Your system can connect to your personal Outlook or Hotmail email account, allowing you to send and receive emails from EXACT using your practice email account.

Configuring a Personal Outlook or Hotmail Email Account in EXACT

1. Log into EXACT.
2. Go to Configure - Email and SMS Setup.
3. Select Microsoft Office 365.
4. Enter your email address into Practice Email Address.
5. Click Authenticate.
   • You will be prompted by Microsoft to confirm your login, credentials and any Multi Factor Authentication (MFA) your account has enabled.
   • You may be prompted to select your admin or primary alias account, if your account is not shown select User another account to add these credentials.
   • Follow the authentication instructions, confirming the instructions to allow access to your email account.
   • Once complete, the Status will update to a green tick and the text Authenticated.
6. If this is a new email account, once your account has been authenticated and email setup you will be prompted to update the email in your practice information, click yes.
   • This ensures all future communications to patients have your new email account.

⚠️ Please Note: Your configuration settings will not be saved until you click Finish on the last window in the configuration wizard, this is regardless if the test has been completed or not.

⚠️ Important: Using the POP/POP3 option will move all existing and future emails from your GoDaddy mail server online to EXACT. Once this has been completed you can not return these emails back to your GoDaddy online account.  Only use POP settings if you’re sure you want your emails to remain in EXACT and not be visible elsewhere.

💡Tip: The level of encryption used when sending emails is determined by your email provider, in addition to this, the recipients email provider will also determine the level of encryption used.

Bypassing OAuth Configuration

This is only to be used if advised to do so by the EXACT support team.

1. Navigate to Configure - Email and SMS Setup.
2. Select Other Email in the configuration wizard.
3. Enter your email credentials, Practice Email Address and User Name (this is usually your email address) and password.
4. Select if you wish to receive email in EXACT.
5. Enter the mail server credentials as below;
   • Incoming Mail Server: imap-mail.outlook.com
   • Incoming Mail Port: 993
   • Tick Use IMAP
   • Outgoing Mail Server: smtp-mail.outlook.com
   • Incoming Mail Port: 587
   • Tick Use Authentication for outgoing email.
6. Press Test Credentials when everything is entered.
   
7. Click Next and follow the wizard through the pages to complete the setup.

Reset Mailbox Counter

This counter is used on the occasion that an entire mailbox is required to be re-downloaded to EXACT. An example of this would be when moving from a POP3 account to IMAP. Essentially this will re-download all emails, otherwise the counter will only retrieve new emails from your mailbox into EXACT.

Additional Information

💡Tip: If you have set up a new email account within EXACT and use Campaign+ and clicked “Yes” to the prompt to update your practice email account please contact the EXACT support team to register your email account for sending Campaign+ communications (you will receive an email link from Amazon Web Services to confirm your new email account address).