Email Configuration

Configure email settings to send books directly to your devices or recipients. Set up email providers (like Gmail, Outlook, or custom SMTP servers) and manage recipient email addresses.

Navigate to Settings > Email to access this page. Requires the Email Books permission.

Overview

The Email Configuration page has two sections:

Email Providers: SMTP server configurations used to send books
Recipient Emails: Email addresses where books are delivered

Once you have a default provider and a default recipient configured, you can send books with a single click using Quick Send from any book card menu.

Email Providers

An email provider is an SMTP server configuration that Grimmory uses to send books. You can add multiple providers and set one as the default.

Adding a Provider

Click ”+ Add Provider” to open the creation dialog.

Field	Required	Description
Provider Name	Yes	A descriptive name (e.g., “Gmail”, “Office SMTP”)
Host	Yes	SMTP server hostname (e.g., `smtp.gmail.com`)
Port	Yes	SMTP server port (typically `587` for STARTTLS or `465` for SSL)
Username	No	Authentication username (usually your email address)
Password	No	Authentication password or app password
From Address	No	The sender email address displayed to recipients

Checkboxes:

Option	Description
Authentication	Enable SMTP authentication with the username and password above
StartTLS	Enable STARTTLS encryption (recommended for port 587)
Shared	Admin only. Makes this provider available to all users on the instance.

Default Provider

The radio button next to each provider controls which one is the default. The default provider is used for Quick Send. Your first provider is automatically set as the default.

Shared Providers

Admins can mark a provider as Shared to make it available to all users. This is useful for organization-wide SMTP servers so individual users don’t need to configure their own.

Shared providers appear in every user’s provider list
Only the admin who created a shared provider can edit or delete it
Non-admin users see shared providers as read-only

Editing and Deleting

Each provider has edit and delete buttons. Click edit to modify settings inline, or delete to remove the provider. If you delete the default provider, another provider is automatically assigned as the new default.

Recipient Emails

Recipients are the email addresses where books are sent. Each user manages their own private list of recipients.

Adding a Recipient

Click ”+ Add Recipient” to add a new recipient.

Field	Required	Description
Email	Yes	The recipient’s email address
Name	Yes	A label for the recipient (e.g., “My Kindle”, “John’s iPad”)

Default Recipient

The radio button next to each recipient controls which one is the default. The default recipient is used for Quick Send. Your first recipient is automatically set as the default.

Sending Books

Once your email provider and recipients are configured, you can send books from any book card menu.

Quick Send

Select Email Book > Quick Send from the book card menu. The book is sent immediately using your default provider and default recipient with no further interaction.

Custom Send

Select Email Book > Custom Send from the book card menu to open a dialog where you can:

Choose a provider from your available providers (personal + shared)
Choose a recipient from your recipient list
Choose a file format if the book has multiple formats (e.g., EPUB and PDF)

The dialog shows the file size for each format and warns you if a file exceeds 25 MB.

Gmail Setup

Gmail is the most common provider. Here’s how to set it up:

Step 1: Generate an App Password

Go to Google Account Security Settings
Ensure 2-Step Verification is enabled (required for app passwords)
Navigate to App Passwords
Select Mail as the app type, choose Other, enter “Grimmory”
Click Generate and copy the 16-character password

Step 2: Add Gmail as a Provider

Use these settings when creating the provider:

Field	Value
Provider Name	Gmail
Host	`smtp.gmail.com`
Port	`587`
Username	Your Gmail address
Password	The 16-character app password
From Address	Your Gmail address
Authentication	Checked
StartTLS	Checked

Other Common Providers

Provider	Host	Port	Auth	StartTLS
Gmail	`smtp.gmail.com`	587	Yes	Yes
Outlook/Hotmail	`smtp-mail.outlook.com`	587	Yes	Yes
Yahoo	`smtp.mail.yahoo.com`	587	Yes	Yes
Custom SMTP	Your server’s hostname	Per your server	Per your server	Per your server

Troubleshooting

Authentication Failed

Verify you’re using an app password, not your regular account password
Confirm 2-Factor Authentication is enabled (required by Gmail for app passwords)
Double-check the username and password fields

Connection Timeout

Confirm the host and port are correct
Ensure StartTLS is enabled for port 587
Check that your network or Docker container allows outbound SMTP connections

Books Not Arriving

Check the recipient’s spam/junk folder
Verify the recipient email address is correct
For Kindle users, ensure your sending address is added to the Approved Personal Document Email List in your Amazon account

Cannot See Email Settings

Verify you have the Email Books permission. Contact your administrator if needed.

Notes

Email providers and recipients are personal to each user. Other users cannot see or use your private configurations.
All email provider and recipient changes are recorded in the Audit Log.
The connection type is auto-detected: port 465 uses SSL, port 587 with StartTLS uses STARTTLS, otherwise plain SMTP.
Email sending happens asynchronously. You’ll see a toast notification when the send completes or fails.
Supported formats for sending: EPUB, PDF, CBX (CBZ/CBR/CB7), MOBI, AZW3, FB2, and Audiobook (M4B/M4A/MP3).