Topic: Invite Participants
If you would like to send email invitations or follow-up emails to participants, you can send them through your own mail server. In this case, easyfeedback will establish a connection to your mail server. You can send emails either through an SMTP mail server using a username and password, or via OAuth 2.0 with Microsoft Exchange Online.
This method is suitable for:
Required information:
Server for outgoing emails
Enter the domain of the mail server from which you want to send the e-mails, e.g.:
- mail.yourdomain.com
- smtp.office365.com
- your-domain.mail.protection.outlook.com
Port (SMTP)
Next, select the appropriate port for the outgoing mail server. This is necessary to transfer the e-mails to the outbox and to send them. The port to be stored is different depending on the e-mail client. The following ports are common:
- 25
- 465
- 587 (Standard Port. Supports TLS and is recommended)
- Or any port assigned by your IT for the SMTP server
Security
Under Security, please enter the encryption mechanism that your mail server is using. If you are not sure, leave the field blank. However, we recommend specifying an encryption mechanism in order to send e-mails over a secure connection. The following encryption mechanisms are common:
- tls (Recommended)
- ssl
- [empty] (no information - not recommended, as not encrypted)
(Please write the selected method "lowercase")
User name
Enter the user name for the e-mail box from which the e-mails should be sent. The username is usually the email address. If you would like to send the e-mail invitations from the e-mail address "feedback@company.com", enter this e-mail address as the user name.
Info: As soon as you use your own e-mail server for sending, this e-mail address (user name) is selected for sending the e-mails as the "sender e-mail".
Password
Please enter the password of the selected e-mail account you want to connect to.
Email of sender (if different from user name)
If you have to enter a specific user name that does not correspond to the e-mail address from which you want to send, then enter the e-mail address that is / should be used for sending the mails.
Use OAuth 2.0 if you:
Required information:
OAuth provider
Select the appropriate provider. The following options are available:
Outgoing email server
Exchange Online SMTP server.
Example: smtp.office365.com
Port
Default: 587
Security
Recommended: STARTTLS (TLS)
Client ID
The application ID of the application registered in Microsoft Entra ID. This identifies your application to Microsoft.
Client Secret
The Azure app's secret key. It is generated during app registration and is used for secure authentication of the application.
Tenant ID
The tenant ID of your Microsoft 365 organization. Depending on the configuration, this can be:
(Microsoft redirects the user to this address after successful sign-in.)
Email Sender
The email address from which messages are sent. The account must have the necessary permissions in Exchange Online.
Click on „Check / Save“. By clicking on „Check / Save“, a connection to your mail server is established with the settings you have saved. If the connection is successful, this will be indicated to you by means of the "green and activated status".
Self-hosted domain with manually set up mail server:
Office 365 Mail Server:
Use your own mail server for sending invitations or e-mail notifications
If you would like to send email invitations or follow-up emails to participants, you can send them through your own mail server. In this case, easyfeedback will establish a connection to your mail server. You can send emails either through an SMTP mail server using a username and password, or via OAuth 2.0 with Microsoft Exchange Online.
Simple Authentication (SMTP)
The SMTP login connects directly to your mail server. The email account's username and password are required for authentication.This method is suitable for:
- Microsoft Exchange (provided SMTP authentication is still allowed)
- Traditional SMTP servers
- Hosting providers
- Your own mail servers
- Other email services
Required information:
Server for outgoing emails
Enter the domain of the mail server from which you want to send the e-mails, e.g.:
- mail.yourdomain.com
- smtp.office365.com
- your-domain.mail.protection.outlook.com
Port (SMTP)
Next, select the appropriate port for the outgoing mail server. This is necessary to transfer the e-mails to the outbox and to send them. The port to be stored is different depending on the e-mail client. The following ports are common:
- 25
- 465
- 587 (Standard Port. Supports TLS and is recommended)
- Or any port assigned by your IT for the SMTP server
Security
Under Security, please enter the encryption mechanism that your mail server is using. If you are not sure, leave the field blank. However, we recommend specifying an encryption mechanism in order to send e-mails over a secure connection. The following encryption mechanisms are common:
- tls (Recommended)
- ssl
- [empty] (no information - not recommended, as not encrypted)
(Please write the selected method "lowercase")
User name
Enter the user name for the e-mail box from which the e-mails should be sent. The username is usually the email address. If you would like to send the e-mail invitations from the e-mail address "feedback@company.com", enter this e-mail address as the user name.
Info: As soon as you use your own e-mail server for sending, this e-mail address (user name) is selected for sending the e-mails as the "sender e-mail".
Password
Please enter the password of the selected e-mail account you want to connect to.
Email of sender (if different from user name)
If you have to enter a specific user name that does not correspond to the e-mail address from which you want to send, then enter the e-mail address that is / should be used for sending the mails.
OAuth 2.0 für Microsoft Exchange Online
OAuth 2.0 does not use a username and password for authentication; instead, it uses Microsoft Entra ID (Azure Active Directory). After successful login, the application receives an access token that allows it to send emails. The user's password is not stored. This is the authentication method recommended by Microsoft for Exchange Online.Use OAuth 2.0 if you:
- use Microsoft 365 or Exchange Online,
- want to use modern authentication,
- or SMTP Basic Authentication is no longer available.
Required information:
OAuth provider
Select the appropriate provider. The following options are available:
- Microsoft Exchange / Office 365 (SMTP)
- Microsoft Graph API (recommended)
- Google Workspace / Gmail
Outgoing email server
Exchange Online SMTP server.
Example: smtp.office365.com
Port
Default: 587
Security
Recommended: STARTTLS (TLS)
Client ID
The application ID of the application registered in Microsoft Entra ID. This identifies your application to Microsoft.
Client Secret
The Azure app's secret key. It is generated during app registration and is used for secure authentication of the application.
Tenant ID
The tenant ID of your Microsoft 365 organization. Depending on the configuration, this can be:
- the tenant’s GUID
- or the domain name
Example: contoso.onmicrosoft.com
Redirect URL
This URL must be specified in the Azure App Registry.
(Microsoft redirects the user to this address after successful sign-in.)
Email Sender
The email address from which messages are sent. The account must have the necessary permissions in Exchange Online.
Click on „Check / Save“. By clicking on „Check / Save“, a connection to your mail server is established with the settings you have saved. If the connection is successful, this will be indicated to you by means of the "green and activated status".
| Note If you use your own mail server for sending, easyfeedback will no longer be able to show you whether the invitations have been sent. |
Setting examples
The following examples show you what information you need to provide if you have hosted your mail server in one of the examples mentioned.Self-hosted domain with manually set up mail server:
| Server for outgoing emails | mail.yourdomain.com |
| Port | 587 |
| Security | tls |
| User name | mail@yourdomain.com |
| Password | **************** |
| Email of sender (optional) | customer-support@yourdomain.com |
Office 365 Mail Server:
| Server for outgoing emails | smtp.office365.com |
| Port | 587 |
| Security | tls |
| User name | mail@yourdomain.com |
| Password | **************** |
| Email of sender (optional) | customer-support@yourdomain.com |
easyfeedback mail server configuration
In some cases you have to allow easyfeedback access to your mail server from outside. Use the following information to do this:| Mail server domain | mail.indivsurvey.de |
| Mail server IP address | Sending test mail + mail server access data: 217.160.154.4 217.160.154.5 213.244.192.250 Sending invitation/reminder: 212.132.67.239 |
| DKIM | Is supported. The selector is: default._domainkey.indivsurvey.de/com |