MLS 2026 includes integrated email capabilities used throughout the system for:

•Client communications

•Estimates and invoices

•Follow-up reminders

•Statements

•Reports

•Notifications

•Automated services

Before these functions can operate properly, the email system must be configured correctly.

Understanding Email Processing

Incoming email messages are stored temporarily on your provider’s mail server (commonly called a POP3 or IMAP server). Your email program then downloads or synchronizes those messages to your computer.

To configure MLS 2026 properly, you should know:

•Your email address

•Your outgoing mail server (SMTP server)

•Your authentication username (if required)

•Your authentication password

•Any special port or security settings required by your provider

Your Internet Service Provider (ISP) or email hosting company normally supplies this information.

Configure the Computer First

Before configuring MLS 2026:

•Verify the computer already has internet access

•Confirm that your normal email software works correctly

If Outlook, Outlook 365, or another email client cannot send and receive email properly, MLS 2026 will also be unable to communicate successfully.

Internet and email connectivity should normally be configured by:

•Your IT provider

•Your internet provider

•Your network specialist

Opening Email Setup

Go to:

Tools → Setup → Email Setup

You will then enter the appropriate settings for your preferred email method.

Basic SMTP Setup

SMTP Server

This is the address of your outgoing email server.

Examples:

•smtp.yourcompany.com

•mail.yourprovider.com

This value is supplied by your email provider.

Return Email Address

This is the email address that:

•Clients will see

•Replies will be sent to

•MLS 2026 will use as the sender identity

Port

The default SMTP email port is usually:

However, many providers now require:

•587

•465

depending on their security policies.

Some internet providers block Port 25 except for their own servers.

Authentication

Some email servers require login credentials before permitting email to be sent.

If required, enter:

•Authentication User ID

•Password

Then enable:

•Authentication

These settings are provided by your email hosting provider.

SSL / Secure Email

Modern email systems frequently require encrypted communication.

If your provider requires:

•SSL

•TLS

•Secure authentication

then:

•Check Use SSL

•Check Use CDO if required

CDO mode provides improved compatibility with highly secure SMTP systems.

Using MAPI (Recommended When Available)

If your workstation already uses an installed email program such as:

•Microsoft Outlook

•Outlook 365

you may choose:

Use MAPI

When enabled:

•MLS 2026 sends email through the installed mail client

•Messages appear in the user’s normal Sent Mail folders

•Replies return directly to the sending employee

•Individual workstation identities are maintained

This is often the easiest and most reliable configuration method.

In many business environments, MAPI is the preferred setup.

Gmail and Outlook OAuth2 Setup

Modern Gmail and Outlook systems now require secure OAuth2 authorization rather than simple username/password authentication.

MLS 2026 supports these modern authentication methods.

Gmail Setup Procedure

Step 1 — Allow Third-Party Access

Within your Google account:

•Enable third-party email application access if required

Step 2 — Enable Gmail in MLS 2026

In Email Setup:

•Check the Gmail option

•Click Connect

Step 3 — Google Sign-In

A Google sign-in window will appear.

•Your Gmail address

•Your password or authentication method

Google may display security warnings during this process.

Continue through the prompts until you reach:

•“Go to Auto Shop Writer”

Select it to continue.

Step 4 — Grant Permissions

You will eventually see a permission screen requesting authorization for MLS 2026 to send email.

Approve the requested permissions.

Step 5 — Final Authorization

Once complete:

•A confirmation message will appear

•The authorization token will be stored on the server

You do NOT need to repeat this process again unless:

•The authorization is revoked

•Passwords change

•Google invalidates the token

Outlook OAuth2 Setup

Modern Outlook / Microsoft 365 systems use a similar authorization process.

The procedure is nearly identical:

•Enable Outlook option

•Click Connect

•Sign into Microsoft

•Grant permissions

•Save authorization

Important Gmail / Outlook Notes

When using Gmail or Outlook OAuth2:

•Only ONE email method should be selected

•Do not combine SMTP and OAuth methods

•Once connected, MLS 2026 handles the authentication automatically

Use MLS Server

MLS 2026 also includes an optional MasterLink outbound email service.

If enabled:

•Most server settings are configured automatically

•You still provide your own reply-to email address

This option can simplify setup in difficult environments.

Troubleshooting Email Problems

Email issues are usually caused by:

•Incorrect SMTP server information

•Wrong passwords

•Blocked ports

•Firewall restrictions

•SSL/TLS mismatches

•ISP security policies

•OAuth authorization failures

Some providers simply do not permit traditional SMTP access.

Important Notes About Gmail

MasterLink Software supports Gmail connectivity but does not directly support Google account management.

If Gmail authentication fails:

•MLS support can assist with MLS-side configuration

•Google account issues must be resolved directly with Google

Best Practices

For the most reliable results:

•Use Outlook/MAPI when available

•Use secure authentication methods

•Keep passwords documented securely

•Verify outbound email functionality after setup

•Send a test email before relying on automated services

Final Notes

The MLS 2026 email system is tightly integrated throughout the program. Proper email setup is important because it affects: