Configuring System Email (SMTP) on Yeastar P-Series Cloud Edition
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Introduction
The PBX needs an outbound email account (SMTP) to send voicemail-to-email notifications, extension welcome emails, system alerts, and call recording links. This guide covers setting up SMTP on Yeastar P-Series Cloud Edition.
Menu path
PBX Settings > System > Email
Step-by-Step Guide
Office 365 / Microsoft 365
| Setting | Value |
|---|---|
| SMTP Server | smtp.office365.com |
| SMTP Port | 587 |
| Encryption | STARTTLS |
| Email Address | The sending address (e.g. pbx@yourcompany.co.uk) |
| Username | Same as email address |
| Password | Account password or App Password if MFA is enabled |
MFA note: If the account has MFA enabled, standard SMTP AUTH may be blocked. An IT admin must either enable SMTP AUTH for this specific mailbox in the Microsoft 365 admin centre, or create an App Password.
Gmail / Google Workspace
| Setting | Value |
|---|---|
| SMTP Server | smtp.gmail.com |
| SMTP Port | 587 |
| Encryption | STARTTLS |
| Username | Full Gmail address |
| Password | App Password — required if 2-Step Verification is on (which it should be). Create one at: Google Account > Security > App Passwords |
Generic SMTP (other providers)
Enter the details from your email provider's documentation. Most use port 587 with STARTTLS or port 465 with SSL.
Testing the configuration
- After entering your SMTP details, click Send Test Email.
- Enter a recipient address (your own email).
- Click Send.
- Check your inbox. If the email arrives, SMTP is working.
Common errors
| Error message | Cause and fix |
|---|---|
Authentication failed |
Wrong username/password. For O365, check SMTP AUTH is enabled. For Gmail, use an App Password. |
Connection timed out |
The SMTP server or port is wrong, or a firewall is blocking outbound SMTP. |
TLS handshake failed |
Wrong encryption setting. Try switching between STARTTLS and SSL. |
Tips
- Use a dedicated sending account (e.g.
pbx-noreply@yourcompany.co.uk) rather than a personal inbox to avoid reply clutter. - Ask your IT team to whitelist the sending address so voicemail emails don't land in spam.
- This SMTP configuration is also used for admin password reset emails and system alert notifications.
Summary
SMTP is configured. The PBX can now send voicemail notifications, welcome emails, and system alerts. Test immediately and check the spam folder if the test email doesn't arrive.
More in System Administration
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