Mail & messages
Set up email sending
Let Gfacility send every email from your own mailbox, through Microsoft 365 or an SMTP server, instead of from the default Gfacility address.
Updated Oct 20, 2026
Integrations · Mail & messages · 3.3
By default, Gfacility sends every email of your workspace from the Gfacility address. With email sending, those emails go out from your own mailbox instead, for example facilities@yourcompany.com. Recipients see your own sender, and replies reach you.
This is separate from the Office 365 integration: that one handles users, rooms and calendars, this setting only handles sending email.
What does it cover?
Through your own mailbox
Every email of the workspace: tickets and notifications, booking confirmations, visitor invitations, and emails from automations and forms.
Stays with Gfacility
Alerts to administrators that an integration or the email sending itself is failing. Those must arrive even when your own mailbox does not work.
Choose how Gfacility sends
Microsoft 365 (recommended)
Gfacility sends through Microsoft Graph with an app registration. No mailbox password needed, and you decide exactly which mailbox the app may send from.
SMTP
For any other mail server or sending service, such as Google Workspace, SendGrid or your hosting provider's mail server.
Option 1: Microsoft 365
A. In Microsoft Entra ID and Exchange (IT admin)
| Step | What to do |
|---|---|
| 1 | Choose the mailbox Gfacility sends from, for example a shared mailbox facilities@yourcompany.com. It must be an existing mailbox in your tenant. |
| 2 | Create an app registration, for example Gfacility Mail, or use the app registration of the Office 365 integration. Note the Application (client) ID and the Directory (tenant) ID. |
| 3 | Go to Certificates & secrets → New client secret and copy the Value straight away. Note the expiry date. |
| 4 | Give the app the right to send. Choose one of the two ways below. |
Way A · Exchange RBAC (recommended)
The app may only send from the mailbox you choose. Do not add Mail.Send in Entra ID; instead assign the Application Mail.Send role in Exchange Online, scoped to that mailbox.
Way B · Mail.Send in Entra ID
Add Mail.Send (Application) under API permissions and grant admin consent. Simpler, but the app may then send as any mailbox in the tenant.
Way A in PowerShell, following the same steps as for the calendars in the Office 365 integration:
Connect-ExchangeOnline
New-ServicePrincipal `
-AppId "<Application ID>" `
-ObjectId "<Enterprise App Object ID>" `
-DisplayName "Gfacility Mail"
New-ManagementScope `
-Name "Gfacility-MailSender" `
-RecipientRestrictionFilter "PrimarySmtpAddress -eq 'facilities@yourcompany.com'"
New-ManagementRoleAssignment `
-Name "Gfacility-MailSend-Scoped" `
-Role "Application Mail.Send" `
-App "<Application ID>" `
-CustomResourceScope "Gfacility-MailSender"
Test-ServicePrincipalAuthorization -Identity "<Application ID>" -Resource "facilities@yourcompany.com"The test must show InScope True, with Mail.Send. An RBAC change can take 30 minutes to a few hours to take effect.
B. In Gfacility (Gfacility admin)
Go to Integrations & Login. Email sending shows Not set up. Click Set up, choose Microsoft 365 (Microsoft Graph) as the provider and fill in:
| Field in Gfacility | What to enter |
|---|---|
| Sender address | The mailbox from step 1, e.g. facilities@yourcompany.com |
| Tenant ID | The Directory (tenant) ID from step 2 |
| Client ID | The Application (client) ID from step 2 |
| Client secret | The Value from step 3 |
With Microsoft 365, the sender name recipients see is the display name of the mailbox. For a different name, change it in Exchange. Emails from Gfacility are not saved in the mailbox’s Sent Items.
Option 2: SMTP
Get the details from whoever manages your mail server or sending service. In Gfacility, go to Integrations & Login → Email sending → Set up, choose SMTP and fill in:
| Field in Gfacility | What to enter |
|---|---|
| Sender address | The address Gfacility sends from |
| Sender name | Optional, e.g. Facilities Service Desk |
| SMTP host | E.g. smtp.yourprovider.com |
| Port | Usually 587 with TLS, or 465 with SSL |
| Encryption | TLS or SSL, as your provider specifies |
| Username and password | The mail server's login, if it requires one |
Testing
Click Test connection on the email sending row. Gfacility then sends a test email to your own email address and shows whether it was sent. If it fails, you see the error from the mail server or from Microsoft.