Configuring My Service to Send Email

Introduction

Many individuals have applications, devices, and instrumentation that need to be able to send emails for conducting Dartmouth business.  Examples of these situations are lab instrumentation, multifunction printers, or applications.  The following set of instructions provides an overview of how to configure your system correctly. 

Prerequisites

1. Your use case must comply with all approved Dartmouth security policies, standards, and practices.  Please contact help@dartmouth.edu if you are unsure.
2. Does your system simply send mail but not receive any responses?  See Option 1: Configuring my system to relay emails
3. Does your system need to send and receive emails?  See Option 2: Configuring Oath2 for Email
4. Is your hosted off-campus such as a cloud provider?  See Option 1: Email Relaying Configurations

Option 1: Configuring my system to relay emails

Secure Authenticated SMTP Configurations

1. Submit a request for a service account that you will use for your configuration 
   1. Account Request Form
      • Type of Account Requested: Service
      • Account Name Requested: Usually the same as the service.
      • Type of Mailbox/Calendar Needed: In most cases Forwarding Only will work if only sending email is needed, inbound email will be forwarded to an account or group of your choosing. If return email needs to be stored in a separate inbox you may choose Full email and calendar
      • The rest of the form should be self-explanatory.
2. Once you receive your account information, find your application's SMTP settings, and update accordingly.
   1. Office 365 SMTP Settings:
      • Server: smtp.office365.com
      • Port: 587
      • Protocol: STARTTLS (SSL/TLS) is required
      • Username/email address and password Enter the username as NetID@dartmouth.edu and the Password of your service account. If a separate field is available for email address, enter the Primary Email Address on the account.
        •  Note: Applications running on Linux hosts may be using the host's Sendmail or Postfix configuration. In this case contact the host's SysAdmin to confirm the Mail Transfer Agent (MTA) configuration
        • Note: Microsoft intends to remove basic auth for SMTP in the future, so the ability to send using basic auth is being limited to accounts that require it. Existing or new accounts need to be added to a group that enables cloud mailbox SMTP for tracking purposes.

Option 2: IP Authenticated

Non-user based authenticated email relay through the Dartmouth email system is strongly discouraged due to the security risks to the institution. It is recognized that some devices and services do not allow for user accounts to be added to the functionality. To obtain an exception to this policy, a security review of the proposed configuration must be obtained prior to implementation.  The owner of the device or services must demonstrate full compliance with the guidelines documented in the Dartmouth Information Security Committee charter (DISC).  

1. Submit a request to have your device or service added to an IP allow list for SMTP relay.
   1. General Request Form
      • Your device must have a static IP address and include in your request
      • You must provide an overview of the functionality of the device or service
      • You must provide the proposed sending email address. Sending from a valid @dartmouth.edu email address that will receive and respond to bounce and reply messages is preferred.
      • Provide consent of compliance to the DISC guidelines; specific evidence may be requested
   2. Once approved, your devices IP address will be added to the IP allow list for mail routing
   3. SMTP Settings
      • Server: smtp.dartmouth.edu
      • Port: 25