Email Settings – Configure Email for Sending from 1place
Overview
The Email Settings screen allows a 1place user to connect their email account to 1place.
Once configured, 1place can use the user's email account to send emails such as:
Invoices
Purchase Orders
Other documents and transactions that are emailed from 1place
An App Password may be required depending on the email provider.
Configure User Email Settings
In 1place, click Settings (gear icon) in the upper-right corner.
Select Users.
On the User Security List, click the pencil icon for the user.
Select the Email Settings tab.
Select the user's Email Provider.
Enter the user's Email Address.
Enter the required App Password in the Password field.
See Generate an App Password below.
Click Test Connection.
If the connection test is successful, click Save.
Important: Use the email provider's App Password when required. Do not use the user's regular email account password unless the email provider specifically requires it.
Generate an App Password
An App Password is a password generated by an email provider for applications that need to access an email account without using the provider's normal sign-in process.
The process varies by email provider.
Yahoo Mail
Sign in to your Yahoo Account Security page.
Under External connections, select Create app password.
Enter a name for the app, such as 1place.
Click Generate password.
Copy the generated password.
Return to 1place → Settings → Users → Email Settings.
Enter the generated password in the Password field.
Click Test Connection.
If successful, click Save.
Yahoo currently refers to these as third-party app passwords and manages them under External connections.
Gmail / Google Account
Google requires 2-Step Verification to be enabled before an App Password can be created.
Sign in to the user's Google Account.
Open Security & sign-in.
Make sure 2-Step Verification is enabled.
Open App passwords.
Sign in again if prompted.
Enter 1place as the app name.
Click Create.
Copy the generated App Password.
Return to 1place → Settings → Users → Email Settings.
Enter the generated password in the Password field.
Click Test Connection.
If successful, click Save.
Note: Google generates a 16-digit App Password. The App Password is different from the user's normal Google Account password.
If "App passwords" is not available
Google may not display the App Password option if:
2-Step Verification is not enabled.
2-Step Verification is configured only with security keys.
The account is managed by a work, school, or other organization.
Advanced Protection is enabled.
For organization-managed Google accounts, the administrator may need to review the organization's security policies.
Microsoft 365 / Outlook
Microsoft 365 App Passwords are intended for legacy applications that cannot use modern authentication. Availability depends on the organization's Microsoft Entra configuration.
If the organization allows App Passwords:
Sign in to the user's Microsoft account or organization's security portal.
Open the user's Security info.
Select Add sign-in method.
If App password is available, select it.
Follow the prompts to create the App Password.
Copy the generated password.
Return to 1place → Settings → Users → Email Settings.
Enter the generated password in the Password field.
Click Test Connection.
If successful, click Save.
Important: If App password is not available, do not assume there is a problem with the user's account. The organization's Microsoft 365 administrator may have disabled App Passwords or the organization's authentication configuration may not support them.
Microsoft recommends modern authentication where supported. App Passwords are primarily a compatibility option for older applications that cannot handle modern authentication.
Troubleshooting Email Connection
If Test Connection fails:
Verify that the correct Email Provider is selected.
Verify the Email Address is correct.
If the provider requires an App Password, verify that the App Password was entered instead of the regular email password.
Generate a new App Password if the existing one is no longer valid.
For Gmail, verify that 2-Step Verification is enabled.
For Microsoft 365, contact the organization's administrator if App Passwords are unavailable.
Click Test Connection again after making the required changes.
Security: Do not share or store App Passwords in the KBA. Each user's App Password should be generated from their own email account and entered only in the appropriate 1place Email Settings.
