SharePoint 2016 Outgoing Email Configuration Settings

Another enhancement to SharePoint 2016 is causing buzz. Now, we can configure the SMTP to non-default ports (default port is 25). Also, Microsoft introduces the encryption in outgoing emails (SharePoint will use TLS 1.2). Finally, the customer's voice is heard and SharePoint brings this change.

In this article, I will walk through the steps on how can we configure it. I assume you have already configured the SMTP Server or connected it using the exchange. A configuration of SMTP Server is not the scope of this document. There are 2 ways to configure outgoing email settings in SharePoint.

  • Configure, using the Central Admin
  • Configure, using PowerShell

Prerequisite

You need the following information before starting.

  • SMTP Server URL
    Specifies the new outbound SMTP Server that this Web application will use.

  • Outgoing Email Address
    Specifies the new outgoing email address for email messages sent from this Web Application. The type must be a valid address; for example, noreply@krossfarm.com

  • Reply to Address
    Configures the reply email address. The type must be a valid address; for example noreply@krossfarm.com.

  • Using Encryption
    This Yes or No thing, specifies if outgoing emails will use the encryption or not. Important thing: If encryption Negotiation fails then SharePoint 2016 will not “Fall Back “to send the Unencrypted E-mails.

  • SMTP Port Number
    Is the port on which your SMTP is configured. By default, SMTP configures on port 25.

  • Character Set
    Which character set is appropriate for your language. There are 22 character sets available for the various languages.

Configure using the Central Admin

On Central Admin, you can configure the outgoing email settings at the farm level and also you can configure it for a specific Web app. Keep in mind, even when you are configuring it for a specific Web app, make sure that the farm level settings are configured.

Configure at Farm Level

Configure the outgoing email setting for SharePoint 2016 farm.

  1. Verify that the user account that is performing this procedure is a member of the Farm Administrators group on the Server i.e running SharePoint Central Administration Website.
  2. In Central Administration, in the System Settings section, click Configure Outgoing E-mail Settings under the E-Mail and text Messages ( SMS).
  1. On the Outgoing E-mail Settings page, please enter the information, mentioned below.

    1. Outbound SMTP Server, type the name of SMTP Server for an outgoing E-mail (for example, mail.krossfarm.com).
    2. From address box, type the E-mail address (for example, the site administrator alias) as you want it to be displayed in an E-mail recipients.
    3. Reply to address box, type the E-mail address (for example, a help desk alias) to which you want email recipients to reply.
    4. Use TLS connection encryption and select Yes, if you want to enable the encryption for the outgoing emails.
    5. For SMTP Server Port, please type the port number on which SMTP is configured (for example, default is 25).
    6. As far as Character set list is configured, click the character set, which is appropriate for your language.
    7. Click OK.

Configure Outgoing email for a specific web app

In order to configure the outgoing email settings for a specific Web app, you have to configure the farm level outgoing level settings first, then you configure it for a specific Web app. Verify that the user account that is performing this procedure is a member of the Farm Administrators group on the server that is running the SharePoint Central Administration website.

  1. In Central Administration, in the Application Management section, click Manage web applications.
  2. On the Web Applications Management page, select a web application, and then in the General Settings group on the ribbon, click Outgoing email.

    1. Outbound SMTP server type the name of the SMTP server for outgoing email (for example, mail.krossfarm.com)
    2. From address box, type the email address (for example, the site administrator alias), as you want it to be displayed to email recipients.
    3. Reply-to address box, type the email address (for example, a help desk alias) to which you want email recipients to reply.
    4. Use TLS Connection Encryption, select Yes, if you want to enable the encryption for the outgoing emails.
    5. In SMTP Server Port, please type the port number on which SMTP is configured (for example, default is 25).
    6. In Character set list, click the character set that is appropriate for your language.
    7. Click OK.

Configure using the PowerShell

Let's configure the same setting, using SharePoint PowerShell.

Configure the settings at the farm level

  • Launch SharePoint PowerShell console (run as an administrator).
  • Run PowerShell, mentioned below, after replacing the values
    1. $OutSMTPSvr = 'smtp.krossfarm.com'  
    2. $FromAddr = 'noreply@krossfarm.com'  
    3. $ReplyAddr = 'noreply@krossfarm.com'  
    4. $TLSEncry = $false  
    5. $SMTPport = 587  
    6. $Charset = 65001  
    7. $WebApp = Get-SPWebApplication  
    8. $webapp.UpdateMailSettings($OutSMTPSvr,$FromAddr, $ReplyAddr,$Charset, $TLSEncry,$SMTPport)  

Configure the settings for a specific web application

  • Launch SharePoint PowerShell console (run as an administrator).
  • Run the Below PowerShell, after replacing the values
    1. $OutSMTPSvr = 'smtp.krossfarm.com'  
    2. $FromAddr = 'noreply@krossfarm.com'  
    3. $ReplyAddr = 'noreply@krossfarm.com'  
    4. $TLSEncry = $false  
    5. $SMTPport = 587  
    6. $Charset = 65001  
    7. $WebApp = Get-SPWebApplication "Http://Url of the web application"  
    8. $webapp.UpdateMailSettings($OutSMTPSvr,$FromAddr, $ReplyAddr,$Charset, $TLSEncry,$SMTPport)  

Configure The Settings For Central Admin

  • Launch SharePoint PowerShell console (run as an administrator).
  • Run PowerShell, mentioned below, after replacing the values
    1. $OutSMTPSvr = 'smtp.krossfarm.com'  
    2. $FromAddr = 'noreply@krossfarm.com'  
    3. $ReplyAddr = 'noreply@krossfarm.com'  
    4. $TLSEncry = $false  
    5. $SMTPport = 587  
    6. $Charset = 65001  
    7. $WebApp = Get-SPWebApplication -IncludeCentralAdministration | ? { $_.IsAdministrationWebApplication -eq $true }  
    8. $webapp.UpdateMailSettings($OutSMTPSvr,$FromAddr, $ReplyAddr,$Charset, $TLSEncry,$SMTPport)