E-Mail Configuration

A one time configuration allows the user to set

set-up the E--Mail facility from
Tally.ERP 9. While configuring the E
E-Mail
Mail you have the option to select some of
the commonly used E-Mail
Mail service provider. Based on the E
E-Mail
Mail service selected
some of the fields are pre
pre-filled
filled with Server Address, Port Number and
Authentication details. Thus making it easy and simple to configure. In case you
are using any other service provider to send and receive email from Tally.ERP 9,
the respective details need to provided while configuring the email facility.
On successfully configuring the email, you can send Ledgers,
Le Payslips,
Outstanding Statements, Confirmation
Confirmation of Accounts and reminder letters to the
respective individuals, parties or customers without using an external email
application.
To setup the E-Mail
Mail configuration follow the steps shown:
• Go to Gateway of Tally > F12: Configure > E-Mailing
The Configuration screen appears as shown (Screen 1):

Screen 1

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1. Select the required E
E-Mail Server from the list of Common Mail Server
displayed. (Note : In case you are not using any of the email services listed,
you can select User Defined and provide the other details as required.)
required.
2. On selecting the required
requir Common Mail Server the server address and port
number are prefilled in Server Address field.
3. Based on the E-Mail
Mail Server selected Use SSL is set to Yes.. This option is used
to correspond over a secured network or send mails using secured mail servers.
E-Mail
Mail Service providers such as Gmail, Hotmail and Yahoo Mail use a
secured network/servers to communicate. (Note : Email Service providers user
port 465 to communicate over a secured network)
network
4. Based on the E-Mail
Mail Server selected Use SSL on Standard Port is enabled .
Some of the service providers use the default port (port 25) to communicate
over a secured network.
5. In the E-Mail Server enter the name of your SMTP server followed by the port
number (E.g., smtp.gmail.com:465 or smtp.yahoo.com:455). (Contact the
servicee provider or network administrator for further details).
6. By default the From field displays the name of the company that was entered
during Company Creation and stored in the company masters.
7. The From E-mail
mail Address field displays the e-mail
mail address entered
enter while
creating the company. Enter your email address, if you have not done so or if
you want to change the email id. This will not be updated to the company
master or retained for future use.
8. In case the mail server requires authentication, enter the user name and
password in Authentication User Name and Password fields respectively.
(Please contact the System Administrator for further details)
9. By default, Use SSL is set to No. Set this option to Yes to correspond over a
secured network or send mails using secured mail servers. E,g., gmail and
yahoo use secured servers for communication. (For further details contact the
System Administrator)

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10. Select the required format from the list of Formats displayed. The attachment
in the selected format is mailed to the recipient. The format available and their
respective parameters are listed below, click on the corresponding link to know
more about each format.
• ASCII (Comma Delimited)
• Excel (Spreadsheet)
o To format the contents of the file select Yes in Excel (Spreadsheet)
formatting.
o Set With Colour
olour to Yes in order to retain the background colour in the
exported file.
o To accept the default Output Sheet Name press Enter or provide the sheet
name of your choice.
• HTML (Web publishing)
o Select the required resolution from the list of Resolutions displayed. You
may opt for higher resolution in order to get quality output. This option will
appear when the user has selected HTML (Web Publishing) format only.
• JPEG (Image)
o Select the required page size from the list of Paper Sizes displayed.
o The Page Width, Height (in mms) is pre-filled
lled for the standard paper sizes.
The user needs to enter the paper dimensions in millimeters on selecting the
User Defined from the list of Paper Sizes displayed.
o Select the required page orientation from the list of Page Orientations
displayed
• PDF (Portable Data Format)
o Select the required page size from the list of Paper Sizes displayed.
o The Page Width, Height (in mms) is pre-filled
filled for the standard paper sizes.
The user needs to enter the paper dimensions in millimeters on selecting the
User Defined from the list of Paper Sizes displayed.

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 o Select the required page orientation from the list of Page Orientations
displayed
• XML (Data Interchange)

The completed E-Mail Configuration screen appears as shown (Screen 2):

Screen 2
Tally.ERP 9 is configured to send emails. You can now email the listed reports
without using any third party applications

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