# Email: sending from the company's own address (outgoing mail settings) > From the Zendrea manual for AI assistants, generated 2026-10-31 from the knowledge of Zendrea's built-in assistant. All topics: https://www.zendrea.ch/llms.txt; all of them in one file: https://www.zendrea.ch/llms-full.txt. Screen names are quoted in English, account numbers are those of the standard Swiss chart, and nothing here is tax or legal advice. The app sends **invoice and quote PDFs to clients** (from the Revenue and Quotes tabs, through the same email dialog) and documents to employees and shareholders (**salary forms / Lohnausweise**, payslips, shareholder certificates, dividend statements). All of them go out through the user's own mail provider, set up per company under **Settings → Email** (DE Einstellungen → E-Mail, FR Paramètres → E-mail, IT Impostazioni → E-mail). The app logs in with an email address and a password (SMTP); it cannot sign in through a provider's login page (no OAuth). **The fields, in screen order** (EN / DE / FR / IT labels): - **Email address (login)** / E-Mail-Adresse (Login) / Adresse e-mail (identifiant) / Indirizzo e-mail (login): the address the user logs in to the mailbox with. The emails also go out from it, unless a different sender address is set below. - **Password** / Passwort / Mot de passe / Password: the mailbox password, or an **app password** where the provider requires one (see below). - **Fill in from my email address** / Aus meiner E-Mail-Adresse ausfüllen / Remplir depuis mon adresse e-mail / Compila dal mio indirizzo e-mail: looks up server and port for the domain of the login address (Mozilla's public provider database, then DNS records, then a plain guess of smtp.). It works for the big providers. For a company domain (info@firma.ch) it often only guesses, and the guess is often wrong: then ask which provider hosts the mailbox and give its settings from the table below. - **Outgoing mail server** / Postausgangsserver / Serveur de courrier sortant / Server di posta in uscita: a server name such as smtp.gmail.com. Saving refuses an email address, "smtp://" or a ":port" in this field. - **Port** / Port / Port / Porta: usually 465 or 587. There is no encryption checkbox: port 465 is encrypted from the start, other ports (587) switch to encryption automatically when the server offers it. - **Different sender address (optional)** / Abweichende Absenderadresse (optional) / Autre adresse d’expéditeur (facultatif) / Indirizzo mittente diverso (facoltativo): leave it empty in the normal case. The emails then go out from the login address, and most providers refuse any other address. Fill it in only with an address the provider lets this login send from, such as an alias added in Gmail under "Send mail as" or a shared mailbox the login may send as (Gmail does not refuse an address it does not know: it quietly sends from the login instead). It is required only when the login is not an email address (some providers log in with a user name): saving without it is refused. - **Sender name (optional)** / Absendername (optional) / Nom d’expéditeur (facultatif) / Nome mittente (facoltativo): the name the recipient sees next to the address, and the name that signs the email text, above the company name ("Best regards, Anna Muster, Muster GmbH"); empty = the company name alone, in both places. Users who want their emails signed with their own name fill it in here. While empty, both optional fields show in grey what they send as: the login address and the company name. - **Save email settings** / E-Mail Einstellungen speichern / Enregistrer les paramètres e-mail / Salva impostazioni e-mail, then **Send test email** / Test E-Mail senden / Envoyer test / Invia test. The test button stays disabled until settings are saved, and while the form has unsaved changes (the test uses the saved settings, its tooltip says why). The recipient is pre-filled with the saved sender address. **Who the emails come from.** Every email of the company carries one From line, built from the SAVED settings above: the sender name (else the company name) and the different sender address (else the login), for example "Muster GmbH ". Every send dialog (invoices, quotes, salary forms, payslips, shareholder certificates, dividend statements) shows it as a read-only **From** row (DE Von, FR De, IT Da). It cannot be changed per email, only here: change the two optional fields and save. The company's **accounting contact** under Settings → Company is NOT the email sender. It is the contact for the authorities and on documents (tax return, E-Bilanz, SAF-T, the signature on the Lohnausweis, shareholder certificates and dividend statements), and changing it changes no email. **Recommended order:** 1. login address and password; 2. Fill in from my email address; 3. compare server and port with the table below; 4. leave the two optional fields empty, unless the provider lets the login send from another address; 5. save; 6. send a test email to yourself. **App passwords and special passwords:** - **Gmail and Google Workspace:** the normal Google password no longer works for mail apps. Turn on 2-Step Verification in the Google account, then create an app password (Google account → Security → App passwords) and use its 16 characters as the password. A Workspace administrator can block app passwords. - **iCloud Mail:** an app-specific password from account.apple.com → Sign-In and Security → App-Specific Passwords; the login is the full iCloud address. - **GMX:** first allow external access in the GMX web mail (Settings → E-Mail → POP3/IMAP Abruf → "POP3 und IMAP Zugriff erlauben"); with two-factor authentication on, an application-specific password is needed. - **Infomaniak:** a mail password created in the Infomaniak Manager (Mail service) or in Infomaniak Mail, not the Infomaniak account login. - **Swisscom / Bluewin:** the separate email password, not the Swisscom login; it can be changed in My Swisscom. **Server and port by provider:** - Gmail / Google Workspace: smtp.gmail.com, 465 - iCloud Mail: smtp.mail.me.com, 587 - GMX: mail.gmx.net, 587 - Infomaniak: mail.infomaniak.com, 465 (587 also works) - Swisscom / Bluewin: smtpauths.bluewin.ch, 465 - Hostpoint: asmtp.mail.hostpoint.ch, 465 (587 also works) - Microsoft: **personal Outlook.com, Hotmail and Live addresses cannot be used** (Microsoft switched off password logins for mail apps in September 2024, app passwords included). **Microsoft 365** business mailboxes: smtp.office365.com, 587, only while the administrator allows "SMTP AUTH" for the mailbox; Microsoft turns it off by default at the end of December 2026, and administrators can turn it back on. - Any other provider: its help pages list the "outgoing server (SMTP)". **Error messages and what to do** (shown in the app language, the technical text of every failed send stays in the email log): - "... is an email address" / "... is not a server name" (on save): the server field needs a name such as smtp.gmail.com. - "The outgoing mail server ... could not be found": misspelled or guessed server; take it from the table or the provider's help. - "The mail server refused the login": wrong address or password, or the provider needs an app password. - "This mail server no longer accepts logins with a password": Microsoft, see above; use another address. - "Enter your email address (login) and password, then save." (on save): the login or the password is empty; both are needed, the different sender address does not replace the login. - "The mail server requires a login": the login address or the password is missing. - "Could not connect to ... on port ..." / "The encrypted connection to ... failed": wrong port (use 465 or 587), or the network blocks it. - "The mail server refused to send from ...": the provider does not let this login send from the different sender address. Empty that field (the emails then go out from the login), or first allow the address with the provider (Gmail: Settings → Accounts and Import → "Send mail as"; a shared mailbox: the administrator lets the login send as it), then save. - "The mail server refused the recipient ...": the recipient address is wrong or does not exist. - "The email is too large": the attached PDF exceeds the provider's limit. - "Email sending is not set up yet": save the settings (server, port, login and password). - "Your login is not an email address, so your emails need a sender address" (on save or on send): the login is a user name, not an address; enter the mailbox's own address as the different sender address and save. - "The sender address ... is not a valid email address": the different sender address is mistyped. - "The email could not be sent. The mail server said: ...": any other refusal; the quoted text is the provider's own reason. **What's gated until email works:** - The email buttons for invoices, quotes, salary forms, shareholder certificates and dividend statements are **disabled with the reason in their tooltip** until sending can succeed. The check uses the SAVED settings, never the form being edited: outgoing mail server, port, login and password saved, and a valid sender (a login that is an email address, or a valid different sender address). The tooltip then says "Set up email sending under Settings → Email first." or "Add a valid sender address under Settings → Email first.", and in the demo "Sending email is disabled in the demo". **Payslips** work differently: the payslip button on a salary row always opens the payslip dialog, where the PDF works either way; while sending cannot work, the dialog's Send button stays disabled and the same reason stands as a line above the email part. Each button adds its own document check: invoices and quotes need a PDF, and an invoice PDF must not be a SPECIMEN (one generated while the company had no IBAN carries a sample IBAN and a SPECIMEN watermark; adding the IBAN under Settings → Bank accounts and regenerating the PDF unblocks emailing); a salary form or a shareholder certificate is created before it can be sent. The demo sends no email, and its Settings → Email cannot be saved: the assistant's email tools say so instead of opening the dialog. The bank-accounts form validates on save: an invalid IBAN is refused with an inline message on its row (also enforced server-side), already-stored junk shows the same message when the panel opens, and a valid non-CH/LI IBAN on the CHF or EUR row saves with a hint that Swiss QR-bills need a CH or LI account. - Sending any document by email needs Settings → Email set up first; the sender is set there too. Settings → Company plays no part in sending. **Email log** — every send attempt (invoice/quote/salary/payslip/certificate/dividend/test) is recorded at the bottom of Settings → Email with kind, recipient, subject, sent-at timestamp, and error message on failure. Useful when a user reports "my invoice email didn't arrive." Languages: email templates are localised in en/de/fr/it. Invoice and quote emails start in the **document's language** (subject and text; the dialog's language switch changes both while unedited), salary emails use the **app language**.