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Gmail currently require a two-step authentication to access my email account. How do I send SMTP emails using Gmail credentials?

[This article is presented here, courtesy of Sharon Bates, IT programmer and Reseller of PDF-eXPLODE]

ISSUE:

Gmail currently require a two-step authentication to access my email account. This has impacted my PDF-eXPLODE SMTP sending. How can I send SMTP emails using Gmail credentials? Emails are not being sent any longer since I was required to implement 2-Step Verification in Gmail.

  

ANSWER:

You need to use Google mail server to send Emails from PDF-eXPLODE SMTP. Below we will discuss and review the various requirements in a Step-by-Step process.

Requirements:

Google will allow you to use your own company domain to create an email address. Let's say you have a domain email address billing@abcbuilding.com  Google can use this domain name email address as the “sender” and will direct replies back to this address or any other alternative address you nominate.

Step 1

Create an email account using your domain, with Google Workspace.  This business account will be linked to your email account and can send up to 2000 emails per 24 hour period. This limit can be increased with more users on your google account by payment of an additional fee.

Google allows you to create a free trial account, fully functioning for 14 days.  This is long enough to see if this works for your application.  The send limit is 500 emails per 24 hour period in the free trial version.

**Note**  When you upgrade your trial version to a paid version it can take up to 48 hours for your limits to be raised, so plan accordingly.

Start here to create your google business account.  There are several plans to choose from.  You need at least a “Business Standard” plan, not the ‘starter’ plan, to do what we will do in this guide.  https://workspace.google.com/  

Follow the instructions from google to set up your new account, create passwords and verify the domain you are linking to is your domain.  You will also enter the person’s name who owns the account, a recovery email and a recovery phone number in case you get locked out and have to reset passwords.  When you create a password for this account, make it something you want to keep, because later changing passwords will affect other links that will have to be changed as well.

 

Step 2

Now you have a working Google Workspace account. Follow this list to make certain modifications you will need to work with PDF-eXPLODE.  If you do not have an icon, go to the following link

https://myaccount.google.com

If you are not automatically logged in, click on the round icon top/right corner of your screen to open google mail.  You will be prompted to sign in.  Once signed in, click on “Manage your Google Account”  This is a sample of your ‘home’ screen in google workspace.

 Click on the “Personal info” tab to change what you need to in your profile and contact info.

 Click on the “Security” tab to ensure you have a recovery phone added.  Also in the “Security” tab you need to turn on “2 Step Verification”.  This is required to use PDF-eXPLODE SMTP, to send your emails.  Seek out the section ‘Signing in to Google’. On this screen, click on ‘2 Step Verification’ to change this to ‘On’. 

 

What is Two Step Verification/Authentication?

Two-Step or Two-factor Verification (aka Authentication) is an additional security layer added to the login process, reducing the chances of your account getting hacked. Just knowing and entering your password is not enough since there is a second layer which is usually time sensitive. The process of two step verification is you login to your account with the traditional Login username/password set up. However, once that is authenticated by the app’s login screen, you will be sent either a text to your cell/mobile phone with a 4, 5 or 6 digit code that must be entered within a set time (usually around 4-5 minutes) into the field provided on the login screen. This makes the process a whole lot more secure.

 This means that each time you login, you must have your Mobile/cell phone close at hand.

 

Once 2-Step-Authentication has been turned ‘On’, in the “Security” Tab you must now add an “App Password”.  This will allow a third party app (like PDF-eXPLODE) to use this Google account to send emails on your behalf.  It will ask you what app and device will be using this password.  Choose “MAIL” for the app, and “Windows Computer” for the device.

It will generate a unique password that you must write down because you will not see it again.

It gives you the password with spaces, which makes it easier to read.  However, when you use the password, do not enter the spaces. The App-password should be used in PDF-eXPLODE to replace your normal mail account password. This means that when sending mail from PDF-eXPLODE, the program will not be interrupted by a prompt to enter any text codes (as it does at login in Goggle when accessing the Google account).

 

Step 3

At the top right corner of your screen, see the icon with 9 dots in a square. Click on those dots.  You will get a menu of various icons.

 

Click the Gmail icon to access mail sent from this email account. Click the ACCOUNT icon to go back to settings for profile, recover, security. Click the ADMIN icon to maintain users, your credit card, billing invoices etc.

Once in the ADMIN window 

  • Click the USERS icon to view your users. You can add users, but each additional
  • User will be an additional $12 per month.
  • Click the BILLING icon to view your credit card, invoices and subscription status
  • This is where you can upgrade your trial to a paid subscription
  • This is where you can also cancel your subscription.
  • Click on the ‘?’ to update your credit card info
  • Click ACCOUNT SETTINGS to view and accept terms

 

Step 4

Now that your google account is completely set up you can test it.  Click on the 9-dot icon, select the GMAIL icon to access your Gmail page.  Here you can send/receive emails.  You can view emails received and sent.

Click on the settings icon, then click on “see all settings”  Then on the Tabs listed above, click on “Forwarding and POP/IMAP”. Click on “Add a forwarding address” and enter your domain address you want to receive replies to. Make sure POP is enabled for all mail

Next, make message as accessed with POP - “keep (yourdoman.com) Mails copy in the Inbox

Make sure IMAP is enabled

Click on the envelope icon to access mail sent/received.

Click on COMPOSE and send an email to yourself to see how it looks from the recipients perspective.  It should show the Sender's name as coming from your domain address, not Google.

 

Step 5

If your email send/receive tests are working fine, it is time to configure PDF-eXPLODE to use Google Workspace to send your emails.

Open the PDF-eXPLODE program.

  • Click on ‘Printer’ / ‘PDF-eXPLODE Options’ menu
  • Click on “Mail Settings
  • Click on the Tab “E-Mail Connection Setting
  • Check the first option for “Use PDF-eXPLODE (SMTP)”

Complete credentials as follows:

Click on TEST CONNECTION and ensure that it works! If it fails, double check all your entries, and re-enter your password.  The password is case sensitive! Make sure it is entered correctly.

Send one email through PDF-eXPLODE as a trial run to yourself and look at the results. The Test email is sent to the Sender Name.  Make sure you have access to this address.

You are now ready to go!

Remember the limits for your Google Workspace account.  Do not exceed those limits in a 24 hour period, the extra emails will not send.

 

Step 6

**Note**  Email servers are increasing security and blocking more unsecured domains due to increasing SPAM and virus threats.  You should check the authentication labels for your domain to avoid your emails being blocked from other domains.

Here is one of several tools to check the status of your security authentication of your domain. This site explains what you need to have done, and how to do it to authenticate your domain so other email servers see you as safe.

https://support.google.com/a/answer/33786?visit_id=637408492677143960-1262942836&rd=1

 You can check this yourself by going here….  

  1. Go to the G Suite Toolbox
  2. Enter your domain name.
  3. Click Run Checks!
  4. When the test finishes, click Effective SPF Address Ranges.
  5. Check the SPF results. They should include:
  • _spf.google.com
  • _netblocks.google.com followed by several IP addresses
  • _netblocks2.google.com followed by several IP addresses
  • _netblocks3.google.com followed by several IP addresses

 

**Note** You may need to contact your domain support or administrator directly to inquire as to the SPF authentication for your domain.  That is not Google or your ISP provider.  That would be the people who created or are supporting your domain name.  Especially if you are getting any messages for “blocked” emails sent.

 

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