Modern Authentication or OAuth 2.0 is a stronger security option provided by some email providers including Microsoft Outlook and Google Gmail.

Authenticating your email account is required by your email provider and allows its use in EXACT.

Please Note: All screenshots are correct at the time of writing this article, Software of Excellence and Henry Schein One are not responsible for any changes implemented by third-party software. Due to this, screenshots represented in this article may be out-of-date. Please refer to the software provider for the most relevant images.

Accessing email configuration options

1. Go to configure - Email and SMS setup.
   • Select Microsoft Office 365.
     
2. You will be prompted with your account details.
   • If pre-populated, check these are correct and confirm.
   • If blank, enter your details.
   • Once all information is correct, you must authenticate your email account.
     
3. You may be prompted to select your admin or primary alias account.
   • If your account is not displayed on the accounts option, add your account by using another account then following the login prompt/s.
     
4. A Microsoft Windows prompt will be displayed.
   • Here you must confirm you wish for EXACT to have access and connect to your chosen email account.
     
5. If prompted, please enter the password for the email account (this will be the one noted from the original window in EXACT).
   • If you account has 2FA/MFA (2-Factor Authentication) enabled, follow the steps outlined in the prompts to connect your account.
     
6. Continue through the configuration prompts.
7. Once you have entered the password or code/confirmed in the authenticator app, confirmation of the authentication will be displayed;
   • A green tick will display if the authentication has been successful.
   • A red cross will display if the connection has unsuccessful, if this is displayed please view the resolutions outlined below.
     
8. Upon authenticating your account, with a green tick, continue through the configuration prompts to save your settings and connect your Outlook account to EXACT.

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.

1. An EXACT administrator must be available to utilise this option.
2. Click the Reset Mailbox Counter.
3. An admin login prompt will display.
   • Your EXACT administrator must enter their EXACT login credentials to confirm the reset.
   • If you are logged in as an EXACT administrator, these will be pre-populated.
4. Confirm you wish to proceed.

Unlicensed Email accounts (using the primary alias account credentials) 

The following error occurs when an unlicensed email account is being used for configuration, this can be resolved by following the steps below.

1. Access www.office.com to open the website and log into your Office 365 admin account.
2. Access the admin centre by selecting the squares in the upper left then admin
   
   • Or if click the burger icon (three lines) followed by users.
        
3. Navigate to Active Users, this will display users and their current license state.
   
4. If the user you are attempting to log in with is unlicensed you will need to purchase a license or transfer one from another account. Navigate to License and apps to view available licenses.
   
5. Navigate to Mail then click Manage email apps to confirm IMAP and Authenticated SMTP are both ticked.
6. Once this has been completed, complete configuration of your email account in EXACT again.

Authentication and re-authentication

Microsoft email accounts use an authentication token to allow connection via modern authentication (OAuth). To ensure any software connected to an email account is secure, it is required for these tokens to expire. When this occurs, re-authentication is necessary.

EXACT will alert admin users via a pop-up message to re-authenticate. When this message appears, click Re-authenticate Now, following the on screen steps to ensure your practice can continue to send and receive emails.

Script Error

The following error has been found to be caused by incomplete tasks awaiting completion within an Office 365 account.

1. Access www.office.com to open the website and log into your Office 365 admin account.
2. Confirm any Microsoft prompts.
3. Once logged into your admin account, select Outlook on the left of the website and confirm any Microsoft prompts.
4. Once this has been completed, complete the configuration of your email account in EXACT again.

Blank or incorrect login credentials

If, when logging into your email account your login credentials (username and password) are not auto-populated or are pre-filled with the wrong details, follow these steps;

1. Type settings into your Windows search bar at the bottom of your computer screen.
2. Click on the settings option.
3. Select accounts from the side menu.
4. Select the option; access work or school.
   • Select the connected account to reveal more options.
   • Click the disconnect option then proceed to disconnect from this account.
5.  Connect the correct account.
6. Retry your authentication in EXACT.

Tips, tricks and additional information

• Microsoft Outlook Authentication configuration is available from EXACT V13.706.
• Google Gmail Authentication configuration is currently undergoing development and will be available during 2024.

• Personal or a non-business Microsoft email accounts are configured using alternative methods, please read the dedicated help article, Email configuration - Outlook and Hotmail (personal accounts).