Email & Notification Setup

In Settings, use the search bar to find “Outgoing Mail” or navigate to Technical → Email → Outgoing Mail Servers.

You can also reach this from Settings → Discuss → Outgoing Mail.

The list shows any configured mail servers. A green “Connected” status means Odoo can send emails. If the list is empty, Odoo is using its own shared relay — fine for testing but not recommended for production.

Click New to configure your SMTP server.

Fill in the form:

• Description — e.g., “Company Gmail” or “Office 365 SMTP”
• SMTP Server — your host (e.g., smtp.gmail.com, smtp.office365.com)
• SMTP Port — 587 (TLS) or 465 (SSL)
• Connection Security — TLS (STARTTLS) recommended
• Username — your full email address
• Password — your app password (not your account password for Gmail/365)

Click Test Connection to verify. A green success message means it’s working.

To receive email replies back into Odoo (e.g., customer replies to invoices threading into the chatter):

Go to Settings → Technical → Email → Incoming Mail Servers. Click New.

Set up your IMAP connection:

• Name — e.g., “Inbox Catchall”
• Server Type — IMAP
• Server — your IMAP host
• Port — 993 (SSL) or 143 (TLS)
• Login / Password

Set the Action to “Create leads”, “Create helpdesk tickets”, or another model so inbound emails automatically create records.

Email aliases let external parties create Odoo records by emailing an address like sales@yourcompany.com.

Go to Settings → Technical → Email → Aliases.

Common aliases to configure:

• sales@ → creates CRM leads
• support@ → creates Helpdesk tickets
• billing@ → creates Accounting records
• hr@ → creates HR applicants

Each alias maps to a specific Odoo model and can set default values on the created record.

Each user controls their own notification preferences. Go to Settings → Users and open a user record, then click the Preferences tab.

Key settings:

• Notification — “In Odoo” (web/mobile alerts) or “By Email” (receives email for every chatter message)
• Email — the address where system notifications are sent

For bulk changes, advise users to set their own preferences at Settings → Preferences (top-right avatar menu).

Odoo uses templates for all automated emails (invoices, order confirmations, purchase orders, etc.). To customize them:

Go to Settings → Technical → Email → Templates.

Find the template you want to edit (e.g., “Sales Order: Send by Email”):

• Subject — the email subject line (supports dynamic fields like ${object.name})
• Body — HTML editor with Odoo’s QWeb templating
• From — the sender address (overrides default)
• Reply To — controls where replies go