Sending emails via Google Gmail or Google Worspace

This information applies to users with a personal Gmail account (the email address ends with and users with a Google Worskpace account (the email address is based on your domain name.) In both cases the technology is identical and referred to as Gmail in this document.

1st Step: Configure your Gmail account

When using Gmail to send emails from College Office, you must setup 2-factor authentication in your Google Gmail account and then generate an "application password" to be used by College Office in place of your actual password. The steps are as follows:

  • Log in to your Google account: Account > Security
  • Under the section Signing in to Google click App passwords, then sign in again to confirm it's you.
  • Scroll down to Select app, click on the drop-down box and select Other (custom name). Give this app password a name, e.g. "College Office" and then click Generate. Copy the generated password: this is the password you will use in College Office.
  • See video tutorial

2nd Step: Configure College Office

From within College Office click Setup -> My Institution -> Custom and then click on each of the following fields to set their value:

  • SMTP Server:
  • SMTP Port: 587
  • SMTP Encrypted: Yes
  • SMTP Account: enter the email address of your Gmail account.
  • SMTP Password: enter the application password that was previously generated for College Office.
  • Email From: enter the email address of your Gmail account

© College Office, 2023 • Updated: 02/06/23
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