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Email App Password Setup Guide

What is an App Password?​

An app password is a special password that allows third-party applications (like ours) to securely access your email account. It's different from your regular email password and provides a safer way to connect external apps to your email without sharing your main login credentials.

Important: App passwords are required when you have two-factor authentication (2FA) enabled on your email account, which we strongly recommend for security.

Gmail Setup​

Prerequisites​

  • You must have 2-Factor Authentication enabled on your Google account
  • Your Google account must support App Passwords (some workspace accounts may have restrictions)

Step-by-Step Instructions​

  1. Go to your Google Account settings

Google Account Settings

  1. Navigate to Security
    • Click "Security" in the left sidebar
    • Scroll down to "How you sign in to Google"

How you sign in

  1. Generate App Password
    • Click "2-Step Verification" (must be enabled first)
    • Scroll down and click "App passwords"
    • You may need to sign in again

2 factor authentication

  1. Create the Password
    • Enter a name like "TalentScoutAI Email Integration"
    • Click "Generate"

Create Password

  1. Copy the Password
    • Google will display a 16-character password
    • Copy this password immediately (you won't see it again)
    • Use this password in our app, NOT your regular Gmail password

Copy Password

Troubleshooting Gmail​

  • Can't find App Passwords? Ensure 2FA is enabled first
  • Option grayed out? Your organization might restrict app passwords
  • "Less secure app access" is deprecated - use App Passwords instead

Outlook/Hotmail Setup​

Microsoft has different approaches depending on your account type:

For Personal Microsoft Accounts (outlook.com, hotmail.com, live.com)​

  1. Sign in to Microsoft Account

  2. Navigate to Security

    • Click "Security" at the top
    • Select "Manage How I Sign In" button in the "Account" section

Navigate to Security 1 Navigate to Security 2

  1. Enable App Passwords
    • Turn on "Two-step verification" if not already enabled
    • Find "App passwords" section
    • Click "Create a new app password"

Enable App Passwords

  1. Generate Password
    • Copy the generated password (you won't see it again)
    • Use this in our application

Generate Password

For Microsoft 365/Exchange Accounts​

Microsoft 365 accounts typically use Modern Authentication instead of app passwords. Contact your IT administrator if you're unsure about your account type.

Troubleshooting Outlook​

  • No App Passwords option? You might have a work/school account managed by your organization
  • Authentication fails? Try enabling "Less secure app access" in Security settings (not recommended for production)

Other Email Providers​

Common Providers Setup:​

Apple iCloud:

  1. Sign in to appleid.apple.com
  2. Go to Security → App-Specific Passwords
  3. Generate password for your app

Custom SMTP Servers:

  • Contact your email administrator
  • You might need regular credentials or specific app passwords
  • Ensure SMTP settings are correct (server, port, encryption)

Security Best Practices​

Do's ✅​

  • Use unique app passwords for each application
  • Revoke app passwords when you stop using an app
  • Keep app passwords confidential
  • Enable 2FA on your email account

Don'ts ❌​

  • Never share app passwords with others
  • Don't use your regular email password in third-party apps
  • Don't store app passwords in unsecured locations
  • Don't reuse app passwords across multiple applications

Testing Your Setup​

After generating your app password:

  1. Use these credentials in our app:

    • Email: your full email address
    • Password: the generated app password (not your regular password)

  2. Send a test email to verify the connection works

  3. Check for error messages and refer to troubleshooting sections below

Common Issues & Solutions​

"Authentication Failed" Errors​

  • Double-check you're using the app password, not your regular password
  • Verify 2FA is enabled on your account
  • Ensure the app password was generated correctly
  • Try generating a new app password

"Less Secure App" Warnings​

  • This usually means you need to use an app password instead
  • Enable 2FA and generate an app password
  • Some providers are phasing out "less secure app" access

SMTP Connection Issues​

  • Verify SMTP server settings are correct
  • Check if your email provider requires specific ports or encryption
  • Some providers block SMTP access by default

Account-Specific Issues​

  • Work/School accounts: May have restrictions - contact your IT admin
  • Regional restrictions: Some countries/regions may limit app access
  • Account age: Very new accounts might have temporary restrictions

Need Help?​

If you're still having trouble after following these guides:

  1. Check your email provider's help documentation for the most up-to-date instructions

  2. Contact our support team with:

    • Your email provider
    • The specific error message you're seeing
    • Screenshots of any error screens (with sensitive info redacted)

  3. Alternative: Consider using OAuth authentication if your email provider supports it (Gmail and Outlook both offer OAuth options)

Frequently Asked Questions​

Q: Is it safe to give my app password to your application?

A: App passwords are designed for this purpose and are safer than using your main password. However, only share them with trusted applications. You can revoke app passwords anytime.

Q: What if my email provider doesn't support app passwords?

A: Some newer providers use OAuth instead. Contact us for guidance on your specific provider.

Q: Can I use the same app password for multiple apps?

A: While technically possible, it's better security practice to generate unique app passwords for each application.

Q: What happens if I change my main email password?

A: App passwords remain valid even if you change your main password. You only need to regenerate them if you revoke them or disable 2FA.