What’s New?
Starting in June 2025, we’ve made it easier to configure SMTP with OAuth 2.0 in Pipefy. You can now connect your Microsoft Outlook email server directly—no need to manually set up an Authorization Server.
Why Was This Change Necessary?
🔒 Security First: Microsoft has announced it will discontinue support for Basic Authentication (username and password) for SMTP in September 2025. This means older connections using login credentials will stop working.
⚙️ Simplified Experience: We’ve removed the technical barriers to setting up OAuth 2.0, making the process much faster for IT administrators.
Benefits of Using Your Own SMTP
🔐 More Security
With modern authentication (OAuth 2.0) and encrypted connections, you eliminate the use of plain-text passwords and reduce the risk of unauthorized access when connecting your server (e.g., Microsoft Outlook).
💼 Brand Identity
Emails are sent using your company’s domain (e.g., mail@yourbrand.com), rather than a generic Pipefy domain.
📬 Better Deliverability
You have greater control over your sender reputation, lowering the chances of your emails being marked as spam. When using your own mail server (e.g., Microsoft Exchange, Google Workspace, or providers like SendGrid), your domain reputation is protected—leading to fewer blocks by recipient providers (like Gmail, Yahoo, Outlook).
🚀 Higher Sending Volume
Pipefy’s default sending limits are in place for performance and abuse protection. By using your own SMTP, you can send more emails—based on your provider's capacity.
🧩 IT Policy Compliance
Easily integrate with your internal infrastructure and security policies. Companies with strict IT or compliance requirements may mandate that all emails be sent through internal servers.
How to Set It Up (Step-by-Step)
Access Settings
Log in to Pipefy as an admin
Go to Admin Panel > Email Settings
2. Authenticate with OAuth 2.0
Look for the Add custom email addresses option
Click Connect with Microsoft
Sign in with your corporate Microsoft account
Authorize the connection when prompted
In the Microsoft Outlook setup, you’ll need to enter:
Sender Name
Custom Email Address
(Optional) A Pipe to automatically create cards from incoming emails
⚠️ If you select a Pipe to create cards, a new card will be created every time an email is received at that address. Make sure to set up inbox filters to manage this behavior and direct card creation properly.
After filling in the sender name and custom email address, click Save to successfully connect your Microsoft email account.
3. ⚠️ Set as Default Email for the Organization
To use your connected Microsoft SMTP as the default, select it from the Set default email option.
You're all set! Your emails will now be sent securely through your Microsoft server.
Where to Find It
Web Interface: Admin Panel > Email Settings
Availability: Global – Available to all customers
Requirements: Organization admin permissions
⚠️ IMPORTANT: Action Required for Existing Users
If you currently use Microsoft Outlook SMTP through:
smtp.office365.comsmtp-mail.outlook.com
🚨You must migrate to OAuth 2.0 authentication by September 2025.
⚠️ Migrating Existing Settings
If you are using Basic Auth:
1. Add a new connection using Connect with Microsoft
2. Remove the old SMTP configuration under Set up default SMTP server
3. Test Your Email Sending
4. Make sure everything is working as expected.
Need Help Migrating?
Reach out to our support team via chat or email. We're here to help with a smooth transition.