Email Sending Configuration
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The DONATION program can be configured to send emails from various parts of the program, e.g. with the Database à Email Backup menu option, or when you right-click on a filled-in Email Address field for a Donor and pick Send Email from the popup menu, or for emailing receipts.
N.B. Sending emails from the program features mentioned above, and thus configuring email sending, is not available with the free Lite version of DONATION.
However, for those program features to work, you have to have first configured the email sending settings (also known as SMTP configuration) with Maintenance à Email Sending Configuration. (N.B. Some other email sending from the program, such as for requesting a license key or an evaluation extension key, do not require this configuration, to make them easier to use.)
When you run Maintenance à Email Sending Configuration for the first time, the following window will come up:
Where it shows "Microsoft Outlook" under the first radio button above, it will show the name of your default email program, if you have one. If you do have a default email program (other than web mail such as Hotmail, GMail or Yahoo Mail), from which you are able to send emails successfully, just leave that first radio button selected and click OK to proceed to the next step of the configuration. This option is the most likely to give you correct results, with the least effort on your part.
If you don't have an email program configured, that first radio button will be disabled and the second one will instead be preselected. The DONATION program knows what the email sending settings are for over 20 common ISPs (Internet Service Providers) and web mail solutions such as Hotmail. To see whether yours is included in this list, just enter your email address in the field under the radio button, and click OK. If it knows how to configure your email sending based on your email address, it will go on to the next window. Otherwise, it will give you a message saying it doesn't know how to do that. (In some cases, there are multiple setup options for your ISP, and the program will offer to take you to a page on the ISP's web site to determine the correct settings. This currently applies to verizon.net and shaw.ca email addresses.)
Your final option, if neither of those previous choices worked, is to select the third radio button, which requires you to know your own email sending settings. You may need to refer to any documentation you received from your ISP, look up the information on their web site, or contact their technical support department, to get their SMTP settings. After selecting that radio button, click OK.
After clicking OK to any of the above options, or if you have configured your email settings successfully before, the following window will come up:
This specific data shown in this window above came up for me when I left it on the first radio button on the first window (to take my configuration from Microsoft Outlook, which is my default email program), and clicked OK.
Note that although you see "********" in the Password field, this will never actually be filled in the first time you come into this window. That's because DONATION can't read your email authentication password from any of the email programs like Outlook, because they are encrypted. If you click into that field, you will see that the stars disappear - the field is really empty.
The following is a quick description of each field on this window:
Once you have the settings the way you want them, click Test and it will test whether the settings work, by sending you a test email. If it works, the settings will also be saved (as if you had clicked OK, though the window stays open). If it doesn't work, you are given an option to view a log file of the attempt, showing the error, in Notepad. If that happens, what you will see in Notepad may seem fairly "techie", but if you look over it carefully, you may be able to figure out the problem. Alternatively, contact your ISP for assistance with the required SMTP settings. Or, you can contact me for assistance, preferably by emailing me the contents of that log file.
One small point is that if you have "Try TLS" under Security, when you do a Test it will figure out whether you do need TLS or not, and change the security setting to either None or TLS. Assuming that the test was successful, leave the changed setting the way you see it.
Once you have done a successful Test, click OK to close the window and save any further changes. You can of course also click Cancel if you want to abandon your changes, or Help to read this help page.
Firewall Issues if your Test Fails
One possibility if your test fails is that your firewall is blocking your outgoing access on port 25 (possibly except for your regular email program). If that is the problem, the log file it offers to show you will include lines such as:
<error>socket is not ready for writing</error>
<error>Connect function failed.</error>
<SocketError>WSAEWOULDBLOCK The socket would block.</SocketError>
If that is what you are seeing, and you have carefully checked all of the settings in the window, try temporarily disabling your firewall, and doing the Test again. If it works now, that is clearly the problem. You will then want to consult your Firewall's Help to determine how to either allow outgoing port 25 from all programs, or at least how to allow it from donation.exe.
Don't forget to re-enable your firewall overall after this test. It is not very safe to run a computer without a firewall these days!
Redoing Your Configuration from Scratch
If you have configured your email settings once, but don't like the results, and want to start over from the first window above, there is a trick. (Normally, once it has been configured once, Maintenance à Email Sending Configuration takes you straight to the second window above.) The trick is to delete the contents of the SMTP Server field and replace it by "NONE" (without the quotes), and click OK. Then use Maintenance à Email Sending Configuration again, and it will take you to the first window. (If it has "NONE" in the SMTP Server, it figures you haven't configured anything successfully yet!)