ExecEmail

The new ExecEmail is a self-contained email editor and sender. It replaces the older Outlook interface and removes the need for customers to install Microsoft Outlook.

These are the files that are needed for it to function properly:

	ExecEmail.exe	This is the email application that uses the customer's SMTP Server.
	ExecEmail-Outlook.exe	This is the email application that uses MS Outlook.
	ETHTML2PDF.exe	This converts text and HTML documents to PDF format for attaching to emails.
	ETHTMLEditor.htm	This is the template that displays the HTML editor, which allows you to see and modify the email before sending.
	HTMLEditor	This folder contains the HTML editor code, images, etc. If this folder is missing, ExecEmail may not work. Please follow the instructions below, and install it.

Download

• You can download v. 2025.8.12.1 of ExecEmail.exe HERE. Extract this file into the PMS software folder. *DO NOT replace a newer version with this one.


• If you're missing the template (ETHTMLEditor.htm) and the HTMLEditor folder, you can download them HERE. Extract the contents of this file into the PMS software folder. This also contains a free HTML editor, ETHTMLEditor.exe, that you can use to edit templates. Editing HTML Letters, Documents and Forms


• This application requires the Microsoft .Net Framework 4.8.1. See Microsoft .NET Framework.

You MUST contact your email provider to obtain many of the settings described below. Execu/Tech Systems is not your email provider and can't obtain your email settings for you.

You MUST verify that your email provider will allow SMTP Authentication or SMTP Relay. If they don't allow SMTP Authentication or SMTP Relay, emails will NOT send.

• ExecEmail uses basic SMTP authentication, sometimes referred to as "legacy authentication." Basic authentication simply means the application sends a username and password with every request.
• ExecEmail does not support multi-factor authentication (MFA). MFA must be disabled for the email account unless it used with an "app password."

If you are using a Microsoft 365 or Office 365 account, read this first: Microsoft 365 or Office 365 accounts

If you are using a Gmail account, read this first: Gmail Issues

• You MUST obtain these settings from your email provider.
• You MUST verify that your email provider will allow SMTP Authentication or SMTP Relay. If they don't allow SMTP Authentication or SMTP Relay, emails will NOT send.
• If you are sending from a Microsoft 365 or Office 365 account, read this first: Microsoft 365 or Office 365 accounts
• If you are sending from a Gmail account, read this first: Gmail Issues​

Property Email Options:

After entering or editing the information, click Save.

Click Test to send a test email. You can change the To Address or add a CC for testing, but you cannot change the From Address.

If the test is successful, you will see an Email Sent popup message.

If it is not successful, it will return an error message. Errors / Troubleshooting

Microsoft 365 or Office 365 accounts

Below is information from Microsoft regarding SMTP settings. Please contact your account administrator or Microsoft Support with questions regarding these settings.

How to set up an application to send emails using Microsoft 365 or Office 365​

If you are using a Microsoft 365 or Office 365 email account, there are a few settings that can affect the ability to send emails with ExecEmail:

1. Security Defaults

When Security Defaults are enabled:

• SMTP Auth is disabled
• Users are required to register for multifactor authentication (MFA).

To turn off this setting, see: Security Defaults in Microsoft

For GoDaddy Microsoft 365 accounts, see: Microsoft 365 from GoDaddy - Enable or disable security defaults

Note: Execu/Tech Support cannot advise you regarding security protocols for your organization.

2. Enable SMTP Auth

See Enable or disable SMTP AUTH in Exchange Online

• In the Exchange Admin Center, go to Settings > Mail Flow.
  
  
  
  Uncheck the box next to Turn off SMTP protocol for your organization.
  
  

For GoDaddy Microsoft 365 accounts, see Microsoft 365 from GoDaddy - Enable SMTP Authentication.

3. Multifactor Authentication (MFA)

MFA must be turned off for the email account unless you create and use an App Password in place of your actual account password. See App Passwords.

App Passwords

Note: Microsoft App Passwords have not been tested with ExecEmail, so there is no guarantee they will work. However, we have tested Gmail app passwords and they do work.

Execu/Tech cannot assist you with creating an app password. Please contact your account administrator or Microsoft Support.

• Enforce Microsoft multifactor authentication with legacy applications using app passwords


• How to get and use app passwords

Gmail Issues

If you use a Gmail account, you might get an error like this:

Email Not Sent

Contact your email provider to verify the email settings. This is an error returned by them and they will need to tell you why.
The following error was returned by your email provider:
────────────────────────────────────────
The SMTP server requires a secure connection or the client was not authenticated. The server response was: 5.7.0 Authentication Required.

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As of May 30, 2022, Google no longer supports signing in to third-party apps with your Google Account, using only your username and password.  Less secure apps & your Google Account - Google Account Help

Because of this, Gmail users will now need to create an App Password to be able to send emails with ExecEmail. Sign in with App Passwords - Google Account Help

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Creating an App Password for ExecEmail

1. You must FIRST turn on 2-step verification for your Gmail (Google) account: Turn on 2-Step Verification - Google Account Help


2. While signed in, go to your Google account Security settings and scroll down to Signing in to Google.
   
   
   
   Or you can use the Google Account search bar and type in "app password"
   
   


3. Click on App Passwords. If you don't have this option, it might be because:


4. Click on Select app, and select Other (custom name)
   
   


5. Type in a custom name for the password (example: ExecEmail) and click Generate.
   
   


6. A 16-digit password will be generated. Write it down or copy it, as this is what you will enter into the Password field in ExecEmail settings in place of your actual account password. The 16-character app password is displayed with spaces so it is easier to read. When you enter it into ExecEmail, ignore the spaces and enter it as an unbroken string of 16 characters.
   
   
   
   Please note: You will need to create a new App Password anytime that your Google password is changed, and then update it in your ExecEmail settings.

ExecEmail Settings for Gmail:

SMTP Server: smtp.gmail.com

Username: Your Gmail account name (example@gmail.com)

Password: The 16-digit App Password you created

Port: 587

Both boxes should be checked.

Sending an Email

Sending an email is simple, often as simple as clicking the button to send an email in the reservation or account. You can also choose to display the email first. This allows you to edit the email, change or add to the To address and change the subject.

The From address can be edited by unlocking the field using the lock icon.

Be cautious editing the From address. An invalid or unauthorized address can cause this email to fail without warning.

You'll see this reminder when you lock the From address. Most SMTP services place restrictions on the From address by default. Contact your SMTP email provider to determine the limitations.

ExecEmail Unique 'From Address'

You can specify a unique From Address by Terminal Number. This allows you to send emails from "reservations@" or "activities@", etc. based on the Terminal Number.

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This only works with the newer, non-Outlook emailer. The Outlook emailer uses the user's From Address. Your SMTP server must allow the From Address to differ from the username and password. For security reasons, many SMTP servers don't allow this by default.

To set the terminal record's email address, go to System Maintenance > User I.D Setup > Terminal Record > 'From' Email Address:

All email documents sent from this terminal will contain this From Address.

ExecEmail Using Command Line Arguments

ExecEmail can be called with command line arguments. These are the available arguments.

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Errors / Troubleshooting

There are 3 reasons why ExecEmail is not working:

1. Network or Internet problems are preventing ExecEmail from communicating with your email provider.
   Your IT professional can verify this.


2. The email settings are wrong or entered incorrectly.
   Your email provider can verify the settings.


3. Your email account has SMTP Authentication disabled, and/or it requires muti-factor authentication.
   Your email provider can verify the settings.


4. Your email provider doesn't allow relay either because your IP, user or sender isn't allowed.
   Your email provider can verify this and, if possible, enable it.

The following aren't all of the errors you may see, but they are the most common:

The SMTP server requires a secure connection or the client was not authenticated. The server response was: 5.7.0 Authentication Required.

Possible causes:

• Username and/or password are incorrect.
• Require Authentication checkbox is not checked.
• You are using a Gmail account, and you entered your regular Gmail password instead of an App Password. See Gmail Issues.

Mailbox unavailable. The server response was: 5.7.1 Unable to relay for ____.

​

Possible causes:

• Username and/or password are incorrect.
• Your email server doesn't allow relay.

The SMTP server requires a secure connection or the client was not authenticated. The server response was: 5.7.57 Client not authenticated to send mail. Error: 535 5.7.139 Authentication unsuccessful, user is locked by your organization's security defaults policy. Contact your administrator.

​

Possible causes:

• Your email account has Security Defaults enabled, which, by default, has SMTP Authentication turned off. Microsoft Security Defaults
• Your email account has been locked due to too many failed login attempts, likely triggered by your organization's security settings which automatically lock accounts after a certain number of incorrect logins.

Transaction failed. The server response was: 5.7.1

<_________> : Sender address rejected: Access denied

• The mail server is rejecting the sender. This may be because of a relay restriction or a spam filter.

Unable to connect to the remote server

Possible causes:

• Your port number is wrong
• There is no SMTP server listening

The remote name could not be resolved

Possible causes:

• The SMTP server specified in the settings doesn't exist or can't be reached from your computer.
• Check spelling. In the above example, the first part of the domain is misspelled.

Outlook must be installed at every computer that needs to email. The only exception is using Remote Desktop, where Outlook needs to be installed at the server with enough licenses for each user. You might also need to install this: Microsoft.Office.Interop

Menuini.fil is a configuration file in the PMS software folder. This file can be opened with Notepad and edited.

Search for the line containing: HOTEL-MAIL-OUTLOOK=YES

It might be commented out with a # in front of the line, or it might have =NO rather than =YES.

• If it is commented out, remove the #.
• If the line has =NO, change it to =YES