Preferences - System - Email Settings

You can use this screen to specify your email settings in ArchiOffice. These settings are used to send emails directly to clients or other contacts as well as for emailing invoices, etc. You can specify email settings for the entire company from the Preferences screen. A system/IT administrator should configure your email settings. 


SMTP Server Information

SMTP (Simple Mail Transfer Protocol) is an Internet standard for sending emails across Internet Protocol (IP) networks. SMTP is completely independent of the email client that you use (you can still send using your email client). You need to set up the mail settings once on the server and no matter how many changes there are to the workstation email clients, your program keeps working. The SMTP option allows you to send multiple attachments with an email.


SMTP Server:

You must specify the SMTP server name for sending emails. SMTP is a simple, text-based protocol used to send messages to one or more recipients. For example, for Gmail you use ‘’.  


Use SMTP Server Authentication:

When checked, the SMTP Server prompts you for authentication before sending emails. The SMTP Server will use the information as provided on this screen; else use the default credentials specified in your default SMTP properties.  


Use SSL:

You should use this option if you want to protect the confidentiality and security of data transmitted between your email program and the servers. SSL stands for ‘Secure Sockets Layer’.


User Information

Your Name:

Your name, say Howard Roark. This is provided to the recipient for identification.  


Email From:

This is your email address used for sending and receiving emails. For example,


CC Mail To:

Optionally, you can enter the email address of a person to whom you want to send a copy of your emails. You can enter your own email ID or your supervisor’s. When you email an invoice or report to someone, the CC field is auto populated with this address.


BCC Mail To:

Optionally, you can enter the email address of a person to whom you want to send a blind copy of your emails. You can enter your supervisor’s email address. When you email an invoice or report to someone, the BCC field is auto populated with this address.


Login Information

User Name:

Your log-on or user name for the email account. For example, if you are using Gmail services, you must enter your Gmail user name here, say howardroark.



The login password for the specified email account. For example, Howard Roark can have a password 'Roark' (*****) for his Gmail account.


User Name and Password is used for authentication if the Authentication Mode or Type is not anonymous.


Test SMTP Setting :

After specifying SMTP server settings, it is a good practice to test those before proceeding. You must save your changes before testing. Clicking this icon verifies whether all the specified email settings are correct or not. It sends a test email automatically to the email address specified by you (requires network connection).


Default Message:

ArchiOffice enables you to set up a default email message for your invoices. This saved message get pre-filled each time you email your invoices and hence saves a lot of time.


Other Settings (Optional)

Delivery Method:

ArchiOffice provides various options for the delivery of emails—Network, Specified Pickup Directory, Pick from IIS.


In ‘Network’, the email file is sent directly through the network. In ‘Specified Pickup Directory’, the email file is delivered to the specified directory location. In ‘Pick from IIS’, the email file is dropped at the default location and then IIS (Internet Information Services) searches for these emails.  


Directory Name:

If the Delivery Method is ‘Specified Pickup Directory’, then you need to specify the directory path.



You need to mention the SMTP Server Port number for outgoing mails. The SMTP client initiates a TCP connection to the server's port 25. However, some servers can have their own configurations. For example, Gmail uses port 465.


Auth Type:

ArchiOffice provides various authentication types or modes for your emails. The options include—Anonymous, Basic or NTLM. In Anonymous authentication, there is no way to verify the sender. Basic authentication allows clear text user names and passwords for authentication. NTLM or Integrated Windows Authentication only works in configurations where the client computer can contact a domain computer to validate their credentials.


Button Panel


Stores your settings.



Opens the ArchiOffice Help in the Preferences section.