Last updated: March 7th, 2024

Setting Up Email in Sage 50: A Comprehensive Guide

Sage 50 is a powerful accounting software that helps businesses manage their finances efficiently. One of the useful features of Sage 50 is the ability to set up email within the software. This allows businesses to send invoices, reports, and other important documents directly from Sage 50 to their clients and stakeholders. In this guide, we will walk you through the steps to set up email in Sage 50.

Prerequisites for Setting Up Email in Sage 50

Before you begin the process of setting up email in Sage 50, you need to ensure that you have the following information:

• A valid username and password for your email server
• The address of the incoming mail server (IMAP or POP3)
• The address of the outgoing mail server (SMTP)
• The port number for the mail servers (usually 587 or 465 for secure connections)

If you are unsure about any of these details, you can contact your email service provider or your IT department for assistance.

Methods for Setting Up Email in Sage 50

There are two main methods for setting up email in Sage 50:

1. Using the Default Email Application
2. Using Webmail

Method 1: Using the Default Email Application

This method involves using a MAPI (Messaging Application Programming Interface) compliant email application such as Microsoft Outlook. Here are the steps to set up email using this method:

1. Open Sage 50 and navigate to the Maintain menu at the top of the screen.
2. Click on Email Setup.
3. Select Default Email Application.
4. Sage 50 will now use your MAPI compliant email application to send emails from within the software.

Method 2: Using Webmail

If you prefer to use a webmail service such as Gmail, Yahoo, or Outlook.com, you can set up email in Sage 50 using this method. Here are the steps:

1. Open Sage 50 and navigate to the Maintain menu at the top of the screen.
2. Click on Email Setup.
3. Change the mail setting from Default to Use a Webmail Account.
4. Click on the Add Account Information link.
5. Select your webmail service type (Gmail, Yahoo, Outlook, or Others).
6. Enter the email address you want to use for sending emails from Sage 50.
7. If you selected Gmail, Yahoo, or Outlook, click OK. If you selected Others, you will need to enter the SMTP server name and port number provided by your email service provider. You will also need to specify whether you require a secure (TLS/SSL) connection.
8. Once you have entered all the required information, click OK.

Note: If you are using a Gmail or Yahoo account, you may need to configure your account settings to allow less secure applications. Otherwise, these services may block emails sent from Sage 50.

Editing Email Settings in Sage 50

Once you have set up email in Sage 50, you can edit the settings at any time by clicking on the Edit hyperlink next to the email account. This will allow you to change the email address, server settings, or other details as needed.

Troubleshooting Email Issues in Sage 50

If you encounter any issues while setting up or using email in Sage 50, here are some troubleshooting tips:

• Ensure that you have entered the correct server settings and port numbers. You can contact your email service provider for assistance if needed.
• If you are using a webmail service, make sure that you have configured your account settings to allow less secure applications.
• If you are using Microsoft Outlook, ensure that it is installed on the same computer as Sage 50 and that it is set as the default email application.
• If you encounter an error message such as "There is no email program associated to perform the requested action", it may be due to a mismatch in security settings between Sage 50 and Outlook. Try installing Outlook as an administrator and then reinstalling the Email Writer component of Sage 50.

Frequently Asked Questions (FAQs)

Q1: How can I get the email server settings for Microsoft Outlook?

A1: To find the email server settings for Microsoft Outlook, follow these steps:

1. Open the Control Panel on your computer.
2. Click on Mail.
3. Click on Email Accounts.
4. Select your email account and click on Change.
5. You will see the SMTP address of the outgoing mail server.
6. Click on More Settings.
7. Go to the Advanced tab.
8. Next to the Outgoing Mail Server (SMTP), you will see the port number.

Q2: What should I do if I get the error "There is no email program associated to perform the requested action" in Sage 50?

A2: This error can occur if Sage 50 and Outlook are not running at the same security level. It can also happen if you have multiple email addresses separated by spaces or commas when batch emailing. To resolve this issue:

1. Install Microsoft Outlook as an administrator.
2. Uninstall and reinstall the Email Writer component of Sage 50.
3. Ensure that each customer record has only one email address.

Q3: Can I send invoices by email from Sage 50?

A3: Yes, you can send invoices by email from Sage 50. To send a single invoice, open the invoice in the Sales/Invoicing window and click on the Email button. To send a batch of invoices, select the invoices you want to send and click on Email from within the Sales/Invoicing window.

Q4: How do I set up Outlook for Sage 50?

A4: To set up Outlook for Sage 50, follow these steps:

1. Open Sage 50 and click on Tools.
2. Click on Options.
3. Click on the Email Setup tab.
4. From the Default Provider drop-down list, select Microsoft Outlook.
5. Click on Finish and then OK.

Conclusion

Setting up email in Sage 50 is a straightforward process that can help streamline your business communications. By following the steps outlined in this guide, you can easily configure your email settings and start sending invoices, reports, and other documents directly from Sage 50. If you encounter any issues along the way, refer to the troubleshooting tips and FAQs for assistance.