Configuring Email Settings

This article provides schools with general guidance on how to configure the email settings for Schooltool so that messages can be sent using Schooltool to parents and faculty using the schools own email system (i.e. GroupWise, Exchange, Google Mail).

Before You Begin: (IMPORTANT!)

The SMTP Server that you specify using the steps that follow, won't actually be capable of receiving mail from Schooltool unless your school's mail server admin has first "trusted" the Schooltool Web Server to send mail to it.


Should your school use Google Mail for example, someone with access to the school's "Google Console" must log into it and make changes.

For more information on what changes need to be made in the Google Console, read this article:



To change the settings above perform the following steps:

  1. Log Into Schooltool if you haven't already

  2. Click Maintenance>Application>Network Settings - the "Network Settings" screen appears

  3. Scroll down and locate the "Email Settings" area and fill out the fields that appear in this area using the following as a guide:
    Field Name What to Do Hints
    SMTP Server Enter the network name of your school's email or relay mail server For those school's using Google Mail, enter smtp-relay.gmail.com
    SMTP Server Port Typically the network port used for all email servers regardless of type is 25 If this value doesn't work contact your school's email server administrator or network support person to ask which port your school’s mail server “listens” on.
    UserName Typically a username is not required to relay mail through a mail server. Generally, the account information you type here will be used by Schooltool to send all mail, so be sure the account is generic and not your own for example, otherwise outgoing mail from Schooltool might look like it's all being sent by you. Assuming your school's mail server has been setup to allow mail to be sent to it from the Schooltool server (relayed), a username doesn’t need to be entered here.

    IF this turns out that this is NOT the case, you'll need to contact your school's email server administrator to either allow the Schooltool server to send mail through your mail server, or to have them issue you a general email account to use so that you can enter its username here.
    Password Typically a password is not required to relay mail through a mail server Generally, the account information you type here will be used by Schooltool to send all mail, so be sure the account is generic and not your own for example, otherwise outgoing mail from Schooltool might look like it's all being sent by you. Assuming your school's mail server has been setup to allow mail to be sent to it from the Schooltool server (relayed), a password doesn’t need to be entered here.

    IF this turns out that this is NOT the case, you'll need to contact your school's email server administrator to either allow the Schooltool server to send mail through your mail server, or to have them issue you a general email account to use so that you can enter its password here.
    Admin Email Address The email address you type here will be the email address that will become the email address that any replies recipients might choose to send will default to (the default "Reply To" email address). The email address you enter here does not actually need to be a REAL email address, but for the following reasons it's suggested that it actually be a REAL address:

    • Non-existent email addresses can be interpreted as SPAM by recipients making it so they never see the email message when it's sent

    • If the recipient chooses to respond to an email message sent from Schooltool, if the address is not real, they will receive a delivery failure which can be confusing to some.

    From Email Address The email address you type here will be the email address that any mail messages sent by Schooltool will appear as if they are from (the default "Sender" email address), assuming that the message is:

    • Not sent by a human (i.e. is an automated alert from Schooltool)

      --or--

    • Sent by a human and the checkbox below IS checked:

    The email address you enter here does not actually need to be a REAL email address, but for the following reasons it's suggested that it actually be a REAL address:

    • Non-existent email addresses can be interpreted as SPAM by recipients making it so they never see the email message when it's sent

    • If the recipient chooses to respond to an email message sent from Schooltool, if the address is not real, they will receive a delivery failure which can be confusing to some.

  4. Scroll to the top of the screen if needed, and click the SAVE button to save your changes - the changes are immediate and do not require you to reboot the server, although the message at the top of the screen that appears might suggest to do so.