Connect Microsoft 365 or Outlook Email to Load Manager

Before You Use This Article

• Access needed: Permission to connect or manage email settings for your Load Manager user or company.
• Use this article when: you are connecting or troubleshooting an email account used to send Load Manager documents, updates, invoices, or dispatch paperwork.
• Use a different article when: you are changing a login password instead of email sending settings; use Reset or Change a User Login Password. If you are choosing a full setup path, start with Freight Brokers, Carriers, Owner-Operators, and Trucking Companies, or Dispatch Services.

Use this article to connect a Microsoft 365, Office 365, Outlook, or GoDaddy-hosted Microsoft email account to Load Manager. This setup is completed on each Load Manager user profile that needs to send rate confirmations, dispatch reports, invoices, onboarding packets, or other documents from Load Manager.

Before you start: You need permission to manage email settings for your user or company.

Best Option: Connect with Microsoft

For Microsoft-hosted email accounts, the recommended setup is the Connect with Microsoft button on the Load Manager user profile. This lets the user sign in through Microsoft and allows Load Manager to send email from that mailbox without relying on a legacy SMTP password.

Before You Start

• The Microsoft mailbox must be active and able to send email outside Load Manager.
• The Load Manager user profile must already be saved before the Connect with Microsoft button appears.
• The user should sign in with the same Microsoft account that matches the email address on the Load Manager user profile.
• If the Microsoft account is managed by your company, your Microsoft administrator may need to approve the connection or allow the required email permission.
• For GoDaddy-hosted Microsoft 365 email, start with Connect with Microsoft. Use manual SMTP only if your email administrator or Load Manager Support instructs you to use that fallback.

Connect the User Profile to Microsoft

1. In Load Manager, go to the Users tab.
2. Open the user profile for the person who will send email.
3. Confirm the Email field contains the user's Microsoft email address.
4. Click Connect with Microsoft.
5. Sign in to Microsoft with the same mailbox that will send email from Load Manager.
6. Follow the Microsoft prompts to approve the connection.
7. When Load Manager confirms the Microsoft connection was successful, close the Microsoft sign-in window.
8. Return to the Load Manager user profile and click Save.

After the connection is complete, the button may show Already connected with Microsoft when you reopen the user profile.

Confirm the Connection

After connecting the user profile, send a test document from Load Manager, such as an invoice, rate confirmation, or dispatch report. Confirm the recipient receives the email and that the message shows the expected sender address.

Manual SMTP Setup

Use manual SMTP only when the Microsoft connection is not available for the mailbox or when your email administrator confirms SMTP is allowed. Microsoft controls whether SMTP authentication is allowed for each tenant and mailbox, so these settings may not work until the Microsoft administrator permits them.

Microsoft SMTP Settings

• SMTP Server Address: smtp.office365.com
• SMTP Port: 587
• Security: Select Use TLS.
• SMTP User Name: The full Microsoft email address.
• SMTP Password: The mailbox password or a Microsoft app password, depending on the account security setup.

Enter SMTP Settings in Load Manager

1. Go to the Users tab.
2. Open the user profile for the person who will send email.
3. Enter the user's Microsoft email address in Email.
4. Enter smtp.office365.com in SMTP server address.
5. Enter the user's full Microsoft email address in SMTP user name.
6. Enter the mailbox password or Microsoft app password in SMTP password.
7. Enter 587 in SMTP port.
8. Select Use TLS. Leave Use SSL unchecked.
9. Check Verify SMTP settings.
10. Click Save.

When an App Password Is Needed

Some Microsoft accounts require an app password when a third-party system uses SMTP. App passwords are controlled by Microsoft account security settings and may not be available for every organization.

• If the account uses multi-factor authentication and SMTP is allowed, your Microsoft administrator may tell you to use an app password.
• If app passwords are not available, ask the Microsoft administrator whether SMTP authentication is blocked for the mailbox or tenant.
• If SMTP is blocked by Microsoft policy, use the Connect with Microsoft option instead.

Troubleshooting

• The Connect with Microsoft button is missing: Save the user profile first, then reopen it. The button appears on existing user profiles.
• Microsoft authorization failed: Confirm the user signed in with the correct Microsoft mailbox and that the browser did not block the sign-in window.
• Microsoft admin approval is required: Ask your Microsoft administrator to review the connection request for sending email.
• SMTP authentication fails: Confirm the SMTP user name is the full email address, the password is correct, and the mailbox is allowed to use authenticated SMTP.
• SMTP connection fails: Confirm the server is smtp.office365.com, the port is 587, and Use TLS is selected.
• Load Manager says email is not set up: For SMTP, make sure all SMTP fields are filled in and Verify SMTP settings was checked when saving. For Microsoft connection, reconnect the mailbox and save the profile.
• Email sends from the wrong user: Confirm the correct Load Manager user profile was updated and that the user sending the document is logged in under the expected profile.

Related Articles

• Set Up Email
• How to Set Up Gmail in Load Manager
• Connect a Yahoo Email Account to Load Manager
• Send an Email to Multiple Recipients
• Add and Manage Users in Load Manager

Microsoft References

• Enable or disable SMTP AUTH in Exchange Online
• Set up an application to send email using Microsoft 365 or Office 365
• Create app passwords for a work or school account
• How to get and use app passwords