It is possible to configure the settings for outgoing (sent) and incoming (received) messages from Totara.
You can edit the outgoing mail configuration to your preferences by going to Quick-access menu > Server > Email > Outgoing mail configuration.
Setting | Description | Notes |
|---|---|---|
SMTP hosts | Give the full name of one or more local SMTP servers that Totara should use to send mail (e.g. 'mail.a.com' or 'mail.a.com;mail.b.com'). To specify a non-default port (i.e. other than port 25), you can use the [server]:[port] syntax (e.g. 'mail.a.com:587'). For secure connections
Specify security protocol below if required. If you leave this field blank, Totara will use the PHP default method of sending mail. | - |
SMTP security | If SMTP server requires secure connection, specify the correct protocol type. | - |
SMTP Auth Type | This sets the authentication type to use on SMTP server:
| - |
SMTP username | If you have specified an SMTP server above, and the server requires authentication, then enter the username here. | - |
SMTP password | If you have specified an SMTP server above, and the server requires authentication, then enter the password here. | - |
SMTP session limit | Set the maximum number of messages sent per SMTP session. Grouping messages may speed up the sending of emails. Values lower than 2 force creation of new SMTP session for each email. | - |
No-reply address | Enter the email address to be included in the From field of all outgoing emails. This email address should usually match the user account for SMTP authentication. If this setting is empty or incorrect then outgoing emails are likely to get marked as spam or are not delivered at all. | - |
Character set | This setting specifies the default charset for all emails sent from the site. | - |
Allow user to select character set | If enabled, users can choose an email charset in their messaging preferences. | - |
Allow attachments | If ticked then it will enable emails sent from the site to have attachments, such as badges. | - |
Newline characters in mail | Newline characters used in mail messages. CRLF is required according to RFC 822bis, some mail servers do automatic conversion from LF to CRLF, other mail servers do incorrect conversion from CRLF to CRCRLF, yet others reject mails with bare LF (qmail for example). Try changing this setting if you are having problems with undelivered emails or double newlines. | - |
Email via information | Tick the box to add via information in the From section of outgoing email. This informs the recipient where the email came from and also helps combat recipients accidentally replying to no-reply email addresses. | - |
OAuth2 Service | This setting provides a list of configured OAuth2 services. | - |
Outgoing mail settings
The Outgoing mail settings page defines how Totara sends system emails, such as notifications and messages generated by platform activity.
Totara supports multiple mail delivery plugins, allowing organisations to select the most appropriate method for their infrastructure and security requirements.
Mailer plugin selection
The Mailer plugin setting determines which service is used to send outgoing emails.
To access the Outgoing mail configuration page go to:
Quick-access menu > Server > Email > Outgoing mail configuration.
From this page you can configure outgoing mail.
Setting | Description |
|---|---|
Mailer plugin | Determines which service is used to send outgoing emails.
|
No-reply address | Enter email address to be used in the "From" field of all outgoing emails. This email address should usually match the user account for SMTP authentication. If this setting is empty or incorrect then outgoing emails are likely to get marked as spam or are not delivered at all. |
Allow attachments | If enabled, emails sent from the site can have attachments, such as badges. |
Email via information | Add via information in the "From" section of outgoing email. This informs the recipient from where this email came from and also helps combat recipients accidentally replying to no-reply email addresses. |
Never send emails | Prevent emails from being sent to users. |
When a Mailer plugin is selected, its configuration settings are managed on a dedicated configuration page. The relevant configuration page can be accessed from Server administration block based on the selected Mailer plugin on the Outgoing mail configuration page.
Plugin configuration pages
Each mail plugin has its own configuration page based on your selected Mailer plugin option:
SMTP – Quick-access menu > Server > Email > SMTP configuration
Amazon SES – Quick-access menu > Server > Email > Amazon SES configuration
Microsoft Graph – Quick-access menu > Server > Email > Microsoft Graph configuration
Only the settings page for the selected Mailer plugin is shown in the Server administrainon menu.
Mailer plugins
SMTP
The SMTP plugin enables email delivery using a standard Simple Mail Transfer Protocol (SMTP) server.
This option supports integration with a wide range of mail providers and remains the default configuration for most sites.
Amazon SES
The Amazon SES plugin enables email delivery using Amazon’s Simple Email Service via API.
Key characteristics:
Uses Amazon Web Services (AWS) credentials (access key and secret)
Supports secure API-based email delivery
Can be extended to use AWS Identity and Access Management (IAM) roles when the Amazon SDK is installed (advanced configuration)
Microsoft Graph
The Microsoft Graph plugin enables email delivery using Microsoft’s Graph API.
Key characteristics:
Uses OAuth authentication
Sends email via Microsoft Graph rather than SMTP
Uses a configured system account as the From and Sender address
The No-reply address configured in Totara is used only for no-reply handling
Behaviour and integration
Outgoing email behaviour is determined by the selected plugin and its configuration. Each plugin manages authentication, delivery, and integration with external services independently.
Totara’s mail system is designed to support API-based email delivery alongside traditional SMTP, providing flexibility in how messages are sent and managed.
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