Sending emails via Google Gmail or Google Worspace

This information applies to users with a personal Gmail account (the email address ends with @gmail.com) and users with a Google Worskpace account (the email address is based on your domain name.) In both cases the technology is identical and referred to as Gmail in this document.

1st Step: Configure your Gmail account

When using Gmail to send emails from College Office, you must setup 2-factor authentication in your Google Gmail account and then generate an "application password" to be used by College Office in place of your actual password. The steps are as follows:

• Log in to your Google account: Account > Security
• Under the section How you sign in to Google select 2-Step Verification. Make sure 2 Step Verification is turned on and navigate to the bottom of the page to the App passwords section.
• Click App passwords and create a new app specific password for College Office. Give this app password a name, e.g. "College Office" and copy the generated password: this is the password you will use in College Office.
• See video tutorial

2nd Step: Configure College Office

From within College Office click Setup -> My Institution -> Custom and then click on each of the following fields to set their value:

• SMTP Server: smtp.gmail.com
• SMTP Port: 587
• SMTP Encrypted: Yes
• SMTP Account: enter the email address of your Gmail account.
• SMTP Password: enter the application password that was previously generated for College Office.
• Email From: enter the email address of your Gmail account