). It is highly recommended to enable this toggle and fill in the remaining fields correctly to avoid having your emails sent to the spam folder.
(Sometimes, emails are sent using SendGrid and land in the spam folder of the receiver, therefore it is recommended that users use their own SMTP mail server to send emails.)
In the 'Default email address' and 'Default display name', enter the email address and the display name with which you would like the emails to be sent out. It can be your name or your company’s name.
SMTP Host ➔ Enter the outgoing SMTP server name as provided by the email provider. For example, for Office 365 use smtp.office365.com. If you are unsure, a quick Google search will provide the server name of your email provider.
SMTP Port ➔ Enter the outgoing port for the SMTP server. The port number is different, varying with each provider. You may look up the port number for your provider or contact your provider to find out what their SMTP port number is. However, 587 is the most common one.
SSL Settings help keep the email exchange private and secure. If your mail server has SSL encryption enabled to send emails, please turn the Use SSL toggle on. This is an optional feature and not a requirement.
Domain Name: If you are using a domain name, enter it in this field. For example: the domain name in sample@loadstop.com would be loadstop.com.
Under the Username and Password, you can enter the username (email) and password for your account.
Password Setup
To use Office 365 as an SMTP, please follow the steps below:
Enable the Authenticated SMTP:
Open Microsoft 365 Admin Center and open the Active Users tab under "Users". Select the account of the email you will be using for your outgoing emails.
Go to the Mail tab. Under the Email apps section, select Manage email apps.
Verify that the Authenticated SMTP setting is checked (enabled). Select Save changes.
2. Next, we will disable Multi Factor Authentication:
Open Microsoft 365 Admin Center, in the left navigation menu, choose Users > Active Users. On the Active Users page, choose Multi-Factor Authentication.
On the Multi-Factor Authentication page, select the user email and disable the Multi-Factor Authentication status.
3. Lastly, disable the Azure Security Defaults by toggling the Enable Security Defaults to No:
Sign in to the Azure portal as a Security administrator, Conditional Access administrator, or Global administrator.
Browse to Azure Active Directory > Properties. Select Manage security defaults. Set the Enable security defaults toggle to No. Then select Save.
Multicarrier Email Settings
If you have multiple carriers or multiple departments within a carrier which require various email settings, you can configure each of them individually.
In the managed authority's profiles, the Email SMTP tab allows you to include multiple sections with their respective email settings. You may now assign a different email address to each of these sections.
Tracking: The email assigned here will be used to send location and status updates to your customer/broker for tracking purposes.
Dispatch: The dispatch information will be sent out through this email.
Billing: This would be the billing email used to send out invoices.
Internal: This email will be used to communicate with internal users.
Account Payable: The settlements will be sent out through this email.
Please note: These settings will also be configured the same way as mentioned above. The 'Use my email settings' toggle needs to be enabled for each section for these settings to apply.