Email Payslips using @Outlook

@Outlook and various other Microsoft email addresses now have an option to create an application-specific password, which can be used for emailing payslips in Payroll Pro.
This is used with Outlook's 2-Step Verification, so it greatly improves security.

The official instructions by Microsoft are here, but if you find them hard to follow, you can try our instructions below.

Note: To help protect your account, Outlook may revoke your App Passwords when you change your Outlook account password. However, to continue to use an app with your Outlook account, just create a new App Password.

 

General Information

1. Set employees up to have an emailed payslip in the normal way:
   In "Add & Edit Employees" set the option "Payslip - Printed or Emailed" to either "Emailed" or "Both".
   This is found to the lower left of the employees record under the "Personal" tab.
   
   
   
2. After setting the employees to be paid:
   From the "Create Payslips" option, click on the "Email" button.
   
   
   
3. At the top, under the section "Step 1 - Setup", enter the following:
   
   

The above example shows setting up using your Outlook password.
HOWEVER, it is more secure to use a special app-specific password.
In fact, Microsoft may already require the app-specific password from now onwards. PLEASE READ BELOW to set this up.

 

To set up an App-Specific password for use in Payroll Pro

1. Go to your Outlook account and log in (for example https://login.live.com/, or https://outlook.live.com/, or other if applicable)
   
   
2. You should see a circle to the top right with a letter in it - usually the first letter of your account name.
   Click this, and a box will appear.
   In the box, click "My Profile".
   
   
   
3. You should now see a menu with "Security" as one of the options.
   Click "Security".
   
   
   
4. You may see the following if you have 2-factor authentication.
   If you don’t have 2-factor authentication you may be asked to set that up at this point, and if so, please use any instructions given to you on the site for this.
   
   
   
5. Once you have gone through the authentication process you will see some options. Choose “Advanced Security Options”:
   
   
   
6. Now look for this and click Create a new app password:
   
   
   
7. You will see this, with a randomly generated password.  
   
   
   
8. You can highlight it and then right click and then choose copy:
   
   
   
9. And then paste into Payroll Pro!
   
   
   
10. Reminder: to get to the above:
    Run Payroll Pro, and choose "Create Payslips" from the main menu.
    Then click "Email"
    
    If you get a message saying there are no employees to pay, click Continue.
    
    
11. After entering or pasting in the 16 character password in the Password box, click "Exit and SAVE any changes"
    
    
    
12. Now exit Payroll Pro and run it again.
    Go to Email payslips again, and send a test email. You should now be ready to go!
    
    
    

An Option - create a special email address for your payslips

If you are concerned about using your main email address for this, you could create another email account just for the purposes of emailing your payslips.

For example, if your email address is abccompany@???.com, you might create abccompany2@???.com or abccompanyps@???.com (adding ps for payslips into the name). But you can use anything as long as your employees know what it is.

You will still need to create an app-specific password as above for this new address. It doesn't have to be your name followed by ps - it can be anything you prefer.

If you do this, be sure to use the new address (e.g. abccompany2@???.com) for your "Employer's Email Address" and for the Username in Payroll Pro!

 

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