How to Configure Outgoing & Incoming Mail Servers in Odoo 18

17 September 2025 by
Vinaka Prakash

Have you ever wondered why businesses spend time configuring mail servers in Odoo instead of just using their regular email accounts?

In Odoo 18, mail server configuration is not just a technical step but a critical foundation for smooth business communication. Odoo is more than an ERP; it acts as a centralized hub where different teams, sales, support, accounting, and HR interact with customers, suppliers, and partners. Without properly configured outgoing and incoming mail servers, your emails may end up in spam, fail to deliver, or never reach your Odoo modules, causing missed opportunities and communication gaps.

By setting up outgoing and incoming mail servers, Odoo ensures that every email sent or received is seamlessly logged inside the system. This allows your team to track conversations, automate workflows, and maintain professional communication without switching between multiple platforms.

Why Mail Server Setup is Important

If your organisation relies on Odoo to manage day-to-day operations, email integration is essential. A correctly configured mail server allows you to:

  • Send emails directly from Odoo – Whether it’s a quotation from the Sales app, an invoice from Accounting, or a follow-up from CRM, everything gets delivered to your clients’ inboxes in real time.
  • Receive customer responses inside Odoo – Instead of checking multiple inboxes, you can see all replies inside the relevant Odoo module, keeping communication centralized.
  • Avoid delivery failures and spam issues – With the right SMTP/IMAP/POP3 settings, you reduce the risk of undelivered or blacklisted emails.
  • Save time for your team – No need to manually log conversations or switch between Odoo and external mail apps.
Benefits of Integrating Email with Odoo

When your email servers are connected with Odoo 18, you gain access to several business benefits:

  • Centralized Communication – All customer, vendor, and internal interactions stay recorded in one place.
  • Improved Collaboration – Sales, support, and finance teams can access the same email threads, ensuring no information is lost.
  • Automation of Workflows – Replies can trigger automated actions like creating leads, assigning tickets, or updating records.
  • Professional Branding – Emails go out using your company’s official domain instead of generic Odoo notifications, boosting trust.
  • Better Tracking and Reporting – Managers can track response times, communication history, and customer engagement within Odoo.


Understanding Outgoing and Incoming Mail Servers

Have you ever thought about how emails actually move between Odoo and your customers’ inboxes?

To make email communication work smoothly inside Odoo 18, you need to configure two key components: outgoing mail servers and incoming mail servers. Both play different but equally important roles. Outgoing mail servers handle everything your team sends out, while incoming mail servers make sure you receive and organize replies directly inside Odoo. Without both sides working together, your communication flow would be incomplete.

Difference Between Outgoing (SMTP) and Incoming (IMAP/POP3)
  • Outgoing Mail Servers (SMTP)
    Outgoing servers use the Simple Mail Transfer Protocol (SMTP). Their job is to send emails from Odoo to external recipients. For example, when you send a sales quotation, invoice, or support update, Odoo routes that email through the outgoing server so it reaches your customer’s inbox.
  • Incoming Mail Servers (IMAP/POP3)
    Incoming servers rely on either IMAP (Internet Message Access Protocol) or POP3 (Post Office Protocol). These bring emails from your external inbox into Odoo. With IMAP, emails stay synchronized between your mail provider and Odoo, while POP3 typically downloads messages to Odoo and removes them from the server.


Why do businesses need both outgoing and incoming servers in Odoo?

Odoo becomes a central hub for all email-based interactions when both servers are properly configured. Here are some practical scenarios:

  • Sales Teams – Send quotes, proposals, and follow-ups through Odoo, then receive customer replies directly in the CRM pipeline.
  • Customer Support – Track support tickets where every email exchange is logged in the Helpdesk module.
  • Finance Departments – Deliver invoices, payment reminders, and statements, while automatically collecting replies like payment confirmations.
  • Human Resources – Manage recruitment emails, interview scheduling, and employee queries within Odoo.
  • Project Management – Keep stakeholders updated through project-related emails without switching between platforms.


Prerequisites for Mail Server Configuration in Odoo 18

Before jumping into the technical steps, it is essential to prepare the right foundation. Configuring outgoing and incoming mail servers is not just about entering credentials into Odoo; it requires proper email domain setup and accurate access details from your mail service provider. Taking care of these prerequisites ensures a smooth configuration process and prevents delivery or synchronization issues later on.

Email Domain Setup

Your email domain acts as the digital identity of your business. Configuring it correctly not only helps with branding but also improves email deliverability. If the domain is not properly verified, your emails may land in spam folders or fail to deliver altogether.

Here are the key steps for domain setup:

  • Verify domain ownership with your email hosting provider (e.g., Google Workspace, Microsoft 365, Zoho Mail, or cPanel).
  • Set up DNS records such as:
    • SPF (Sender Policy Framework) to specify which servers are authorized to send emails for your domain.
    • DKIM (DomainKeys Identified Mail) to digitally sign your outgoing messages, proving they are authentic.
    • DMARC (Domain-based Message Authentication, Reporting, and Conformance) to prevent spoofing and phishing attacks.
  • Use a professional domain-based email address like info@yourcompany.com instead of free services like Gmail or Yahoo for business communication.

A properly configured domain ensures that Odoo can send and receive emails securely, while maintaining your brand’s credibility.

Access Details Required (SMTP, IMAP/POP3, Ports, SSL/TLS, Credentials)

To set up outgoing and incoming mail servers, you must gather accurate access details. These settings are usually available in your email provider’s documentation or control panel.

SMTP Settings for Outgoing Mail

  • SMTP server address (e.g., smtp.gmail.com, smtp.office365.com)
  • Port number (commonly 465 or 587)
  • Security protocol (SSL or TLS)
  • Authentication details (username and password)

IMAP or POP3 Settings for Incoming Mail

  • IMAP server address (e.g., imap.gmail.com, outlook.office365.com)
  • POP3 server address (if using POP3 instead of IMAP)
  • Port number (IMAP usually 993 for SSL, POP3 usually 995 for SSL)
  • Security protocol (SSL or TLS)
  • Authentication details (username and password)

Additional Credentials or Permissions

  • App-specific passwords if your provider enforces two-factor authentication
  • Admin permissions for business email accounts if you plan to integrate multiple users
  • Mailbox access rights for shared email addresses such as support@ or sales@

Having these details ready before starting the setup will save time and reduce configuration errors. Odoo 18 relies on precise input, so even a small mistake in a port number or security setting can prevent the connection from working.

By preparing your email domain and gathering the correct access details, you set a strong foundation for a hassle-free mail server configuration in Odoo 18. This preparation ensures secure communication, better deliverability, and smooth integration with your business processes.


How to Configure Outgoing Mail Servers in Odoo 18

Outgoing mail servers handle the delivery of all emails you send from Odoo. Whether it is a quotation, invoice, or customer update, Odoo uses the Simple Mail Transfer Protocol (SMTP) to route your emails to recipients. Configuring this correctly ensures that your emails reach inboxes reliably instead of being blocked or marked as spam.

Step-by-Step Setup with SMTP Settings

1. Log in to Odoo as an Administrator
Only admin users can configure mail servers, so make sure you have the right access.

2. Navigate to Mail Servers

  • Go to Settings
  • Scroll to Technical
  • Select Outgoing Mail Servers

3. Create a New Outgoing Mail Server

  • Click on Create
  • Fill in the required fields:
    • Description: A name to identify the server (e.g., Gmail SMTP)
    • SMTP Server: Enter your provider’s server address
    • SMTP Port: Usually 465 (SSL) or 587 (TLS)
    • Username: Your full email address (e.g., info@yourcompany.com)
    • Password: The email account password or app-specific password
    • Connection Security: Choose SSL/TLS depending on your provider

4. Save the Configuration
Once all details are entered, save the record.

5. Set as Default
If you have multiple outgoing servers, choose which one should act as the default for sending emails.

What SMTP details should you use for common email services?

Here are the verified settings for major providers:

Gmail (Google Workspace)

  • SMTP Server: smtp.gmail.com
  • Port: 465 (SSL) or 587 (TLS)
  • Username: Your full Gmail address
  • Password: App-specific password if 2FA is enabled

Outlook (Microsoft 365)

  • SMTP Server: smtp.office365.com
  • Port: 587 (TLS)
  • Username: Your full Outlook or Office 365 email address
  • Password: Your email account password or app-specific password

Zoho Mail

  • SMTP Server: smtp.zoho.com
  • Port: 465 (SSL) or 587 (TLS)
  • Username: Your full Zoho email address
  • Password: Your email account password or app-specific password
Testing Outgoing Mail Delivery

1. After saving your configuration, click Test Connection inside Odoo.

2. If the test is successful, Odoo will confirm that the server is reachable.

3. Next, send a trial email by:

  • Going to Settings > Technical > Emails
  • Creating a test email and sending it to your own address

4. Check your inbox to verify delivery.

If the email does not arrive, review these points:

  • Ensure the SMTP server address and port are correct.
  • Verify that SSL/TLS is properly selected.
  • Check if your provider requires app-specific passwords.
  • Review Odoo logs under Settings > Technical > Logs for error messages.

A successful test ensures your Odoo system can send invoices, notifications, and customer updates directly from your business domain without disruptions.



How to Configure Incoming Mail Servers in Odoo 18

Incoming mail servers ensure that responses from clients, suppliers, or employees are automatically captured inside Odoo. Instead of switching between multiple email accounts, your team can manage all messages directly from the relevant modules such as CRM, Helpdesk, or Accounting. To achieve this, Odoo uses IMAP or POP3 protocols to fetch messages from your mailbox and link them with the right business records.

Step-by-Step Setup with IMAP or POP3 Settings

1. Log in as Administrator
Access to incoming mail configuration is restricted to admin users.

2. Navigate to Incoming Mail Servers

  • Go to Settings
  • Scroll to Technical
  • Click on Incoming Mail Servers

3. Create a New Incoming Mail Server

  • Click on Create
  • Fill in the following fields:
    • Name: A descriptive label (e.g., Gmail IMAP)
    • Server Type: Choose IMAP or POP3
    • Server Name: Enter the provider’s IMAP or POP3 address
    • Port: Commonly 993 for IMAP with SSL, or 995 for POP3 with SSL
    • SSL/TLS: Enable if required by your provider
    • Username: Full email address
    • Password: Email password or app-specific password if two-factor authentication is enabled

4. Set Actions for Incoming Emails

  • In the Actions to Perform on Incoming Emails section, choose whether emails should create leads, tickets, tasks, or simply log in the chatter of existing records.

5. Save the Configuration
Once completed, save the server record.

What incoming server details should you use for different email services?

Gmail (Google Workspace)

  • IMAP Server: imap.gmail.com
  • Port: 993
  • Security: SSL
  • Username: Full Gmail address
  • Password: App-specific password if 2FA is enabled

Outlook (Microsoft 365)

  • IMAP Server: outlook.office365.com
  • Port: 993
  • Security: SSL
  • Username: Full Outlook or Office 365 email address
  • Password: Account password or app-specific password

Zoho Mail

  • IMAP Server: imap.zoho.com
  • Port: 993
  • Security: SSL
  • Username: Full Zoho email address
  • Password: Account password or app-specific password
Testing Incoming Mail Retrieval

1. After saving your configuration, click Test & Confirm within the Incoming Mail Server form.

2. If successful, Odoo will confirm the connection and retrieve test emails.

3. Send a trial email from an external account (for example, from your personal email) to the configured business email address.

4. Check inside Odoo modules such as CRM, Helpdesk, or the chatter of related records to see if the email appears.

If emails are not retrieved, review the following:

  • Ensure IMAP or POP3 access is enabled in your email account settings.
  • Verify that the correct server address and port are entered.
  • Confirm that SSL/TLS is selected if required by the provider.
  • Recheck credentials, especially if you are using app-specific passwords.
  • Inspect Odoo server logs for detailed error messages.


Assigning Mail Servers to Specific Odoo Modules

After configuring outgoing and incoming mail servers, the next step is assigning them to the appropriate modules. This ensures that emails are not just delivered but also routed to the correct place inside Odoo. For example, a customer requesting a quote should have their email linked to the Sales app, while a support request should flow directly into the Helpdesk module. Assigning mail servers properly prevents miscommunication, reduces manual sorting, and ensures that every interaction is logged in the right workflow.

Sales, CRM, Helpdesk, Invoicing, and Other Modules
  • Sales
    When an outgoing mail server is linked with the Sales module, quotations, order confirmations, and follow-ups are sent from the assigned address. Incoming replies are automatically attached to the relevant sales order or customer record.
  • CRM
    Leads and opportunities benefit the most from incoming mail servers. For example, if you configure a generic email like sales@yourcompany.com, every new inquiry sent to this address can automatically create a lead in CRM. Replies to those leads are also tracked under the respective opportunity.
  • Helpdesk
    Support teams often use shared addresses such as support@yourcompany.com. When assigned in Odoo, incoming requests automatically generate tickets in the Helpdesk module. Outgoing replies are then sent from the same support address, keeping communication consistent.
  • Invoicing and Accounting
    With an email such as billing@yourcompany.com, outgoing servers deliver invoices and payment reminders. Incoming servers allow customers to send proof of payment or invoice-related queries that are automatically attached to the right customer record or transaction.
  • Human Resources and Recruitment
    Dedicated addresses like jobs@yourcompany.com can be connected so that applications received via email create candidate records in the Recruitment module. Replies can be managed entirely within Odoo.

By assigning mail servers to the correct modules, Odoo becomes a true communication hub where every department manages its own email flow seamlessly.

Centralized vs Department-Specific Emails

Both approaches are valid, but the choice depends on how your organisation handles communication.

  • Centralised Email Setup
    A single outgoing and incoming server (such as info@yourcompany.com) can be used across multiple modules. This is easier to manage but may cause confusion if different departments rely on the same email address.
  • Department-Specific Email Setup
    Separate addresses such as sales@, support@, and billing@ can be configured with their own mail servers. This approach ensures clear separation of communication, better tracking, and more professional responses since customers always interact with the right department.

Many businesses choose a hybrid model, keeping a general info@ address for external inquiries and assigning department-specific addresses for specialised workflows.


Handling Common Errors in Odoo Mail Server Configuration

Even with the correct setup, businesses often face issues when connecting Odoo to their mail servers. These problems can stop emails from being sent or prevent replies from being received. The good news is that most errors have clear solutions once you know where to look. Understanding common issues such as authentication failures, SSL/TLS mismatches, incorrect ports, and spam or rate-limiting restrictions will help you troubleshoot quickly.

Authentication Errors (Username or Password)

Authentication failures happen when Odoo cannot verify the login details with your mail provider. Common causes include:

  • Typing errors in the email address or password
  • Using the wrong account format (e.g., forgetting to use the full email address)
  • Two-factor authentication (2FA) blocking direct password access
  • Mail providers like Google or Microsoft requiring an app-specific password instead of your regular account password

How to fix it:

  • Double-check your email address and password
  • Enable IMAP or SMTP access in your email account settings
  • If 2FA is enabled, generate an app-specific password from your provider’s security settings
  • Make sure the email account is active and not locked for suspicious login attempts
SSL/TLS Issues

Mail servers require secure encryption protocols to transmit data safely. If Odoo is configured without the right security protocol, the connection may be refused.

Common causes include:

  • Choosing TLS when the provider requires SSL (or vice versa)
  • Using outdated encryption methods not supported by the provider
  • Provider restrictions on insecure connections

How to fix it:

  • Always check your provider’s official documentation for supported encryption methods
  • Use SSL on port 465 or TLS on port 587 for outgoing mail (SMTP)
  • For incoming mail, use SSL on port 993 (IMAP) or 995 (POP3)
  • Never disable SSL/TLS for testing as it weakens security
Port Misconfiguration

Each mail protocol works with specific ports. If the port does not match what your provider supports, Odoo cannot establish a connection.

Examples:

  • Gmail requires SMTP on port 465 (SSL) or 587 (TLS), and IMAP on port 993
  • Microsoft 365 requires SMTP on port 587 with TLS, and IMAP on port 993
  • Zoho requires SMTP on 465 or 587, and IMAP on 993

How to fix it:

  • Check your provider’s official port numbers for SMTP, IMAP, or POP3
  • Update the port field in Odoo’s mail server configuration
  • Ensure that the selected port is not blocked by your hosting server or firewall
Rate-Limiting or Spam Issues

Even if the configuration is correct, providers may limit the number of emails sent per day to prevent spam. Additionally, emails without proper authentication records may get flagged as spam.

Common causes include:

  • Sending too many emails within a short period
  • Not having SPF, DKIM, or DMARC records set up on your domain
  • Using free email accounts like Gmail for bulk sending instead of business email domains
  • Recipient servers blocking emails due to poor sender reputation

How to fix it:

  • Spread out large email campaigns to avoid hitting provider limits
  • Configure SPF, DKIM, and DMARC records in your domain’s DNS for authentication
  • Use a professional business email domain instead of free accounts
  • Monitor bounce reports and adjust email practices accordingly

By identifying and resolving these common errors, you ensure that Odoo 18’s mail server configuration remains reliable and secure. Troubleshooting early prevents communication breakdowns and guarantees that your customers and team members always stay connected.


Best Practices for Mail Server Security in Odoo 18

When configuring outgoing and incoming mail servers in Odoo, security should always be your top priority. Emails often contain sensitive information such as customer data, invoices, and internal communication. Without proper protection, your business risks data breaches, phishing attacks, or unauthorized access. By following proven security practices like using encrypted ports, enabling two-factor authentication, and avoiding insecure relay setups, you can safeguard your communication channels.

Using Secure Ports (SSL/TLS)

The first step in securing your Odoo mail server is choosing the correct ports with encryption. Standard, unencrypted ports are highly vulnerable to interception, making SSL or TLS mandatory for any modern setup.

  • Outgoing mail (SMTP): Use port 465 with SSL or port 587 with TLS
  • Incoming mail (IMAP): Use port 993 with SSL
  • Incoming mail (POP3): Use port 995 with SSL

Always check your provider’s official documentation, as some services enforce TLS-only connections. By ensuring your configuration uses the latest encryption standards, you prevent unauthorized parties from reading or tampering with your messages.

Enabling Two-Factor Authentication (2FA)

Two-factor authentication adds an extra layer of security to your email accounts. Even if someone steals your password, they cannot access the account without the second verification step, usually a code sent to your phone or generated by an authenticator app.

When using Odoo 18 with providers such as Google Workspace or Microsoft 365, enabling 2FA is strongly recommended. It reduces the risk of account takeovers and ensures that your email communication stays protected against brute-force and phishing attempts.

Using App-Specific Passwords

Some email providers restrict third-party applications like Odoo from using the main account password, especially when 2FA is enabled. Instead, they allow you to generate app-specific passwords.

App-specific passwords are unique keys created for applications, ensuring that even if the password is exposed, it cannot be used to log in directly to your email account.

For example:

  • Gmail/Google Workspace: Generate an app password from your Google account security settings
  • Microsoft 365: Create an app password when 2FA is enabled
  • Zoho Mail: Provides dedicated app passwords for external SMTP and IMAP clients

Using these keys helps Odoo connect securely while maintaining strong account protection.

Avoiding Open Relays

An open relay is a misconfigured mail server that allows anyone on the internet to send emails through it. This poses a serious risk because spammers can exploit your server to send fraudulent emails, damaging your sender reputation and potentially blacklisting your domain.

To avoid this issue:

  • Always configure SMTP authentication in Odoo (username and password required)
  • Limit mail server access to trusted domains and users
  • Monitor outgoing traffic for suspicious patterns, such as sudden spikes in bulk messages

By avoiding open relay setups, you protect both your business reputation and your email deliverability.


Tips for Optimising Email Deliverability

Configuring mail servers correctly is only half the job. Ensuring strong email deliverability is equally important because even if your emails are sent successfully, they will not be effective if they end up filtered as junk. By setting up authentication protocols like SPF, DKIM, and DMARC, avoiding common spam triggers, and monitoring bounce rates, you can significantly improve the chances of your emails reaching the right audience.

Setting up SPF, DKIM, and DMARC Records

Email authentication records play a critical role in proving that your emails are genuine and not forged. These DNS records should be configured at your domain registrar or hosting provider.

  • SPF (Sender Policy Framework): Defines which servers are authorised to send emails on behalf of your domain. Without SPF, recipients may not trust that emails are truly from you.
  • DKIM (DomainKeys Identified Mail): Adds a digital signature to outgoing messages, allowing the recipient’s server to verify the email has not been altered during transit.
  • DMARC (Domain-based Message Authentication, Reporting, and Conformance): Combines SPF and DKIM results and gives instructions to recipient servers on what to do if authentication fails (accept, reject, or quarantine).

Correctly setting up these three records strengthens your domain reputation and reduces the likelihood of your emails being marked as spam.

Avoiding Spam Filters

Even with proper authentication, poor email practices can still trigger spam filters. To keep your emails out of the junk folder, follow these guidelines:

  • Use a professional domain email address instead of free accounts like Gmail or Yahoo when sending from Odoo.
  • Avoid spammy subject lines that contain excessive exclamation marks, all caps, or misleading offers.
  • Keep your email content balanced with a good mix of text and visuals instead of heavy image-only messages.
  • Test your emails using tools such as Mail Tester to check spam scores before launching campaigns.

By maintaining professional and transparent communication, your emails are more likely to be trusted and delivered successfully.

Monitoring Bounce Emails

A high bounce rate can harm your sender reputation and negatively impact deliverability. Odoo 18 provides options to track failed emails so you can quickly take corrective action.

  • Hard bounces: These occur when the email address is invalid or does not exist. Such addresses should be removed from your mailing list immediately.
  • Soft bounces: These happen due to temporary issues like a full inbox or server downtime. Monitor them, but do not remove addresses unless the problem persists.

Regularly reviewing bounce reports helps maintain a clean mailing list, ensures better engagement, and keeps your sending reputation strong.


Troubleshooting and Debugging Mail Issues in Odoo 18

Even with the correct mail server configuration, issues can sometimes arise. Emails may get delayed, rejected, or fail silently, leaving you unsure of what went wrong. Troubleshooting and debugging in Odoo 18 is a structured process that involves checking system logs, enabling debug mode for detailed insights, and using test emails to confirm whether the setup is working properly.

Checking Odoo Logs

Odoo maintains logs that record system activities, including mail-related errors. Reviewing these logs is often the first step in identifying problems.

  • Access the server logs directly if you are self-hosting Odoo. Look for error messages that mention SMTP, IMAP, or authentication failures.
  • In Odoo’s backend, navigate to Settings > Technical > Email > Emails to review the status of sent emails. Failed messages usually include an error reason, such as invalid credentials or blocked ports.

By analyzing the logs, you can quickly determine if the issue is due to server misconfiguration, incorrect credentials, or external email provider restrictions.

Enabling Debug Mode

Debug mode in Odoo gives you access to advanced settings and detailed technical information that can help you trace mail issues more effectively.

  • Go to Settings > Activate the Developer Mode to turn on debug mode.
  • Once active, you will see additional menus under Technical > Email where you can view mail queues, email servers, and scheduled actions.
  • Debug mode also allows you to check if Odoo is properly connecting to the configured mail servers and whether any scheduled jobs are stuck.

This feature is especially useful when diagnosing issues that are not immediately visible in standard views.

Using Test Emails to Verify Setup

Sometimes the simplest way to confirm if everything is working is by sending a test email. Odoo 18 allows you to test your mail server configuration directly from the settings panel.

  • Go to Settings > General Settings > Email and choose the configured outgoing mail server.
  • Click Test Connection or send a test email to a known recipient.
  • Check both the sender and recipient inboxes, as well as the spam folder, to verify successful delivery.

If the test fails, Odoo will usually display an error message with details such as authentication issues, incorrect ports, or SSL/TLS errors. These messages can guide you toward a quick resolution.


Conclusion

Configuring outgoing and incoming mail servers in Odoo 18 is not just a technical step, it is the foundation of reliable business communication. From sending invoices to following up with customers or managing helpdesk tickets, email integration ensures that your teams work more efficiently and your clients stay informed at the right time.

A properly configured mail server is more than a technical necessity. It ensures that sales teams never miss a lead, finance departments deliver invoices on time, and customer support responds promptly. Reliable email integration reduces manual effort, prevents miscommunication, and builds stronger relationships with clients.

In today’s fast-moving digital landscape, a dependable email system integrated with your ERP is not optional, it is a competitive advantage. Odoo 18 makes this possible by offering flexible and secure mail server configuration that adapts to any business need.

Ready to maximize the full potential of Odoo 18 for your business? Start configuring your mail servers today and enjoy secure, seamless communication across all departments. Want expert help with setup or optimisation? Contact our Odoo specialists now and get started without delays.

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