{"id":11699,"date":"2020-07-08T00:00:46","date_gmt":"2020-07-07T21:00:46","guid":{"rendered":"https:\/\/trueconf.com\/blog\/?p=11699"},"modified":"2025-09-24T17:55:41","modified_gmt":"2025-09-24T14:55:41","slug":"how-to-send-emails-with-trueconf-server","status":"publish","type":"post","link":"https:\/\/trueconf.com/blog\/knowledge-base\/how-to-send-emails-with-trueconf-server","title":{"rendered":"How to Send Emails with TrueConf Server"},"content":{"rendered":"<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">In addition to organizing video conferences,<\/span><a href=\"https:\/\/trueconf.com\/products\/server\/video-conferencing-server.html\" target=\"_blank\" rel=\"noopener\"> <span style=\"font-weight: 400;\">TrueConf Server<\/span><\/a><span style=\"font-weight: 400;\"> enables you to set up and send automatic emails to users and server administrator. Thanks to this feature, you can:<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Notify users of upcoming conferences<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Send them a link to a<\/span><a href=\"https:\/\/trueconf.com\/blog\/wiki\/conference-page\" target=\"_blank\" rel=\"noopener\"> <span style=\"font-weight: 400;\">conference webpage<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Inform users about missed calls\/conferences<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Inform the administrator about a sudden server restart.<\/span><\/li>\n<\/ul>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">This manual will explain how to setup these features on your server.<\/span><!--more--><\/p>\n<h2>Setting up Mail Server Integration (SMTP)<\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">You can make and change all general email settings in the server<\/span><a href=\"https:\/\/trueconf.com\/blog\/wiki\/trueconf-server-control-panel\" target=\"_blank\" rel=\"noopener\"> <span style=\"font-weight: 400;\">control panel<\/span><\/a><span style=\"font-weight: 400;\">:<\/span><strong><a href=\"https:\/\/docs.trueconf.com\/server\/en\/admin\/web-config#smtp-mailer-tab\" target=\"_blank\" rel=\"noopener\"> Network \u2192 SMTP<\/a><\/strong><span style=\"font-weight: 400;\">. Let\u2019s take a closer look at the first section: <\/span><strong>Outgoing Mail Server<\/strong><span style=\"font-weight: 400;\">.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\"><a href=\"https:\/\/trueconf.com\/blog\/wp-content\/uploads\/2019\/05\/smtp_connect.png\" data-rel=\"lightbox-gallery-WCG0JRMZ\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-15516 size-medium\" style=\"border: 1px solid #D1CCCC;\" src=\"https:\/\/trueconf.com\/blog\/wp-content\/uploads\/2019\/05\/smtp_connect-690x339.png\" alt=\"smtp_connect\" width=\"690\" height=\"339\" loading=\"lazy\" title=\"\" srcset=\"https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/smtp_connect-690x339.png 690w, https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/smtp_connect-768x378.png 768w, https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/smtp_connect-1024x503.png 1024w, https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/smtp_connect-290x143.png 290w, https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/smtp_connect.png 1599w\" sizes=\"auto, (max-width: 690px) 100vw, 690px\" \/><\/a><\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Basically, TrueConf Server is not an email system. To allow for emailing, you first need to setup integration with an external SMTP server that will send emails, and TrueConf Server will only give it the appropriate commands.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">In this sense, TrueConf Server is analogous to a regular email system user, that\u2019s why the form contains only standard fields for SMTP authorization, which are most likely known to your system administrator.<\/span><\/p>\n<div class=\"marked_note marked_note--warning\" style=\"text-align: justify;\">Once you\u2019ve filled out the form, be sure to scroll down the page and click <b>Apply<\/b><span style=\"font-weight: 400;\">. Even if you\u2019ve clicked <\/span><b>Check Connection,<\/b><span style=\"font-weight: 400;\"> and it turned out to be successful, this doesn\u2019t mean that the parameters you\u2019ve entered have been saved. Clicking this button is required and if you make other changes in the SMTP section, they are never saved automatically.<\/span><\/div>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Don\u2019t worry if you don\u2019t know what SMTP is and how to set it up. By settings we mean transferring data to the server, by which it could log in as a regular email system user and email to others on behalf of this user. To check functionality you can use the username and password of any popular email service you\u2019ve signed up for. Their websites, as a rule, provide a section with information on how data is generated for SMTP based on mailboxes. Here are some of them:<\/span><\/p>\n<div class=\"scrolling-table__container\">\n<table class=\"scrolling-table\" style=\"height: 121px;\" width=\"431\">\n<tbody>\n<tr>\n<td><a href=\"https:\/\/trueconf.com\/blog\/wp-content\/uploads\/2019\/05\/Screen-Shot-2012-12-12-at-7.33.10-AM.png\" data-rel=\"lightbox-gallery-WCG0JRMZ\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"size-thumbnail wp-image-11702 aligncenter\" src=\"https:\/\/trueconf.com\/blog\/wp-content\/uploads\/2019\/05\/Screen-Shot-2012-12-12-at-7.33.10-AM-150x150.png\" alt=\"\" width=\"50\" height=\"50\" loading=\"lazy\" title=\"\"><\/a><\/td>\n<td>\u00a0\u00a0<a href=\"https:\/\/help.yahoo.com\/kb\/SLN4724.html\" target=\"_blank\" rel=\"noopener\">https:\/\/help.yahoo.com\/kb\/SLN4724.html<\/a><\/td>\n<\/tr>\n<tr>\n<td><img decoding=\"async\" src=\"https:\/\/trueconf.com\/blog\/wp-content\/uploads\/2020\/07\/logo_gmail_lockup_default_1x_r5-e1758725716397.png\" alt=\"\" width=\"41\" height=\"38\" class=\"aligncenter size-full wp-image-39019\" loading=\"lazy\" title=\"\"><\/td>\n<td><a href=\"https:\/\/support.google.com\/a\/answer\/176600\" target=\"_blank\" rel=\"noopener\">https:\/\/support.google.com\/a\/answer\/176600<\/a><\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<\/div>\n<p style=\"text-align: justify;\"><i><span style=\"font-weight: 400;\">As a rule<\/span><\/i><span style=\"font-weight: 400;\">, it\u2019s enough to choose the following parameters:<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\"><b>Secure connection:<\/b><span style=\"font-weight: 400;\"> SSL<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Port:<\/b><span style=\"font-weight: 400;\"> 465<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Host:<\/b><span style=\"font-weight: 400;\"> smtp.server.com, where server is yahoo, gmail, or another domain<\/span><\/li>\n<\/ul>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Of course, these parameters may vary for different cases and servers. We showcase the most popular option only.<\/span><\/p>\n<div class=\"marked_note marked_note--danger\" style=\"text-align: justify;\">Please note that emails sent by TrueConf Server are subject to all limits of the mail system you\u2019re using, so if there are a large number of users or emailing sessions on the server, it\u2019s better to get an email account or server with appropriate functionality.<\/div>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">The picture below illustrates integration between TrueConf Server and gmail.com SMTP server via account settings of this service.<\/span><\/p>\n<p><a href=\"https:\/\/trueconf.com\/blog\/wp-content\/uploads\/2019\/05\/scheme.png\" data-rel=\"lightbox-gallery-WCG0JRMZ\" data-rl_title=\"\" data-rl_caption=\"\" title=\"\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-11703 size-large\" style=\"border: 1px solid #D1CCCC;\" src=\"https:\/\/trueconf.com\/blog\/wp-content\/uploads\/2019\/05\/scheme-1024x759.png\" alt=\"\" width=\"1024\" height=\"759\" loading=\"lazy\" title=\"\" srcset=\"https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/scheme-1024x759.png 1024w, https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/scheme-635x470.png 635w, https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/scheme-768x569.png 768w, https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/scheme-246x182.png 246w, https:\/\/trueconf.com/blog\/wp-content\/uploads\/2019\/05\/scheme.png 1215w\" sizes=\"auto, (max-width: 1024px) 100vw, 1024px\" \/><\/a><\/p>\n<h2>Creating and Sending Emails<\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">To activate automatic emailing, check one of the appropriate boxes in the <\/span><span style=\"font-weight: 400;\">same menu below the authorization form:<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\">Inform users about missed calls<\/li>\n<li style=\"font-weight: 400;\">Send invitations to participants in a group video conference<\/li>\n<\/ul>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">After this, you can edit emails.<\/span><\/p>\n<p style=\"text-align: justify;\"><b>%var<\/b><span style=\"font-weight: 400;\">, where <\/span><b>var<\/b><span style=\"font-weight: 400;\"> is replaced with a code word corresponding to one or another entity, is used to underline spots with changeable text inserted in an email (e.g. a conference name or start time). Example:<\/span><\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><b>%conf_id<\/b> as <\/span><a href=\"https:\/\/trueconf.com\/blog\/wiki\/conference-page\" target=\"_blank\" rel=\"noopener\"><span style=\"font-weight: 400;\">Conference ID<\/span><\/a><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><b>%missed_call_time<\/b> as missed call time<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Etc.<\/span><\/li>\n<\/ul>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">A complete list of variable names for templates is available in the<\/span><a href=\"https:\/\/docs.trueconf.com\/server\/en\/admin\/web-config#smtp-mailer-tab\" target=\"_blank\" rel=\"noopener\"> <span style=\"font-weight: 400;\">server documentation<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<div class=\"marked_note marked_note--warning\" style=\"text-align: justify;\">Please note that different template variables are intended for different types of emails. For example, it\u2019s pointless to indicate the variable <b>%missed_call_time,<\/b> denoting a missed call time, in an email intended to invite users to an upcoming video conference. It won\u2019t be replaced by anything, and the final text will still contain <b>%missed_call_time <\/b><span style=\"font-weight: 400;\">unchanged.<\/span><\/div>\n<p><span style=\"font-weight: 400;\">Let\u2019s take a look at the example of the simplest email template created according to these rules:<\/span><\/p>\n<pre class=\"toolbar:2 nums:false wrap:true lang:default decode:true\">Hello! We invite you to take part in the webinar %conf_name that will be held on %start_time\r\n\r\nTo join the webinar, use the link below:\r\n\r\nhttp:\/\/%host\/c\/%conf_id<\/pre>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Once sent, it may look like this:<\/span><\/p>\n<pre class=\"toolbar:2 nums:false wrap:true lang:default decode:true \">Hello! We invite you to take part in the webinar How to Design VueJS Components and Stay Alive? that will on February 8, 2017 07:36 (GMT +00:00)\r\n\r\nTo join the webinar, use the link below:\r\n\r\nhttp:\/\/video.company.org\/c\/vuejs<\/pre>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Once template editing is complete, don\u2019t forget to save the changes (click <\/span><strong>Apply<\/strong><span style=\"font-weight: 400;\">).<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">In addition to automatic emailing, you can send one-time emails to all participants of a conference during its editing.\u00a0 Learn more about this in<\/span><a href=\"https:\/\/trueconf.com\/blog\/knowledge-base\/how-to-host-a-webinar-using-trueconf-server.html\" target=\"_blank\" rel=\"noopener\"> <span style=\"font-weight: 400;\">our article on webinars<\/span><\/a><span style=\"font-weight: 400;\">.<\/span><\/p>\n<h2>Informing the Server Administrator<\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Enter the <strong>Admin e-mail<\/strong><\/span><span style=\"font-weight: 400;\">\u00a0in the appropriate section right below the authorization form, check the box below the input field <\/span>(<strong>Notify administrator about the server restart due to internal issues<\/strong>)<span style=\"font-weight: 400;\"> and again click <\/span><strong>Apply<\/strong><span style=\"font-weight: 400;\"> at the bottom of the page.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Now, in case of a sudden server reboot, the administrator can receive appropriate notifications.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In addition to organizing video conferences, TrueConf Server enables you to set up and send automatic emails to users and server administrator. Thanks to this feature, you can: Notify users of upcoming conferences Send them a link to a conference webpage Inform users about missed calls\/conferences Inform the administrator about a sudden server restart. This [&hellip;]<\/p>\n","protected":false},"author":45,"featured_media":0,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false,"footnotes":""},"categories":[260],"tags":[237],"class_list":["post-11699","post","type-post","status-publish","format-standard","hentry","category-knowledge-base","tag-integration-with-it-services","wpautop"],"_links":{"self":[{"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/posts\/11699","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/users\/45"}],"replies":[{"embeddable":true,"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/comments?post=11699"}],"version-history":[{"count":30,"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/posts\/11699\/revisions"}],"predecessor-version":[{"id":39020,"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/posts\/11699\/revisions\/39020"}],"wp:attachment":[{"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/media?parent=11699"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/categories?post=11699"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/trueconf.com/blog\/wp-json\/wp\/v2\/tags?post=11699"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}