Use Google SMTP via App Passwords after enabling 2FA in your Google Account

Use Google SMTP via App Passwords after enabling 2FA in your Google Account

Introduction

For users of GLOBODOX who use Gmail as their SMTP server, enabling two-factor authentication (2FA) can lead to issues where GLOBODOX is unable to send emails using the existing credentials. To resolve this, you need to create an App Password for GLOBODOX in your Google Account. This guide provides step-by-step instructions on how to set up and use App Passwords, and explains the differences between using a Google Workspace account and a free Gmail account in this context.

What is an App Password?

An App Password is a 16-digit passcode that allows non-Google apps or devices to access your Google Account. App Passwords can only be used with accounts that have 2FA enabled.

Creating an App Password

  1. Enable 2FA: Before you can create an App Password, ensure two-factor authentication is enabled on your Google Account. If you haven't enabled it, go to your Google Account settings, find the "Security" section, and follow the instructions to set up 2FA.

  2. Generate an App Password:

    • Go to your Google Account settings.
    • Select the “Security” tab.
    • Under "Signing in to Google," select “App Passwords.” (You may need to sign in again to confirm your identity.)
    • At the bottom of the page, choose the app and device you want the App Password for. For GLOBODOX, you might select "Mail" as the app and "Other (Custom name)" as the device, then enter "GLOBODOX SMTP" or a similar descriptive name.
    • Click “Generate.” Google will display a 16-digit password.
    • Copy this App Password. Make sure to save it securely as it won’t be shown again.

  3. Configure GLOBODOX:

    • Open GLOBODOX settings where you configure your SMTP settings.
    • Replace your regular Gmail password with the 16-digit App Password you just generated.
    • Save the settings and perform a test to ensure emails are being sent successfully through GLOBODOX.

Using Google Workspace vs. Free Gmail Account

  • Google Workspace Accounts: If you are using a Google Workspace account, the ability to generate App Passwords may be controlled by your organization's admin. If you don’t see the option to create an App Password, you may need to contact your admin to either enable the functionality or obtain an App Password.
  • Free Gmail Accounts: Users with free Gmail accounts can directly generate an App Password following the steps outlined above, provided 2FA is enabled.

Conclusion

Setting up an App Password for GLOBODOX after enabling 2FA on your Google Account allows continued use of Gmail’s SMTP services for sending emails securely. Whether you have a free Gmail account or a Google Workspace account, using an App Password is a reliable workaround to ensure compatibility and security for your email communications in GLOBODOX.