> For the complete documentation index, see [llms.txt](https://docs.sendman.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.sendman.com/configuration/get-started/generic-guide.md).

# Generic Guide

Step-by-step guide to send the first message through Sendman

This guide takes you from a new Sendman instance to the first delivered message. It works for any SMTP backend and any client. For Exchange Online and for printers and scanners, see the [Scenario-based Guides](/configuration/get-started/scenario-based-guides.md) for additional details.

{% hint style="info" %}
Your Admin Portal is available at `https://YOURNAME.sendman.com`. The same hostname is used by your clients to send mail.
{% endhint %}

## Step 1: Sign in and grant access

1. Open your Admin Portal and sign in with the account that was registered during onboarding.
2. Go to **Settings → Permissions** and add the colleagues who shall manage Sendman as **Administrators**, and those who only need read access as **Viewers**.
3. Click **Save permissions**.

More details: [Permissions](/admin-portal/settings/permissions.md)

## Step 2: Configure the SMTP backend

Sendman needs to know where to deliver accepted messages.

1. Go to **Settings → SMTP Backend**.
2. Enter the **Server address** and **Port** of your mail server (usually port 587).
3. If your mail server requires authentication, enter the **Username** and **Password** of the account Sendman shall use and leave **Authenticate at the backend with these credentials** switched on.
4. Click **Save backend settings**.

{% hint style="warning" %}
As long as no backend server is configured, Sendman answers every connection with `421 Service not available`.
{% endhint %}

More details: [SMTP Backend](/admin-portal/settings/smtp-backend.md)

## Step 3: Allow your client networks

1. Go to **Sendman → IP Allow List** and click **Add range**.
2. Enter the **Start address** and **End address** of the network your clients connect from. For clients on the internet, this is the public IP address of your internet connection. For a single address, enter the same address twice.
3. Add a **Description**, e.g. `Office network`, and save.

{% hint style="info" %}
Connections from addresses that are not on the allow list are closed immediately, without any SMTP reply. If your client reports a dropped connection, check the allow list first.
{% endhint %}

More details: [IP Allow List](/admin-portal/sendman/ip-allow-list.md)

## Step 4: Create an SMTP credential

Skip this step if your clients sign in with Entra ID accounts or send anonymously.

1. Go to **Sendman → SMTP Credentials** and click **Add credential**.
2. Enter a **Username**, e.g. `scanner-hq`, and a strong **Password**.
3. Save the credential and note the password. It cannot be displayed again.

More details: [SMTP Credentials](/admin-portal/sendman/smtp-credentials.md)

## Step 5: Create an authorization policy

Without a policy, Sendman rejects every message, even from authenticated clients.

1. Go to **Sendman → Authorization Policies** and click **Add policy**.
2. Under **Applies to**, select the **Identity provider** `Sendman` and the **Username** created in step 4.
3. Under **Permissions**, enter the **Allowed senders**, e.g. `scanner@contoso.com`.
4. Either tick **Allow any recipient**, or enter the **Allowed receivers** as patterns, e.g. `.*@contoso\.com` to allow internal recipients only.
5. Save the policy.

More details: [Authorization Policies](/admin-portal/sendman/authorization-policies.md)

## Step 6: Configure the client

Configure your device or application with the following settings:

| Setting        | Value                                      |
| -------------- | ------------------------------------------ |
| SMTP server    | `YOURNAME.sendman.com`                     |
| Port           | `587` with STARTTLS, or `465` with SSL/TLS |
| Authentication | Username and password from step 4          |
| Sender address | One of the allowed senders from step 5     |

Send a test message. If it does not arrive, check [Logs](/admin-portal/insights/logs.md) and the [SMTP Reply Codes](/other/troubleshooting/smtp-reply-codes.md).

More details: [Client Connection Settings](/configuration/client-connection-settings.md)


---

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