sage 50 cloud bundle with office 365 outlook email

Question

after upgraded to sage 50 cloud, software no longer be able to use [Moderator note: personal info removed]@greenstoneusa.com to send invoice, packing list to customer as we always do, it only shown email from outlook

Moved from Outlook | Windows | Classic Outlook for Windows | For home

Answer 1

Hello @GREENSTONE USA

Following your upgrade to Sage 50cloud, I understand that your invoices and packing lists are defaulting to your personal Outlook email rather than the professional @greenstoneusa.com address you have always used.

To move forward, it is important to understand how the upgrade changed the "handshake" between Sage and your email:

• Before (Legacy): Sage used SMTP (Simple Mail Transfer Protocol). It acted as an independent sender using its own server credentials, bypassing your Outlook settings entirely.
• Now (Sage 50cloud): The software uses MAPI (Messaging Application Programming Interface). Sage now "hands off" the document to your Default Outlook Profile. Consequently, Outlook sends the email using the primary account currently logged into your desktop.

Disclaimer: "Please note that Sage 50 Cloud is a third‑party application and not a Microsoft product. As such, I do not have full visibility into Sage’s internal systems, product design documentation, or proprietary diagnostic tools. While I can clarify certain information to help you move forward, I recommend contacting Sage Support directly to confirm whether there are additional internal settings or dedicated support options available for your environment."

As my end, I can only suggest that you can try to use a Shared Mailbox within Microsoft 365.

1/ Create the Shared Mailbox

• Access your Microsoft 365 Admin Center.
• Create a Shared Mailbox (e.g., ******@greenstoneusa.com).

2/ Assign Permissions

• Assign the user who operates Sage 50 the following permissions for that mailbox:
• Send As: Allows Sage to send emails appearing as the company address.
• Read and Manage: Allows you to see the "Sent" history in your own Outlook.
• Note: It may take 15-30 minutes for Microsoft servers to sync these permissions.

3/ Update Outlook Desktop

• Restart your Outlook app. The shared mailbox will automatically appear in your folder list.
• In Sage 50, when you go to email a form, Outlook will now recognize your authority to send via the @greenstoneusa.com address.

For your reference:

Create a shared mailbox - Microsoft 365 admin | Microsoft Learn

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Answer 2

In Classic Outlook for Windows, the sending address is controlled by which account/profile Outlook is using, and which account is selected as the default or in the From field.

To send from ******@greenstoneusa.com instead of ******@outlook.com, use these steps in Classic Outlook:

1. Make sure the business account is added to Outlook
   • Go to File > Account Settings > Account Settings.
   • On the Email tab, confirm that ******@greenstoneusa.com is listed as an account.
   • If it is missing, add it there first.
2. Set the correct default sending account
   • In the same Email tab list, select ******@greenstoneusa.com.
   • Click Set as Default and then Close.
   • This makes that account the default From address for new messages created directly in Outlook.
3. Force Outlook to always use the default account for new mail
   • Go to File > Options > Mail.
   • Under Send Messages, check Always use the default account when composing new messages.
   • Click OK.
4. Verify the From address when sending manually
   • When composing a message in Outlook, click From above the To line and choose ******@greenstoneusa.com if needed.

If Sage 50 uses Outlook as the mail client, it will use the Outlook profile and default account. After the above changes, Sage 50 should send via ******@greenstoneusa.com as long as that account is correctly configured in the same Outlook profile Sage is calling.

If Sage 50 is instead using its own SMTP settings, its email configuration inside Sage must be updated separately to use the ******@greenstoneusa.com account; that configuration is outside Outlook and must be adjusted in Sage.

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References:

• Change the account used to send email messages