Send & Receive Issues

How to Configure Applications to Send and Receive Microsoft 365 Email

Guest Writer Oct 10, 2026 869 views

Question details

The user needs to configure third-party help desk applications to access a Microsoft 365 mailbox for sending and receiving emails.

How to Configure Applications to Send and Receive Microsoft 365 Email

Product: Microsoft 365
Device & OS: not provided
Scenario: Setting up email integration for help desk systems such as ManageEngine ServiceDesk Plus and System Center Service Manager.
Observed behavior: The application requires correct mail flow settings, dedicated mailbox credentials, and proper authentication protocols to interface with Microsoft 365 servers.

Before you start

Ensure you have global administrator access to the Microsoft 365 Admin Center and administrative privileges within your target help desk application.

Solution 1Recommended

Set up a Dedicated Microsoft 365 Mailbox and Configure App Settings

Create a specific mailbox for the application and configure the necessary IMAP/SMTP or Microsoft Graph API settings to establish a successful connection.

To allow third-party services to securely send and process emails, Microsoft recommends setting up a dedicated user account or shared mailbox.

Modern applications should utilize OAuth 2.0 (Modern Authentication) or the Microsoft Graph API, as Basic Authentication has been deprecated for Exchange Online.

Create the dedicated mailbox

Log in to the Microsoft 365 Admin Center. Go to 'Users' > 'Active users' and click 'Add a user' to create a dedicated account for your application. Alternatively, create a Shared Mailbox under 'Teams & groups'.

Enable SMTP Authentication

In the Microsoft 365 Admin Center, select the newly created user. Go to the 'Mail' tab, click 'Manage email apps', and ensure the 'Authenticated SMTP' option is checked.

Enter IMAP/SMTP settings in your application

Open your help desk application's mail server configuration menu. For sending, use server 'smtp.office365.com' on port 587 with STARTTLS. For receiving via IMAP, use 'outlook.office365.com' on port 993 with SSL/TLS.

Configure OAuth 2.0 authentication

If your application supports Modern Authentication, register the application in Azure Active Directory (Microsoft Entra ID) to generate a Client ID and Tenant ID. Enter these details into the application's mail setup wizard.

Test the mail flow connection

Use the built-in 'Test Connection' or 'Send Test Email' button within the application to verify that the credentials and server settings are working properly.

Set up a Dedicated Microsoft 365 Mailbox and Configure App Settings

Modern Authentication Requirement: Because Microsoft has disabled Basic Authentication for IMAP and POP protocols, ensure your help desk software is updated to a version that supports OAuth 2.0 or Microsoft Graph API integrations.

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Frequently Asked Questions

Why is my application failing to authenticate with Microsoft 365?

Microsoft has disabled Basic Authentication for Exchange Online to improve security. If your application relies on basic username and password authentication for IMAP or POP, the connection will fail. You must configure the application to use OAuth 2.0 (Modern Authentication) or register it via Azure AD.

Can I use a shared mailbox instead of a paid user account for my application?

Yes, many applications can access a shared mailbox without requiring a dedicated Microsoft 365 license. However, the application must authenticate using a licensed service account that has been granted 'Send As' and 'Full Access' permissions to the shared mailbox.

What are the correct SMTP settings for Microsoft 365?

To send email via SMTP, use the server address 'smtp.office365.com'. Set the port to 587, select TLS/STARTTLS as the encryption method, and ensure that 'SMTP AUTH' is enabled for the specific user account in the Microsoft 365 Admin Center.

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