Email setup

Configure the email server in Keimeno CMS

Keimeno CMS can send system messages, contact requests, confirmations, password reset links, and security codes via various delivery methods. The appropriate delivery method depends on your email provider and server environment.

You can find the settings in the administration area under Configuration > Emails. Separate sections are available there for SMTP, Microsoft 365, a relay server, and general settings.

Available delivery methods

  • SMTP: Sending via an email account with username and password.
  • Microsoft 365: Sending via Microsoft Graph and an Entra app.
  • Relay server: Sending via an internal SMTP server without authentication.
  • Sendmail: Sending via the web server’s local mail service.

1. Sending via SMTP

SMTP is the recommended delivery method for most websites. The CMS logs in to the mail server using the credentials of an existing email mailbox.

For setup you need the following information:

  • SMTP server: for example smtp.example.de
  • SMTP port: usually 587, 465 or 25
  • Encryption: TLS, SSL or no encryption
  • Username: often the full email address
  • Password: password or app password of the mailbox

Typical combinations

  • SMTP with STARTTLS: Port 587, encryption TLS
  • SMTP via direct TLS connection: Port 465, encryption SSL
  • Unencrypted SMTP: Port 25, no encryption

Use TLS on port 587 whenever possible. Your email or hosting provider can tell you which settings are actually required.

  • Open the SMTP delivery section.
  • Enter server, port, encryption, username, and password.
  • Save the configuration.
  • Open General settings.
  • Select smtp as the active delivery method.
  • Click Test SMTP connection.

The test shows whether the server is reachable, whether the login was accepted, and whether the test message could be sent.

2. Sending via Microsoft 365

For Microsoft 365, Keimeno CMS can use Microsoft Graph. No personal user password is stored in the CMS. Authentication is handled via an app registration in Microsoft Entra.

Setup in Microsoft Entra

  • Open the Microsoft Entra admin center.
  • Create a new application under App registrations.
  • Under API permissions, add the Microsoft Graph application permission Mail.Send.
  • Then grant admin consent.
  • Under Certificates & secrets, create a client secret.
  • Copy the displayed secret value. The secret ID is not suitable for this.

Setup in Keimeno CMS

  • Tenant ID: ID or domain of the Microsoft 365 tenant
  • Client ID: application ID of the Entra app
  • Client secret: previously copied secret value
  • Sender mailbox: for example newsletter@example.de
  • Graph endpoint: https://graph.microsoft.com/v1.0

Then select microsoft365 as the active delivery method in the general settings, save the configuration, and start the Microsoft 365 delivery test.

Security notice: The Mail.Send permission can allow extensive email sending. If possible, restrict the app to the intended sender mailbox using a Microsoft application access policy.

3. Relay server without authentication

A relay server accepts emails without a username and password. This method is mainly intended for internal networks or controlled hosting environments.

The following are required:

  • Relay server: hostname or internal IP address
  • Relay port: often port 25
  • Encryption: none, TLS or SSL
  • Enter the connection details in the Relay server section.
  • Save the settings.
  • Select relay as the active delivery method.
  • Click Test relay connection.

The relay server should only accept messages from known server IP addresses. An open relay that is freely accessible from the internet poses a significant security risk.

4. Local delivery via Sendmail

With sendmail, the CMS hands the email over to the web server’s local mail service. Normally, no login credentials are required in the CMS for this.

This method only works if the hosting provider provides a correctly configured local mail service. If the server configuration is missing or faulty, messages may not be delivered or may be classified as spam by recipients.

  • Open the general email settings.
  • Select sendmail as the active delivery method.
  • Save the configuration.
  • Check delivery via a system function or a contact form.

General email settings

In the General settings section, you define which delivery method is active. Only the method whose credentials have been fully configured and successfully tested should be selected.

  • smtp for delivery via an authenticated email account
  • microsoft365 for delivery via Microsoft Graph
  • relay for an internal SMTP relay
  • sendmail for the web server’s local mail service

Also check the stored sender and service address. The sender address should match the domain used and the configured mailbox. Many mail servers reject messages with foreign or unauthorized sender addresses.

Recommendations for reliable delivery

  • Use an encrypted connection whenever possible.
  • Use a separate mailbox for automatic CMS sending.
  • Do not store personal primary passwords in the CMS.
  • Use app passwords if the provider requires them.
  • Set up SPF, DKIM, and DMARC for the sender domain.
  • Check the spam folder after the first delivery test.
  • Enable technical debug output only for troubleshooting.
  • Renew expired Microsoft 365 secrets in good time.

Common errors and possible causes

  • Server not reachable: Check server name, port, DNS, firewall, or encryption.
  • Login rejected: Check username, password, app password, or SMTP authorization.
  • Sender not allowed: Sender address does not match the logged-in mailbox.
  • Microsoft Graph returns 401: Tenant ID, client ID, or client secret is incorrect.
  • Microsoft Graph returns 403: Mail.Send permission or admin consent is missing.
  • Microsoft Graph returns 404: The configured sender mailbox was not found.
  • Email does not arrive: Check spam folder, recipient address, SPF, DKIM, and server log.

Final functionality test

First save all changes and then run the provided connection test for the selected delivery method. Then check whether the test message has arrived in the inbox and whether sender, subject, and character encoding are correct.

Only after a successful test should the configuration be used productively for contact forms, password reset messages, notifications, and security-related emails.

 

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