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Microsoft email configuration

📧 SMTP + Microsoft 365 · CLOUDEX TMS

How to Configure Microsoft 365 SMTP for CLOUDEX TMS

Follow this guide to allow CLOUDEX TMS to send emails from your own Microsoft 365 mailbox and domain (for example info@yourcompany.com). This article covers the steps you need to complete in Microsoft 365.

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Good to know: You only need to complete this setup once per sending mailbox. After that, you can enter the SMTP details in CLOUDEX TMS following the separate CLOUDEX instructions.
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1. Choose or create a sending mailbox

CLOUDEX TMS needs a Microsoft 365 mailbox it can use to send emails such as shipment updates, invoices, and notifications. You can either:

  • Use an existing mailbox, for example info@yourcompany.com, or
  • Create a dedicated mailbox such as no-reply@yourcompany.com.
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We recommend creating a dedicated mailbox like no-reply@yourcompany.com for system emails, so you can easily separate system messages from normal user mail.

Steps to create a new user mailbox

  1. Open the Microsoft 365 Admin Center: https://admin.microsoft.com
  2. In the left menu, click Users → Active users.
  3. Click the Add a user button.
  4. Fill in the user details (for example, “Cloudex System Mail” and no-reply@yourcompany.com).
  5. Make sure you assign a license that includes Exchange Online.
  6. Save your changes.
Microsoft 365 Admin Center - Active users list with 'Add a user' button highlighted
Microsoft 365 Admin Center → Users → Active users → Add a user

2. Enable “Authenticated SMTP” for the mailbox

For security reasons, Microsoft may have SMTP disabled by default. In order for CLOUDEX TMS to send email via smtp.office365.com, Authenticated SMTP must be enabled for the mailbox.

Steps to enable Authenticated SMTP

  1. In the Microsoft 365 Admin Center, go to Users → Active users.
  2. Click on the user/mailbox you will use for CLOUDEX TMS.
  3. In the user details pane, go to the Mail tab.
  4. Click Manage email apps (or Email apps).
  5. In the list of email apps, find Authenticated SMTP and make sure the checkbox or toggle is ON / enabled.
  6. Click Save.
User mailbox settings showing the 'Manage email apps' section in Microsoft 365 Admin Center
User → Mail → Manage email apps → enable “Authenticated SMTP”
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If Authenticated SMTP is disabled for this mailbox, CLOUDEX TMS will not be able to send emails using your Microsoft 365 account.

3. Create an app password (if MFA is enabled)

If Multi-Factor Authentication (MFA) is enabled for the mailbox you use (recommended), SMTP cannot use your normal password. In that case you must create a special app password and use it in CLOUDEX TMS.

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If MFA is not enabled for this user, you can use the normal account password instead of an app password. However, using MFA + app password is more secure and recommended.

Steps to generate an app password

  1. Open: https://mysignins.microsoft.com/security-info
  2. Sign in using the same user whose mailbox you will use for CLOUDEX TMS (for example no-reply@yourcompany.com).
  3. On the “Security info” page, click Add sign-in method.
  4. Choose App password from the list and click Add.
  5. Give it a recognizable name, for example CLOUDEX TMS, and confirm.
  6. Microsoft will show you a one-time app password. Copy this value and store it securely. You will need to paste it in the SMTP settings inside CLOUDEX TMS.
Security info page with 'Add sign-in method' button in Microsoft account
Security info → Add sign-in method → choose “App password”
Generated app password screen in Microsoft account
Copy the generated app password – this is what you will use in CLOUDEX TMS instead of the normal password.
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The app password is shown only once. If you lose it, you will need to create a new one. Do not share it with anyone outside your organization.

What you will enter in CLOUDEX TMS

After completing the steps above, you will have everything needed to fill in the SMTP settings in CLOUDEX TMS (according to the CLOUDEX instructions):

  • SMTP server: smtp.office365.com
  • Port: 587
  • Encryption: TLS / STARTTLS
  • Username: your full email address (e.g. no-reply@yourcompany.com)
  • Password: the app password you created (or the normal password if MFA is not enabled)

Once you have entered these values into CLOUDEX TMS and run the “Test email” (as described in the CLOUDEX guide), your system emails should be successfully sent using your own Microsoft 365 domain.

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