Total 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. SMTP is a standard email protocol that has existed for decades.
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.
A few years ago, Google changed Gmail so that you needed to explicitly allow it to let programs use its SMTP server by explicitly allowing it to use Less Secure Applications. This is described on our page Setting Google Gmail as the SMTP Server for Total Access Emailer and is fairly easy to implement.
Google announced that starting May 30, 2022, Less Secure Apps is no longer supported and a more secure protocol using OAUTH 2.0 is required. The protocol change impacts the security around your Gmail account. The Gmail password is no longer entered in the desktop application which is considered a security issue.
Instead, Google recommends switching to a new OAUTH 2.0 protocol that requires each application that uses it to be registered as an authorized Google application, and the Gmail account to approve using. This is similar to how web sites and phone applications use Gmail, but is less suited for Windows solutions.
We expected to register Total Access Emailer as an approved Google application for sending emails using SMTP. Unfortunately, Google is not approving any Windows applications as an approved SMTP program for external Gmail users.
Fortunately, there is an alternative by creating a Google App Password to address this. An App Password is an alternative to your Gmail password that lets Total Access Emailer send emails without knowing your actual password. Google is essentially giving you secondary passwords for SMTP.
NOTE: If your Gmail account does not allow this, you can create a Google API client ID instead.
Visit Google Gmail API Account for SMTP for details.
To create an App Password, follow the steps below. Note that these instructions and screenshots were current when we created this page, but Google may change them over time. Let us know if they are inaccurate. Google offers these instructions if you want the latest details: Sign in with App Passwords
Open your database and launch Total Access Emailer from the Database Tools, Add-ins menu.
Click the Options button, SMTP Settings tab, and enter your Gmail address with the App Password using these settings:
Press the [OK] button to verify the settings and save it to a table in your database.
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