How to Configure and Maintain Outgoing Mail Servers in Horilla CRM
Outgoing mail configuration is a critical part of Horilla CRM because it controls how system emails, alerts, notifications, and user communications are delivered. After configuring an outgoing mail server — whether Outlook OAuth–based or standard SMTP — administrators can manage those configurations using built-in action controls. These actions help verify connectivity, update credentials, reauthorize access, and safely remove unused servers.
Thank you for reading this post, don't forget to subscribe!Accessing Outgoing Mail Server Settings
This section explains where the outgoing mail configuration screen is located and how administrators can open it from the system settings area.
Steps to access the module:
- Click the Settings icon in the top navigation bar
- Open the configuration panel
- Expand the Mail section
- Select Outgoing Mail Server
- The Outgoing Mail Configurations page opens in list view
Creating a New Mail Server Configuration
A new outgoing mail server can be added using the New button. The system first asks you to choose the mail server type before showing the configuration form.
Steps to start configuration:
- Click the New button
- A server type selection popup opens
- Choose the required mail server type
- Continue to the configuration form
- Enter the required details
- Save the configuration
After selection, the form fields differ based on the chosen server type.
Outlook Mail Server Fields
When Outlook Mail Server is selected, the system displays an OAuth-based configuration form. These fields are used for secure Microsoft authorization and email sending through Outlook services.
Fields shown in Outlook mail server setup:
- Client ID
- Client Secret
- Tenant ID
- Email Host Username
- Display Name
- Redirect URI
- OAuth Authorization Endpoint
- OAuth Token Endpoint
- Microsoft Graph API Endpoint
- Primary Mail Server option
These values are typically taken from the Microsoft Azure app registration used for mail integration.
Other Mail Server Fields
When Other Mail Servers are selected, the system shows an SMTP-based configuration form. These fields are used for direct server authentication using username and password or app password.
Fields shown in other mail server setup:
- Host
- Port
- Default From Mail
- Email Host Username
- Display Name
- Password or App Password
- Use TLS option
- Use SSL option
- Fail Silently setting
- Email Send Timeout
- Primary Mail Server option
- Dynamic Display Name option
These values are provided by the email service provider or mail server administrator.
Outgoing Mail Configuration List View
The list view displays all configured outgoing mail servers and provides direct action controls for each record so administrators can manage them quickly.
What the list view provides:
- Table showing configured mail servers
- Email host username column
- Mail server type indicator
- Search box for quick filtering
- Action icons for each row
- New button for adding more servers
Test Mail Action
The Test Mail action is used to verify whether the selected mail server can successfully send emails using the stored configuration values.
Steps to send a test email:
- Click the Test Mail action icon in the server row
- The Test Email Configuration popup opens
- Enter the recipient email address
- Click Send Test Email
- System attempts to send a sample message
- Check delivery result to confirm configuration validity
Edit Action
The Edit action allows administrators to modify an existing outgoing mail configuration when credentials, server settings, or security options change.
Steps to edit a configuration:
- Click the Edit action icon in the server row
- The configuration form opens with saved values
- Update required fields such as host, port, or username
- Change password or app password if required
- Adjust TLS or SSL settings if needed
- Update OAuth values where applicable
- Click Save to apply the changes
Delete Action
The Delete action removes a mail server configuration from the system and prevents it from being used for further outgoing emails.
Steps to delete a configuration:
- Click the Delete action icon in the server row
- A confirmation dialog appears
- Review the selected configuration
- Confirm the delete operation
- The server entry is removed from the list
- The system stops using that server for email sending
OAuth Authorization Actions (Login and Refresh Token)
OAuth-based servers include additional authorization controls to maintain secure access and handle token expiration without recreating configurations.
Steps for OAuth authorization actions:
- Use the Login action to start the authorization flow
- Redirect to provider login page opens
- Sign in and grant required permissions
- Return to the system after authorization
- Use Refresh Token when the access tokens expire
- Token is renewed without editing the configuration
- Continue sending emails without interruption
Outgoing Mail Server actions in Horilla CRM provide administrators with direct and structured control over email delivery settings. With built-in controls for testing, editing, deleting, authorization, and token refresh, configurations can be maintained reliably without complex navigation. Proper use of these actions ensures stable email communication and smooth system operation.
