Set Up Outlook as an Email Server

Cloud Voice can route its email through your organization’s Microsoft 365 account instead of a generic mail relay. Rather than storing a mailbox password, the connection relies on modern (OAuth) authentication: you register an application in Microsoft Entra ID, hand its credentials to Cloud Voice, and grant consent once. After that, Cloud Voice sends notifications, voicemail-to-email, faxes, and other messages as your Microsoft account.

The setup has three parts: copy a redirect URI (the web address Microsoft returns to after sign-in) out of Cloud Voice, register an Entra ID application that trusts it, then paste the application’s credentials back into Cloud Voice and authorize the connection.

Requirements

Platform	Requirement
Cloud Voice	Firmware 84.14.0.24 or later; Enterprise (EP) or Ultimate (UP) plan.
Microsoft 365	A Microsoft account with the Global Administrator role and a Microsoft 365 Business Standard license, plus modern authentication enabled in the Microsoft 365 admin center.

Note

The Microsoft account you use becomes the designated sender for the SMTP (Simple Mail Transfer Protocol, the standard for sending email) server, so every message Cloud Voice sends appears to come from it.

Step 1. Copy the redirect URI from Cloud Voice

Cloud Voice generates a redirect URI that Microsoft Entra ID needs to trust. Grab it first so you can paste it during registration.

1. Sign in to the Cloud Voice admin portal and go to System > Email > Email Server.
2. Set Type of Email Server to Custom Email Server.
3. Set Select Email Server Provider to Microsoft.
4. In the Redirect URI field, select and copy the URI you want to use.

Step 2. Register an application in Microsoft Entra ID

Create an Entra ID application that trusts the redirect URI from Step 1, then collect the three credentials Cloud Voice will need: the tenant ID, the client ID, and a client secret.

1. Sign in to the Microsoft Azure portal with your Global Administrator account.

2. Search for and open the Microsoft Entra ID service to reach your organization’s directory.

   

3. In the directory’s left navigation, open App registrations and click New registration.

   

4. On the Register an application page, fill in the registration details and click Register:

   • Name: a label that helps you recognize the application later.
   • Supported account types: choose Accounts in this organizational directory only.
   • Redirect URI: set the platform to Web, then paste the redirect URI you copied in Step 1.

   

   When registration succeeds, you land on the application’s Overview page.

5. On the Overview page, note the Application (client) ID and Directory (tenant) ID: you’ll enter both into Cloud Voice.

   

6. Create a client secret for the application:

   a. In the application’s left navigation, go to Certificates & secrets > Client secrets and click New client secret.

   

   b. Add a description, set an expiration date, and click Add. The new secret appears in the Client secrets list.

   

   Tip

   The secret stops working on the expiration date you choose. When it expires, Cloud Voice can no longer authenticate and email stops sending until you create a new secret and re-enter it. Pick a longer expiration to cut down on rotations, and set a calendar reminder ahead of the expiry date.

   c. Copy the secret’s Value and store it somewhere safe.

   Caution

   Copy the secret’s value before you leave this page, Microsoft displays it only once. If you lose it, you’ll have to generate a new secret.

   

Step 3. Configure SMTP on Cloud Voice

Enter the Entra ID credentials in Cloud Voice, then complete a one-time Microsoft sign-in to authorize the connection.

1. In the Cloud Voice admin portal, go to System > Email > Email Server.

2. Set Type of Email Server to Custom Email Server.

3. Set Select Email Server Provider to Microsoft.

4. Enter the credentials you collected from the Entra ID application:

   • Tenant ID: the application’s Directory (tenant) ID.
   • Application (Client) ID: the application’s client ID.
   • Client Secret: the secret value you copied.

   

5. Click Save. Cloud Voice redirects you to the Microsoft sign-in page.

6. Sign in with the Microsoft account that holds the Global Administrator role.

   

7. In the consent window, select Consent on behalf of your organization, then click Accept.

   

   Back on the Cloud Voice page, the Status field changes to Connected, confirming that authentication succeeded and Outlook is now the email server.

   

8. Send a test message to confirm the server works:

   a. Click Test.

   b. In the pop-up, enter a recipient’s address in the Email Address field and click Test.

Result

When the test succeeds, the page shows Success and the recipient receives the message. The sender name and address match the Microsoft account’s display name and user principal name, for example, admin <admin@yourcompany.onmicrosoft.com>.

To change the sender name on outgoing mail, update the display name on the Microsoft account.

Note

If the test fails, the page shows Failed to send along with an error message that describes the problem.