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Email Accounts

Your System Administrator may already have set up an Email Account and shared it with you. To see if any have been created, click Start Preferences> Email Settings. You can click on the row to open the record and see what settings have been applied.

To set up a new Email Account, click New Email Account. Complete the form that appears. The compulsory fields are Email Address, Server Name and Port. You can also populate the From Name field with the name you'd like the recipient of the email to see.

You may need to speak to your System Administrator to get the details of the Server name and Port. The server name tells Workbooks which server to contact to send email; it's either a DNS name (something like or an IP address (four numbers separated by dots) . The available ports are 25, 465 and 587. This is set to 25 by default, but you should check which port your Email Server uses; for example, Gmail uses port 587.

You should also ensure to tick the 'The server uses a secure connection (SSL, TLS)?' tickbox if necessary. If the Email Server allows for encryption, then Workbooks will support that to ensure a secure connection.


When a recipient responds to an email sent from an alias address by clicking reply, the response will be sent to the alias address and not to the email inbox associated with your login credentials.

Your server almost certainly requires authentication before sending email, so you'll need to complete the Username and Password fields.

When you click Save, a new tab called Addresses appears, which shows any email addresses (aliases) that have been set up on this account. Some mail servers allow multiple email addresses to be associated with one account (Gmail, for example). If your server allows this, you can add new addresses by clicking New Email. More typically however, you should set up a different email account for each email address.

For information on specifying a 'from' address when sending emails, click here.