Gmail as Outgoing Mail Server - ROES Server
Use a Gmail App Password for ROES Server Email
Use this article to configure a Gmail account with 2-Step Verification and an app-specific password for sending email from the ROES Server Email tab.
Overview
Google’s Less Secure Apps feature was phased out on May 30, 2022. This feature was commonly used when ROES Server sent emails through a Gmail account.
Gmail can still be used for secure email transmission, but the account must be configured with 2-Step Verification and an App Password. These steps can be used whether creating a new Gmail account or editing an existing one.
Important Note
App Passwords do not expire on a regular basis. However, if the Google account password is changed, a new App Password must be created and entered into ROES Server.
Set Up a New Gmail Account for ROES Server
Go to Google
Go to https://www.google.com.
Begin account creation
Click Sign In at the top right, click Use Another Account, then click Create Account and select For my personal use.
If this image does not display, open it directly: Create_your_Google_Account1.png
Enter account details
Enter the first and last name to associate with the account, then click Next. Enter the birthdate and gender, then click Next.
Choose the Gmail address
Enter the Gmail address ROES Server should use to send emails. This is the email address customers will see.
Finish account creation
Enter the password, add a recovery email, then scroll through the Privacy and Terms and choose I Agree to complete the account creation.
Configure 2-Step Verification and App Password
Open Google Account settings
Click the account icon at the top right of the page, then click Manage Your Google Account.
If this image does not display, open it directly: App_Password_Start.png
Open Security
Click Security.
If this image does not display, open it directly: Security1.png
Legacy Less Secure App Access note
If configuring before May 30, 2022, scroll down to the Less Secure App Access section and turn it Off.
2-Step Verification
Start 2-Step Verification
Scroll to Signing in to Google and click 2-Step Verification.
If this image does not display, open it directly: Security2_Signing_in_to_Google.png
Verify the account
Click Get Started, sign in to the Gmail account, choose Text Message or Phone Call, enter the verification code, then click Turn On.
Generate the App Password
Find App Passwords
Return to the account’s Security page. Use the search field at the top, search for App Passwords, and follow the link from the list. Sign in to the Gmail account if prompted.
Create the app password
On the App Passwords screen, type a descriptive name such as ROES Server, then click Create.
If this image does not display, open it directly: App_passwords2a.png
Copy the generated password
Copy the 16-digit app-specific password generated for ROES Server, then click Done. Enter this app password into the ROES Server Password field with no spaces.
If this image does not display, open it directly: App_passwords3a.png
Fill In the ROES Server Email Tab
In the ROES Server Email tab, enter the Gmail SMTP settings and the app-specific password created above.
If this image does not display, open it directly: EMail_ROES_Server.png
Use the generated app-specific password for the Password field, not the normal Gmail account password.
Expected Result
ROES Server should be able to send email through the Gmail account using smtp-tls://smtp.gmail.com:587, the Gmail username, and the generated app-specific password.
Helpful Links
- Google
Starting point for signing in or creating the Gmail account. - TheNewOrExistingEmail@gmail.com
Placeholder mailto link
Escalation Notes
- Confirm 2-Step Verification is enabled for the Gmail account.
- Confirm an app-specific password was created for ROES Server.
- Confirm the app password is entered in ROES Server with no spaces.
- Confirm the ROES Server Email tab uses smtp-tls://smtp.gmail.com:587.
- If the Google account password changes, create a new App Password and update ROES Server.