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Set Up an App Password for Emailing

If you use a Gmail account to send emails from your PDS program, you must set up an App Password with Google. This is a security feature, required by Google, that ensures your Gmail account is used safely. For more information about App Passwords, see this Google help topic.

Note: If your office shares one Gmail account to send emails from PDS, you only need to set up one App Password for that account to use in all your PDS programs. If different staff use their own Gmail account for their own instance of PDS, each person needs to set up an App Password.
  1. Turn on 2-Step Verification.
    1. Log in to your Google account.
    2. Go to the Security section: https://myaccount.google.com/security.
    3. Under "How you sign in to Google", click 2-Step Verification. Enter your password to continue.
    4. Click Get Started, and follow the on-screen steps.
  2. Set up an App Password for Gmail.
    1. Log in to your Google account.
    2. Go to the Security section: https://myaccount.google.com/security.
    3. Under "How you sign in to Google", click 2-Step Verification. Scroll down, and click App passwords. Enter your password to continue.
      Note: If you don't have this option, it might be because 2-Step Verification is only set up for security keys, your account is through an organization that doesn't allow this, or Advanced Protection is enabled.
    4. Click Select app, and select Mail. Click Select device, and select the device you use for PDS, such as Windows Computer or Mac.
    5. Click Generate.
      Your new App Password displays as the 16-character code in the yellow bar.
    6. Copy your App Password to your computer's clipboard, then click Done.
  3. Enter the App Password into your PDS Email setup.
    1. Open your PDS program.
    2. On the File menu, click Setup then open your Email setup window.
    3. Confirm that your Email Server (SMTP) and Port are correct, and ensure that Server Requires Authentication is selected.
    4. Confirm that your account name (your Gmail address) is correct.
    5. For Password, paste your App Password from your computer's clipboard.
    6. Click OK.
    7. Repeat this for any other PDS programs you send emails out of. If you're using the same Gmail account in other programs, you can use the same App Password.

Now, you can send emails from your PDS programs.

App Passwords do not expire on a regular basis. However, if you change your Google password, you must set up a new App Password at that time.

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Last updated: February 28, 2024