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Home > Execu/Suite Hotel PMS > Setup Execu/Suite Hotel PMS > Other Settings > Email Settings

Email Settings

ExecEmail

ExecEmail.exe Download

SMTP Settings

Gmail Issues

Sending an Email

Unique 'From Address'

ExecEmail Using Command Line Arguments

Errors / Troubleshooting

Using the older Outlook emailer


ExecEmail

 

 

 

This application replaces the older Microsoft Outlook interface. Please contact us if you wish to use this newer version.

 

To enable ExecEmail, you must edit the configuration file MENUINI.FIL (in the hotel folder.)

  • Open MENUINI.FIL in Notepad.
  • Look for the line HOTEL-MAIL-OUTLOOK=YES and delete it or place # in front of it.

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. 
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. 2023.4.20.1 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 4.5. 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 Relay. If they don't allow SMTP Relay, emails will NOT send.

 

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

 

SMTP Settings

 

Run ExecEmail.exe

  • Find the program ExecEmail.exe and run it (double-click on it.)

The ExecEmail application will open. This is the settings window: (If you don't see the following window, you're running the older version.)

 

 

 

SMTP Server Settings: 

  • You MUST obtain these settings from your email provider.
  • You MUST verify that your email provider will allow SMTP Relay. If they don't allow SMTP Relay, emails will NOT send.
  • If you are sending from a Gmail account, read this first: Gmail Issues
SMTP Server  This is the URL to your SMTP server.
*REQUIRED  Get this information from your email provider.
Username  This is your SMTP Username.
*REQUIRED for authentication Get this information from your email provider.
Password  This is your SMTP Password.
*REQUIRED for authentication Get this information from your email provider. 
Port This is the SMTP Port. The default port is 25.
*REQUIRED Get this information from your email provider.

Require

Authentication

Check this box if your SMTP server requires authentication. 
Get this information from your email provider.

Use SSL / TLS

(STARTTLS)

Check this box if your SMTP server uses SSL / TLS (TLS v 1.2). 
Get this information from your email provider.

Property Email Options:

From Address  This is the email address that will appear in the "FROM" field when an email is sent. This is also the address that will receive replies from the guests. *REQUIRED
Your email provider may need to verify whether or not the From Address can be different than the Username.  A discrepancy can cause a relay error.
CC Addresses  Optional CC address(es) that will receive a copy of the email. This is often desired when you want to keep a log of all emails being sent from Execu/Suite.
These are optional, though you should enter at least one CC or BCC address so that you receive a copy of the email for your records.
BCC Addresses  Optional BCC address(es) that will receive a copy of the email. This is often desired when you want to keep a log of all emails being sent from Execu/Suite, but you want to hide the copied address from the guest.
Test  This button sends a test email to your "From Address." This allows you to test your SMTP settings. 
Save  This button saves the settings. 

 

 

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

 

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. 

 

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

 

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:
    • 2-Step Verification is not set up for your account.
    • 2-Step Verification is only set up for security keys.
    • Your account is through work, school, or other organization.
    • You turned on Advanced Protection.

  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.
 


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.


 
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. 

There are new command line arguments as of version 2020.7.16.2. The old ones still work but in order to facilitate additional arguments, new ones were added.
/a
 
  Alternate from email Address

 
/e
 
  Guest's Email address 

 
/f
 
  File containing email body 

 
/n 

  No logo attached 
Normally, the logo, HOTELOGO.GIF is attached to the email so it displays for the recipient. If you host your logo online, you shouldn't attach the logo. 

 
/s
 
  Email Subject 

 
/t 

  Send aTtachment
Use this option, followed by a filename, to send a single attachment. The file must be in the same folder as this application an the filename can't have spaces. If you need to send multiple files, compress them into a .zip file first.                      

 
/v    Visible email 
If the email is visible, you have the opportunity to edit the email.
If it isn't visible, the email sends without allowing you to view and edit it.
 
     


 
     Updated Command Line Arguments as of version 2020.7.16.2

 
/to    To email address 

/to support@execu-tech.com

 
/cc    CC email address. More than one address can be sent by separating them with commas. Clear addresses in the settings by providing this argument without an email address.

/cc support@execu-tech.com

 
/bc    BCC email address. More than one address can be sent by separating them with commas. Clear addresses in the settings by providing this argument without an email address. 

/bc support@execu-tech.com

 
/fr    From email address. This is an alternate to the one in the settings. 

/fr support@execu-tech.com

 
/su    The subject of the email. 

/su Confirmation Letter

 
/bo    The HTML body of the email. 

/bo template1.htm

 
/nl    No Logo. This will prevent attaching the default logo file (hotelogo.gif). 

/nl

 
     Only ONE of these attachment options  
/at    Attached files. List the files to attach, separated by a comma. Keep in mind that some email providers will remove attachments or block the entire email if certain file types are attached. Don't send .exe, script files, encrypted archives, archives within archives, etc. 

/at file1.txt
/at file1.txt,file2.txt,file3.txt

 
/ac    Attached files to compress. List the files to attach, separated by a comma. These files will be compressed into a single .zip file before sending. List the files to attach, separated by a comma. Keep in mind that some email providers will remove attachments or block the entire email if certain file types are attached. Don't send .exe, script files, encrypted archives, archives within archives, etc.   
The attachment will be named "YourDocuments.zip" by default. If you want a custom name, add the following option:
/an

/at file1.txt
/at file1.txt,file2.txt,file3.txt
/at file1.txt,file2.txt,file3.txt /an SalesReports.zip

 
/af    Attached folder. The contents of the single specified folder will be compressed into a single .zip file before sending. Keep in mind that some email providers will remove attachments or block the entire email if certain file types are attached. Don't send .exe, script files, encrypted archives, archives within archives, etc.
The attachment will be named "YourDocuments.zip" by default. If you want a custom name, add the following option:
/an

/af c:\temp
/af c:\temp /an SalesReports.zip
                          
 
/vi    Visible. Use this argument to show the email before sending. Without this option the email will send and a popup Window will be displayed to indicate that it was successful or encountered any problems. 

/vi
 


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 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.

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.


Using the older Outlook emailer


 
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





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