---
title: "Mail servers"
slug: "courier-configurator-mail-servers"
updated: 2026-10-09T16:35:36Z
published: 2026-10-09T16:35:36Z
canonical: "help.quickbase.com/courier-configurator-mail-servers"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://help.quickbase.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Mail servers

## About mail servers

*Available to: all roles, when your company has the QB Courier extension.*

By default, Courier sends emails from its shared sender, **qbcourier@quickbasetools.com**. To send from your own address instead, add your mail server here, then choose **Use your own mailserver** on a configuration's [Email Options tab](/quickbase-extensions/docs/courier-configurator-email-options-tab).

Courier can send through any SMTP mail server, including Gmail and Office 365.

Before you start, set up SPF, DKIM, and DMARC for the domain you'll send from. Gmail and Yahoo require these settings, and they help keep your emails out of spam. See [DNS considerations for your mail domain](/quickbase-extensions/docs/dns-considerations-for-your-mail-domain).

## Mail Server List

To open it, select **Mail Servers** on the QB Courier extension's page, or the **Mail Servers** button at the top of the Courier Configurations list.

| Column | What it shows |
| --- | --- |
| **ID** | The mail server's ID. |
| **Mail Server Name** | The server name, for example `smtp.office365.com`. |
| **User Name** | The account Courier signs in with. |
| **Port** | The port Courier connects to. |
| **No Of Configurations** / **Courier Configuration IDs** | How many configurations use the mail server, and which ones. |

- Type in *Type to filter the name column...* to filter the list by server name.
- On a row, select the eye icon to view a mail server, or the pencil icon to edit it.
- Select **Create Mail Server** to add one.

## Add a mail server

1. Select **Create Mail Server**.
2. Fill in the settings below. Use the details your email provider gives you for sending mail over SMTP.
3. Select **Save**. The Mail Server List opens.

| Setting | Required | What it does |
| --- | --- | --- |
| **Server name** | Yes | Your SMTP server, for example `smtp.gmail.com` or `smtp.office365.com`. |
| **Server display name** | No | The sender name recipients see. |
| **Mail server from email address** | Yes | Which address the emails come from: - **Use Mail Server User Email Address:** the **User name** account. - **Enter a Specific Email Address:** the address you enter in **Email address**. - **Use an Email Address from a field on the record:** an address from each emailed record. You pick the field on the configuration's **Email Options** tab, in **Email address field**. |
| **User name** | Yes | The account Courier signs in to the mail server with. |
| **Password** | Yes, except with Office 365 modern authentication | That account's password. For Gmail, use an app password from your Google account. |
| **Port** | Yes | The SMTP port, for example `587`. |
| **Use encryption method** | No | Connects to the server using an encrypted connection (SSL/TLS). Most providers require it. |

Mail servers on the `quickbaseemail.com` domain can't be added here. To use one, open a [Quickbase technical support case](https://help.quickbase.com/docs/get-help-from-quickbase-technical-support).

If a mail server with the same details already exists, you see *Unable to add mail server settings, mail server settings exists with the same details*.

## Office 365: modern authentication

For an Office 365 server, Courier can sign in with modern authentication, using a refresh token instead of a password.

1. Add the mail server with **Server name** `smtp.office365.com`, and save it. The Office 365 settings appear only after the first save, when you edit the mail server.
2. Open the mail server with the pencil icon. Check **Use Modern Authentication**.
3. In **Refresh Token Expiration Days**, choose the refresh token lifetime that matches your Office 365 policy. The default is 90 days.
4. Check **Please check here to regenerate the refresh token**, then select **Generate Refresh Token**. A sign-in page opens in a new tab. Sign in as the mailbox that sends the emails.
5. Back in the configurator, select **Refresh Settings**. **Refresh Token Generated Date** shows today's date.
6. Select **Save**.

The refresh token expires according to your Office 365 policy. Generate a new one before it expires, using the same steps. When it expires, emails stop until you do. See [Office 365 refresh token expired](/quickbase-extensions/docs/courier-troubleshooting#office-365-refresh-token) in Courier troubleshooting.

## Test a mail server

1. Save the mail server first. The test uses the saved settings.
2. Open the mail server with the pencil icon, and check **Test Mail Server Settings**.
3. Enter an address in **Email address to test mail server**.
4. Select **Test Mail Server Settings**.
  - When it works, you see *Sent out test email using your mail server credentials successfully*, and a test email arrives at that address.
  - When it doesn't, you see *Error occured while sending out a test email using your mail server credentials.* and the error from your mail server. Check the settings and try again.

The test isn't available when **Mail server from email address** is **Use an Email Address from a field on the record**. To check that kind of mail server, send a test from a configuration's [Test Configuration tab](/quickbase-extensions/docs/courier-configurator-test-configuration-tab).

## Use the mail server in a configuration

On the configuration's [Email Options tab](/quickbase-extensions/docs/courier-configurator-email-options-tab), set **From email** to **Use your own mailserver**, and pick the mail server in **Mail server**.