Setting Google Gmail as the SMTP Server for Total Access Emailer

Google SMTP server for sending emails from Microsoft AccessTotal Access Emailer uses SMTP to send your emails from Microsoft Access. That requires you to have an SMTP email server that allows you to send emails from the FROM addresses you specify.

If you have an email account with Google Gmail, you have an SMTP server. As long as you abide by Gmail's terms and conditions, you'll be able to send emails through their SMTP server using your Gmail address as your From address.

By default, Gmail does not allow relay for your account. To activate it, log into your Gmail account to update your settings.

Set to Allow Less Secure Apps

Under My Account, Sign-in & security, select "Connected apps & sites":

My Account, Sign-in security, Connected apps

In the "Connected apps & sites" section, set "Allow less secure apps" to ON (blue):

Gmail status to enable SMTP use with Total Access Emailer

You will receive an email verifying that you've changed this setting.

  • Connection Type: SSL
  • Mail Server Name: smtp.gmail.com
  • Logon: your gmail account (myname@gmail.com) and password
  • Port: 465

Using smtp.gmail.com with SSL
Setting Gmail SMTP Settings in Total Access Emailer

Create TEmail.txt File with the Email Address

Create a text file called Temail.txt in the folder where Total Access Emailer is installed (or the location of the Total Access Emailer library if calling it through VBA). Put the name of the gmail email address in that file. This step will be eliminated in a future update of Total Access Emailer.

This error message may appear:

SMTP protocol error. Could be caused by invalid or unnecessary user name and password. (Error 20162) 534 5.7.14

This is caused by:

  1. The logon name (email address) and password are not valid. Make sure your values let you get into that email account. Maybe the password changed recently. Also make sure the SMTP mail server name is correct.
  2. The logon name is not authorized to relay messages. Your logon credentials may be correct, but the email account is not authorized to relay messages through the SMTP server. Make sure the Gmail account is set to Allow less secure apps as described above.

Additional Resources

Microsoft Access Email Documentation

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