How to Send Emails From EMS?

EMS supports sending emails through three main methods: OpenSMTP, OpenOutlook, and OpenGmail. As of April 30, 2026, EMS requires OAuth authentication for SMTP, enhancing security and aligning with Microsoft’s updated standards

Global email settings are applied in EMS in System Administration > Settings > Email Settings. These settings have no impact on your email notification service or Virtual EMS, and are available only to System Administrators.

This topic provides information about the following email settings:

ClosedSMTP

  • Tracks emails sent from EMS in Reservation Navigator/Reservations > Other > Email History, viewable by users.

  • Customizable SMTP signature line in Settings > Preferences > SMTP Email Signature.

  • Reservation confirmation emails originate from either Department or User.

  • Required SMTP information: Server address, security settings, user account info, etc.

  • New Requirement: Must configure OAuth credentials (Client ID, Client Secret, Token URL) for SMTP authentication​​.

  • Firewall settings: Each client machine must be able to relay to the SMTP server.

  • Security update: EMS now uses the EmailSenderOauth class for sending emails, improving security and compatibility with modern authentication standards.

ClosedOutlook

  • Does not track emails sent through EMS; messages are stored in the Outlook Sent folder for each user, subject to mailbox size limits.

  • Sent emails originate from the user's Outlook account unless otherwise specified in Outlook (subject to mailbox permissions).

  • EMS launches Outlook as a web-based Mail To link; does not launch other mail programs.

  • Booking-level changes in reservations trigger Outlook updates; reservation-level changes are logged but do not send updates.

ClosedGmail

  • User must add their Gmail account information in Settings > Preferences

  • Tracks emails sent through EMS within EMS (see SMTP above) and Gmail Sent folder

  • Not available to users with 2-step Account Verification on their Gmail account

ClosedFrequently Asked Questions

Questions SMTP Outlook Gmail
Can all outgoing email confirmations automatically be CC'ed to a distribution list? No No No
Can an email be sent high priority? No Yes* No
Compatible with EMS Web Client? Yes No Yes
Saves attachments in EMS? (Outlook and Gmail save attachments in mail client) Yes** No Yes**
Can all EMS users see the sent emails? Yes No Yes
Compatible with EMS Desktop Client application in Citrix server environment? Yes No Yes

*Must be set manually

**Parameter setting – can greatly increase database size. We do not recommend in SQL Express 2008 R2. This is not available in EMS Lite.