--- title: "Managing email settings" slug: "managing-email-settings" updated: 2026-03-11T12:12:27Z published: 2026-03-11T12:12:27Z canonical: "docs.newstore.com/managing-email-settings" --- > ## Documentation Index > Fetch the complete documentation index at: https://docs.newstore.com/llms.txt > Use this file to discover all available pages before exploring further. # Managing email settings During the course of order placement, checkout, shipping, and processing, several events can trigger communication with your customers. With NewStore, you can configure two kinds of communication to be sent: - **Documents** refer to customer communication that can be printed and emailed during checkout. - **Notifications** are alerts that can be sent to customers via email notifications. For example, a notification can be sent to the customer when an order is canceled. These documents and notifications are generated from templates. To learn how to customize them, See [Customizing templates](https://docs.newstore.com/v1/docs/customizing-templates#templates). **Email Settings** This feature is in early access. To enable the settings page, contact NewStore Support. > [!WARNING] > Permission required > > This action can be performed by users with the Manage Email Settings permission. Ensure the Settings page is already enabled. Your can define the email settings for your business via NewStore Omnichannel Manager, to start sending emails. Two ways of authentication are available; - Basic authentication for providers such as Mailgun, legacy SMTP servers, - Microsoft Oauth via EntraID ## Enable email service To enable email service, go to `Omnichannel Manager` > `Settings` > `System Settings`. Tap on `Enabled` to enable the email service. If you are currently using the email service, you will find it already `Enabled`. ## Select the authentication method Depending on your provider, select the authentication method 1. `Basic` if you are using a legacy SMTP server, Mailgun, Gmail, Sendgrid. 2. `Microsoft` if you are using Microsoft. For Microsoft authentication method, additional guidelines are shown in the `System Settings` page. ### Authentication method - Basic You can add the email credentials for your business. 1. **SMTP password** - The password for the SMTP user. 2. **Name** - The name of the sender that appears in the sent messages 3. **Address** - The address of the sender that appears in the sent messages 4. **SMTP host** - The address of the SMTP host 5. **SMTP port** - The SMTP port number 6. **SMTP user** The username required to access the SMTP server ![Email service settings including authentication method, SMTP details, and sender information.](https://cdn.document360.io/c2d22fcd-a44b-4e1e-bf3a-84f0ffba0dbe/Images/Documentation/Screenshot 2026-03-03 at 22.12.28.png) Basic - Authentication Method ### Authentication method -Microsoft > [!TIP] > Early Access > > This feature is released as Early Access on March 12th, 2026. Before you connect to Microsoft, to send emails, your email server (Microsoft Exchange Online) must be configured for SMTP authentication. Learn more in the article "[Enable or disable authenticated client SMTP submission (SMTP AUTH) in Exchange Online](https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/authenticated-client-smtp-submission)". You should also [register service principals in exchange](https://learn.microsoft.com/en-us/exchange/client-developer/legacy-protocols/how-to-authenticate-an-imap-pop-smtp-application-by-using-oauth#register-service-principals-in-exchange). After configuring, you can add the email credentials for your business. 1. **Name** - The name of the sender that appears in the sent messages 2. **Address** - The address of the sender that appears in the sent messages 3. **SMTP host** - The address of the SMTP host 4. **SMTP port** - The SMTP port number 5. **SMTP user** - The username required to access the SMTP server The first time you set up the Microsoft authentication method, 1. Click the button `Connect to Microsoft` > tap `Connect to Microsoft.`This will take you to Microsoft Admin Consent page. 2. Click `Accept` on Microsoft page and it will redirect to NewStore Omnichannel Manager. The `Microsoft Entra Tenant ID` will be automatically assigned and shown in the `System Settings` page in Omnichannel Manager. To authenticate with another entra tenant ID click `Reauthenticate`. ![System settings for email service configuration, including authentication and SMTP details.](https://cdn.document360.io/c2d22fcd-a44b-4e1e-bf3a-84f0ffba0dbe/Images/Documentation/Screenshot 2026-03-04 at 14.38.53.png) Microsoft Authentication Method #### Reauthenticate This allows you to authenticate with another Entra Tenant, if you need to change it. To change the Entra Tenant ID, 1. Tap `Reauthenticate`. This will take you to Microsoft Admin Consent page. 2. Click `Accept` on Microsoft page and it will redirect to NewStore Omnichannel Manager. The `Microsoft Entra Tenant ID` will be automatically assigned and shown in the `System Settings` page in Omnichannel Manager. ## Send test email Test the configuration using the `Send Test Email` option. 1. Click `Send Test Email` , then enter the email address that should receive the message. 2. Verify that the test email is received. 1. If the email is received successfully, click `Save` and confirm the action in the dialog. The configuration is then validated and saved. 2. If the email is not received or an error occurs, click Cancel. The previous authentication configuration remains unchanged, and the password is not overwritten. ## **Email templates** The email template supports customization of the subject and body, including the addition of images, a logo, and external links to websites. For more information, see [Create/Manage templates](/v1/docs/managing-templates). > [!TIP] > **Note** > > When designing HTML templates for email notifications, follow best practices to ensure accurate rendering. ## **How communication is triggered** The events that can trigger communication to your customers, and the channel through which notifications are sent can also be configured. For help with this configuration, see the [Create order](https://docs.newstore.net/api/integration/order-management/order_injection_api) method and the guide on [Configuring documents for print in a store or warehouse](https://docs.newstore.com/v1/docs/configuring-documents-for-print-in-a-store-or-warehouse#config-notif-docs). The `jinja (*.j2)` files are templates that can be customized or updated to generate related notifications digitally or via printed documents. For example, for emails to be sent to the customer for a successful refund, use or update the following templates: - `refund_note` - `refund_note_``email` - `refund_note_subject` For more information on updating templates via NewStore Omnichannel Manager for customer communication, see [Managing templates](https://docs.newstore.com/v1/docs/managing-templates#hq-managing-templates). You can also [programmatically update templates](https://docs.newstore.com/v1/docs/customizing-templates#templates) via an API. | **Business event** | **Documents** | **Notification and channel options** | | --- | --- | --- | | Sale completed in-store | Sales receipt document: `sales_receipt.j2` | Customer capture email: - `consumer_capture_email_subject.j2` - `consumer_capture_``email``.j2` Whether this communication is sent is not configurable. It must be triggered explicitly, via NewStore Associate App by the associate. | | Return accepted in-store and online | Return receipt document: `return_receipt.j2` | Return accepted notification: - `return_receipt_``email``.j2` - `return_accepted_pn.j2` Whether this communication is sent is not configurable. It must be triggered explicitly, via NewStore Associate App by the associate. | | Exchange accepted in-store | Exchange receipt document:`exchange_receipt.j2` | Files: - `consumer_capture_``email``_subject.j2` - `consumer_capture_email.j2` Whether this communication is sent is not configurable. It must be triggered explicitly, via NewStore Associate App by the associate. | | Refund issued | Refund note document: `refund_note.j2` | Sent as an email: - `refund_note_email_subject.j2` - `refund_note_``email``.j2` | | Gift card sold, offered as a refund | N/A | Configurable as: - Email: `gift_card_issued_``email``_body.j2`,`gift_card_issued_``email``_subject.j2` - Push notif: `gift_card_issued_``email``_pn.j2` | | Order picked and packed during fulfillment | Files: - Packing slip document: `packing_slip.j2` - Invoice document: `invoice.j2` - Return forms document: `return_form.j2` - Shipping label: `shipping_label.j2` - Return label: `return_label.j2` | Configurable as: - `invoice_created_``email``_subject.j2` - `invoice_created_email.j2` | | Order pending | N/A | Configurable as: - Email: `order_pending_``email``.j2` - Push notif: `order_pending_pn.j2` | | Order canceled | N/A | Configurable as: - `order_cancelled_``email``.j2` - `order_cancelled_pn.j2` | | Shipment was handed over to the carrier | N/A | Configurable as: - Email: `shipment_dispatched_``email``_subject.j2`,`shipment_dispatched_``email``.j2` - Push notif: `shipment_dispatched_pn.j2` | | Shipment delayed status received from the carrier | N/A | Configurable as: - Email: `shipment_delayed_``email``_subject.j2`,`shipment_delayed_``email``.j2` - Push notif: `shipment_delayed_pn.j2` | | Shipment was delivered by the carrier to the customer | N/A | Configurable as: - Email: `shipment_delivered_``email``_subject.j2`,`shipment_delivered _``email``.j2` - Push notif: `shipment_delivered_pn.j2` | | Shipment was canceled | N/A | Configurable as: - Email: `shipment_dispatched_``email``_subject.j2`,`shipment_dispatched_``email``.j2` - Push notif: `shipment_dispatched_pn.j2` | | Order picked and packed for same day delivery | In addition to other fulfillment documents and labels:`same_day_delivery_label.j2` | N/A | | Carrier can no longer offer same day delivery | N/A | Configurable as: - Email:`same_day_delivery_estimate_changed_``email``_subject.j2`,`same_day_delivery_estimate_changed_``email``.j2` - Push notif:`same_day_delivery_estimate_changed_pn.j2` | | Same day delivery shipment out for delivery | N/A | Configurable as: - Push notif:`same_day_delivery_estimate_changed_pn.j2` |