Configuring the use of emails in maestro*

Objective

Several maestro* functionalities enable or involve sending emails. Certain configurations must be defined beforehand, depending on the mailing mode used.

This How to describes the steps required to configure the use of emails with maestro*, as well as the characteristics specific to each possibility.

 

Prerequisites

• Email account
• Administrator-level account in maestro*

 

Summary

• Identification of the Mailing Mode Used
• Configuration of the Mailing Mode Used to Send Standard Emails
  • Selection of the Default Mailing Mode for Users - Standard Emails
  • Selection of the Mailing Mode for Each User - Standard Emails
• Configurations for Mass Mailings, Dispatch Emails, and Emails from maestro*MOBILE
  • Selection of the Default Mailing Mode Used to Send Mass Mailings, Dispatch Emails, and Emails from maestro*MOBILE
  • Mass Mailing Configuration in the Mailing Configuration Option
  • Dispatch Email Configuration in the Dispatch Model Management Option
• Configurations Specific to the Office 365 - Modern Authentication Mailing Mode
  • General Settings for the Office 365 - Modern Authentication Mailing Mode
  • Configuration of Each User's Email Address for the Office 365 - Modern Authentication Mailing Mode
  • Authentication Performed by the User for the Office 365 - Modern Authentication Mailing Mode
• Configurations Specific to the SMTP Communication Protocol
  • General Settings for the SMTP - Other Mailing Mode
  • Configuration of Each User's Email Address for the SMTP - Other Mailing Mode
  • Password Entered by the User for the SMTP - Other Mailing Mode

 

steps

Identification of the Mailing Mode Used

The mailing mode used in maestro* can be classified in one of the following four categories:

Category	Description
Microsoft Outlook	The Outlook email service that is part of the Microsoft Office suite is used by a vast majority of customers. In fact, it is the default category selected in maestro*. Once Microsoft Outlook is installed and configured on the user’s workstation and the option is selected in the General Settings of maestro* or specifically for the user in the Security Management option, no additional mailing configuration is required in maestro*. Maestro* uses the default email account configured in the Outlook software of the current Windows user. NOTE : The Microsoft Outlook value is not available with maestro*CLOUD. IMPORTANT: The Microsoft Outlook mailing mode can only be used with the classic Outlook version. To use the new Outlook version, the Office 365 - Modern Authentification mailing mode must be used.
Office 365 - Modern Authentication	The Office 365 - Modern Authentication category allows sending emails with Microsoft Office 365 email accounts only. Modern authentication (Modern Auth) for Microsoft 365 is a set of secure protocols (based on OAuth 2.0) and methods (multifactor authentication and certificates) which manage access to Office 365 services using access tokens rather than passwords directly. This improves security with conditional access strategies and better device integration, while enabling passwordless sign-in from applications such as Microsoft Authenticator. Like the SMTP - Other mailing mode, the Office 365 - Modern Authentification mailing mode has the advantage of not requiring the installation and configuration of an email software (such as Outlook) on users’ workstations.
SMTP - Other	The advantage of the SMTP - Other category (which stands for “Simple Mail Transfer Protocol”) is that is doesn’t require installing and configuring an email software (such as Outlook) on users’ workstations. SMTP - Other can be useful in “terminal server” (TS) environments. The majority of email service suppliers (Hotmail, Gmail, etc.) have an SMTP configuration which is most often available on the web. IMPORTANT: As of April 2026, Microsoft will no longer support the SMTP protocol in Office 365 environments; maestro* has therefore introduced the Office 365 - Modern Authentication mailing mode (see above).
Other Email Software	The Other Email Software category is linked to all email software other than Outlook, set up and configured on the workstation (for instance, the Thunderbird email application). In this situation, the software uses the “MAIL” account configured in Windows. Once the Other Email Software category is selected in the General Settings of maestro* or specifically for the user in the Security Management option, no additional mailing configuration is required in maestro*. Maestro* can then send emails though some functionalities, such as the contact synchronization, cannot be used. NOTE : The Other Email Software value is not available with maestro*CLOUD.
Not Configured	If the Not Configured category is chosen, no mailing mode is configured.

 

Configuration of the Mailing Mode Used to Send Standard Emails

Standard emails corresponds to all emails that are not mass mailings, dispatch emails, or emails from maestro*MOBILE.

A standard mailing will use the configuration set for the user in the Security Management option.

Selection of the Default Mailing Mode for Users - Standard Emails

Regardless of the mailing mode used to send standard emails, the default mode that will be used for all users must first be identified. The default mailing mode defined in the General Settings will be the one used by default for each user in the Security Management option.

maestro* > Maintenance > General Maintenance > Processing > General Settings OR maestro* > Configuration icon > General Settings

1. Once in the General Settings window, open the tree structure on the left part of the window, then click Communication.
2. On the right part of the window, in the Mailing Configuration section, select the Default Mailing Mode for Users from the dropdown menu. The available values are: Not Configured, Microsoft Outlook, SMTP - Other, Office 365 - Modern Authentication, and Other Email Software.

   The Microsoft Outlook and Other Email Software values are not available with maestro*CLOUD.

3. Click the Save icon.
4. Click the Quit icon.

Selection of the Mailing Mode for Each User - Standard Emails

By default, the mailing mode that has been defined in the General Settings will be the one defined by default for each user in the Security Management option. However, it is possible for each maestro* user to specifically configure the mailing mode used to send standard emails:

maestro* > Maintenance > General Maintenance > Processing > Security Management

5. In the Security Management window, identify the user by completing the Number or Name field in the Identification section.
6. Click the Description tab.
7. In the Mailing Configuration section, select the desired Mailing Mode for the user. The available values are: Same as General Settings, Microsoft Outlook, Office 365 - Modern Authentication, SMTP - Other, and Other Email Software.

The value selected by default is Same as General Settings; in this case, the mailing mode set in the General Settings (Communication tab, Mailing Configuration section, Default Mailing Mode for Users field) is displayed below. The values other than Same as General Settings are equivalent to configurations specific to this user. The Microsoft Outlook and Other Email Software values are not available with maestro*CLOUD.

8. Click the Save icon.
9. Repeat steps 3 and 4 for all maestro* users for whom you want a configuration of the mailing mode for standard emails different from the one defined in the General Configurations.
10. Click the Quit icon.

In the Security Management option, it is possible to test emails once the Mailing Configuration section is completed by clicking the Send Test Email button.

 

Configurations for Mass Mailings, Dispatch Emails, and Emails from maestro*MOBILE

In maestro*, a mass mailing is considered to be any mailing for which the email address to send "as" or "on behalf of" has been predefined. Any other email is considered a standard email.

Regardless of the mailing mode used, the account used to send mass mailings, dispatch emails, and emails from maestro*MOBILE must first be identified in the General Settings, since this account will always be the one used to send emails.

It is imperative for the email account specified in the General Settings (Communication tab, Configuration - Mass Mailings and Emails from maestro*MOBILE section, User or Email field) to have permission to send emails as the email address specified in the email address field, i.e.:

• The Email Account for Sending field of the Mailing Configuration option, for mass mailings.
• The Email Address field (Other tab, Dispatcher section) of the Dispatch Model Management option, for dispatch emails.
• The "From" Address field of the General Settings option, for mailings from maestro*MOBILE.

For mass mailings, it is only when sending emails that the "as" or "on behalf of" email address will be replaced by the address configured in the Mailing Configuration option (Email Account for Sending field). If no email is defined in the Mailing Configuration option, the email will be considered a standard email, and therefore the current user's email address will be used to send it.

For dispatch emails, it is only when sending emails that the "as" or "on behalf of" email address will be replaced by the address configured in the Dispatch Model Management option (Email Address field). If no email is defined in the Dispatch Model Management option, the email will be considered a standard email, and therefore the current user's email address will be used to send it.

For emails from maestro*MOBILE, he "as" or "on behalf of" email address will always be the one defined in the "From" Address field of the General Settings.

Selection of the Default Mailing Mode Used to Send Mass Mailings, Dispatch Emails, and Emails from maestro*MOBILE

maestro* > Maintenance > General Maintenance > Processing > General Settings OR maestro* > Configuration icon > General Settings

1. Once in the General Settings window, open the tree structure on the left part of the window, then click Communication.
2. On the right part of the window, in the Configuration - Mass Mailings and Emails from maestro*MOBILE section:
   1. Select the Mailing Mode from the dropdown menu. Possible options are Not Configured, SMTP - Other, and Office 365 - Modern Authentication.

      The SMTP - Other value will be selected by default in the Mailing Mode field if the SMTP - Other value has been selected in the Default Mailing Mode for Users field (Mailing Configuration section).

   2. Configure settings specific to mailing modes other than Not Configured:
      1. For the Office 365 - Modern Authentication mailing mode, follow the steps described in the General Settings for the Office 365 - Modern Authentication Mailing Mode section.
      2. For the SMTP - Other mailing mode, follow the steps described in the General Settings for the SMTP - Other Mailing Mode section.
3. Click the Save icon.
4. Click the Quit icon.

In the General Settings option, it is possible to test emails once the Configuration - Mass Mailings and Emails from maestro*MOBILE section is completed by clicking the Send Test Email button.

Mass Mailing Configuration in the Mailing Configuration Option

maestro* > Maintenance > General Maintenance > Processing > Mailing Configuration

In the Mailing Configuration window, for each line of the grid (corresponding to a form, report, or other) :

1. Enter the email address that will be used to send mass mailings, in the Email Account for Sending field.

When sending mass mailings: The email account used will be the one configured in the General Settings. The "as" or "on behalf of" email address will be the one defined in the Email Account for Sending field of the Mailing Configuration option. IMPORTANT: If the field is empty, the email will be considered a standard email, and therefore the current user's email address will be used to send it.

2. Select the Mailing Mode that will be used to send dispatch emails. The available values are:
   • Microsoft Outlook
   • The value specified in the General Settings (Communication tab, Configuration - Mass Mailings and Emails from maestro*MOBILE section, Mailing Mode field)
   • No value (when the field is empty, it is equivalent to not configured)

The Microsoft Outlook value is not available with maestro*CLOUD.

IMPORTANT: If an email account is specified in the Email Account for Sending field and the Microsoft Outlook value is selected in the Mailing Mode field, all users who will be sending this type of emails (mass mailings) must have this account in their Microsoft Outlook accounts. Please note that linked accounts are not supported in this scenario. For mailing modes other than Microsoft Outlook, it is imperative that the email account specified in the General Settings (Communication tab, Configuration - Mass Mailings and Emails from maestro*MOBILE section, User or Email field) has permission to send emails as the email address specified in the Email Account for Sending field of the Mailing Configuration option.

In the Mailing Configuration option, it is possible to test emails by clicking the Send Test Email button.

Dispatch Email Configuration in the Dispatch Model Management Option

maestro* > Projects > Project Costing > Dispatch > Dispatch Model Management maestro* > Service Management > Service Management > Dispatch > Dispatch Model Management maestro* > Projects > Work Orders > Dispatch > Dispatch Model Management maestro* > Projects > Estimating > Dispatch > Dispatch Model Management

1. In the Dispatch Model Management window, click the Other tab.
2. In the Email Address field of the Dispatcher section, enter the email address of the dispatcher associated to the current dispatch model.

When sending dispatch emails: The email account used will be the one configured in the General Settings. The "as" or "on behalf of" email address will be the one defined in the Email Address field of the Dispatch Model Management option. IMPORTANT: If the field is empty, the email will be considered a standard email, and therefore the current user's email address will be used to send it.

3. Select the Mailing Mode that will be used to send dispatch emails. The available values are:
   • Microsoft Outlook
   • The value specified in the General Settings (Communication tab, Configuration - Mass Mailings and Emails from maestro*MOBILE section, Mailing Mode field)
   • Not configured

The Microsoft Outlook value is not available with maestro*CLOUD.

IMPORTANT: If an email account is specified in the Email Address field and the Microsoft Outlook value is selected in the Mailing Mode field, all users who will be sending this type of emails (dispatch emails) must have this account in their Microsoft Outlook accounts. Please note that linked accounts are not supported in this scenario. For mailing modes other than Microsoft Outlook, it is imperative that the email account specified in the General Settings (Communication tab, Configuration - Mass Mailings and Emails from maestro*MOBILE section, User or Email field) has permission to send emails as the email address specified in the Email Address field of the Dispatch Model Management option.

In the Dispatch Model Management option, it is possible to test emails once the Dispatcher section is completed by clicking the Send Test Email button.

 

Configurations Specific to the Office 365 - Modern Authentication Mailing Mode

General Settings for the Office 365 - Modern Authentication Mailing Mode

maestro* > Maintenance > General Maintenance > Processing > General Settings OR maestro* > Configuration icon > General Settings

After selecting the Office 365 - Modern Authentication value in the General Settings (Communication tab, Mailing Mode field), configure the following additional settings:

1. Once in the General Settings window, open the tree structure on the left part of the window, then click Communication.
2. On the right part of the window, complete the Configuration - Mass Mailings and Emails from maestro*MOBILE section:
   1. In the Email field, enter the code or email address of the user account that will be used to send mass mailings, dispatch emails, and emails from maestro*MOBILE.

   Il est imperative for the email account specified in the General Settings to have permission to send emails as the email address specified in the Email Account for Sending field of the Mailing Configuration option (for mass mailings) or Email Address of the Dispatch Model Management option (for dispatch emails). In addition, we recommend choosing a user who is unlikely to change their password too often.

   2. In the "From" Address field, enter the email address of the sender that will be used to send an email "as" or "on behalf of". This field only applies to emails sent from maestro*MOBILE.

   IMPORTANT: If the email address specified in the "From" Address field is different from the email account specified in the Email or User field, the user of that account must have permission to send ‘"as" or "on behalf of" the email address specified in the "From" Address field.

   3. Press the Authentication button to connect using modern authentication.

      The authentication status is indicated by a label to the right of the button: "Authenticated", if the authentication was successful. Maestro* maintains authentication by storing a token, i.e. a string of characters (which does not correspond to the user's password), allowing the user to send emails without having to authenticate again. “Non-Authenticated”, if authentication has not yet been performed by the user or if it has not worked. When connecting for the first time, the user is asked to authorize the application to access their information. Your Office 365 account manager may require approval for applications. In this case, a message from Microsoft will be displayed and the user will only be able to authenticate once the account administrator has approved the maestro* application. It is important to note that if the user changes their authentication information (e.g. their password), they will need to authenticate again, even if “Authenticated” is displayed.

3. Cliquer sur l’icône Sauvegarder.
4. Cliquer sur l’icône Quitter.

In the General Settings option, it is possible to test emails once the Configuration - Mass Mailings and Emails from maestro*MOBILE section is completed by clicking the Send Test Email button.

Configuration of Each User's Email Address for the Office 365 - Modern Authentication Mailing Mode

As every user’s email address is different from the others, it is necessary to configure each one’s email address.

maestro* > Maintenance > General Maintenance > Processing > Security Management

After selecting the Office 365 - Modern Authentication (or Same as General Settings - Office 365 - Modern Authentication) value in the Security Management option (Description tab, Mailing Configuration section, Mailing Mode field), configure the following additional settings:

1. Once in the Security Management window, identify the user by completing the Number or Name field in the Identification section.
2. Click the Description tab.
3. On the right part of the window, complete the Mailing Configuration section:
   1. In the Email field, enter the code or email address for the user account. By default, this field is automatically filled in from the user's email address specified in the Email field of the User Information section.
   2. In the "From" Address field, enter the email address of the sender that will be used to send a standard email "as" or "on behalf of". By default, this field is automatically filled in from the Email field.
   3. Press the Authentication button to connect using modern authentication.

      The authentication status is indicated by a label to the right of the button: "Authenticated", if the authentication was successful. Maestro* maintains authentication by storing a token, i.e. a string of characters (which does not correspond to the user's password), allowing the user to send emails without having to authenticate again. “Non-Authenticated”, if authentication has not yet been performed by the user or if it has not worked. Authentication can either be performed in the Security Management option or in the Preferences option. When connecting for the first time, the user is asked to authorize the application to access their information. Your Office 365 account manager may require approval for applications. In this case, a message from Microsoft will be displayed and the user will only be able to authenticate once the account administrator has approved the maestro* application. It is important to note that if the user changes their authentication information (e.g. their password), they will need to authenticate again, even if “Authenticated” is displayed.

4. Click the Save icon.
5. Repeat steps 1 to 4 for all maestro* users with their own email address.
6. Click the Quit icon.

In the Security Management option, it is possible to test emails once the Mailing Configuration section is completed by clicking the Send Test Emails button.

Authentication Performed by the User for the Office 365 - Modern Authentication Mailing Mode

Users can authentify using modern authentication in the Preferences option (without having to access the Security Management option). However, the email account must have been previously configured in the Security Management option.

maestro* > Maintenance > General Maintenance > Processing > Preferences OR maestro* > Toolbar > Configuration Icon > Preferences

1. In the Preferences window, click the Email tab.
2. In the Management of my Account section at the bottom of the window, press the Authentication button to connect using modern authentication.

The authentication status is indicated by a label to the right of the button: "Authenticated", if the authentication was successful. Maestro* maintains authentication by storing a token, i.e. a string of characters (which does not correspond to the user's password), allowing the user to send emails without having to authenticate again. “Non-Authenticated”, if authentication has not yet been performed by the user or if it has not worked. Authentication can either be performed in the Preferences option or in the Security Management option. When connecting for the first time, the user is asked to authorize the application to access their information. Your Office 365 account manager may require approval for applications. In this case, a message from Microsoft will be displayed and the user will only be able to authenticate once the account administrator has approved the maestro* application. It is important to note that if the user changes their authentication information (e.g. their password), they will need to authenticate again, even if “Authenticated” is displayed.

3. Click the Save icon.
4. Click the Quit icon.

In the Preferences option, it is possible to test emails once the Management of my Account section is completed by clicking the Send Test Email button.

 

Configurations Specific to the SMTP Communication Protocol

General Settings for the SMTP - Other Mailing Mode

maestro* > Maintenance > General Maintenance > Processing > General Settings OR maestro* > Configuration icon > General Settings

After selecting the SMTP - Other value in the General Settings (Communication tab, Mailing mode field), configure the following additional settings:

1. Once in the General Settings window, open the tree structure on the left part of the window, then click Communication.
2. On the right part of the window, complete the Configuration - Mass Mailings and Emails from maestro*MOBILE section:
   1. In the User field, enter the code or email address of the user account that will be used to send mass mailings, dispatch emails, and emails from maestro*MOBILE.

   Il est imperative for the email account specified in the General Settings to have permission to send emails as the email address specified in the Email Account for Sending field of the Mailing Configuration option (for mass mailings) or Email Address of the Dispatch Model Management option (for dispatch emails). In addition, we recommend choosing a user who is unlikely to change their password too often.

   2. In the "From" Address field, enter the email address of the sender that will be used to send an email "as" or "on behalf of". This field only applies to emails sent from maestro*MOBILE.

   IMPORTANT: If the email address specified in the "From" Address field is different from the email account specified in the Email or User field, the user of that account must have permission to send ‘"as" or "on behalf of" the email address specified in the "From" Address field.

   3. In the Server Name field, enter the name of the SMTP email server.
   4. In the Port field, enter the port number of the SMTP email server.
   5. Check the Use SSL Encoding box so that emails are encoded with the SSL technology (encryption).
   6. In the Password field, enter the password used for the SMTP account.

   Users can use their application password, if it has been configured and if multifactor authentication is enabled for the email account. For more information, refer to the Appendix - Creating the Application Password.

3. Click the Save icon.
4. Click the Quit icon.

In the General Settings option, it is possible to test emails once the Configuration - Mass Mailings and Emails from maestro*MOBILE section is completed by clicking the Send Test Email button.

Configuration of Each User's Email Address for the SMTP - Other Mailing Mode

As every user’s email address is different from the others, it is necessary to configure each one’s email address.

maestro* > Maintenance > General Maintenance > Processing > Security Management

After selecting the SMTP - Other (or Same as General Settings - SMTP - Other) value in the Security Management option (Description tab, Mailing Configuration section, Mailing Mode field), configure the following additional settings:

1. In the Security Management window, identify the user by completing the Number or Name field in the Identification section.
2. Click the Description tab.
3. On the right part of the window, complete the Mailing Configuration section:
   1. In the User field, enter the code or email address for the user account. By default, this field is automatically filled in from the user's email address specified in the Email field of the User Information section.
   2. In the “From” Address field, enter the email address of the sender that will be used to send a standard email "as" or "on behalf of". By default, this field is automatically filled in from the User field.
   3. For the Port Number, Server Name, and Use SSL Encoding fields, check that the information displayed in the General Settings has been correctly copied.
   4. In the Password field, enter the password used for the SMTP account.

   Users can use their application password, if it has been configured and if multifactor authentication is enabled for the email account. For more information, refer to the Appendix - Creating the Application Password.

4. Click the Save icon.
5. Repeat steps 1 to 4 for all maestro* users with their own email address.
6. Click the Quit icon.

In the Security Management option, it is possible to test emails once the Mailing Configuration section is completed by clicking the Send Test Email button.

Password Entered by the User for the SMTP - Other Mailing Mode

Users can change themselves their password in the Preferences option (without having to access the Security Management option). However, the email account must have been previously configured in the Security Management option.

maestro* > Maintenance > General Maintenance > Processing > Preferences OR maestro* > Toolbar > Configuration Icon > Preferences

1. In the Preferences window, click the Email tab.
2. Complete the Management of my Account section at the bottom of the window, by entering a password in the New Password, then repeating it in the Confirmation field.

Users can use their application password, if it has been configured and if multifactor authentication is enabled for the email account. For more information, refer to the Appendix - Creating the Application Password.

3. Click the Save icon.
4. Click the Quit icon.

In the Preferences option, it is possible to test emails once the Management of my Account section is completed by clicking the Send Test Email button.

 

See also

• Mailing Configuration
• Security Management
• General Settings
• Dispatch Model Management

 

Last modification: February 07, 2026