Service Information
Offboard Diagnostic Information System Service (ODIS Service)
Subject:

ODIS Service Email Outbox Configurations

Number: VOS-13-11
Date: May 22, 2013

Supersedes VOS-12-14 to include information from ODIS Service version 1.2.0.

1.0 – Introduction
A variety of network and email types are in use at US/CDN dealerships. In many cases, the firewalls or
other network restrictions applied by dealership IT and security policies define how the network and email
services are used by dealership personnel. As a result, the unique Email Outbox Connection parameters
required during ODIS Service installation and configuration “Phase 2” instructions depend entirely on
the specific email type and network configuration in use at individual dealerships.
We are aware that ODIS Service installers who performed successful email outbox configurations were the
same individuals who installed and set up the existing email services used on the dealership network, or
had the contracted dealership IT professional that originally did so, assist them with the email outbox
configuration.
Note:
Without exception, the various settings and configurations that were applied during the original
dealership email type installation must be known in order to configure the ODIS Service Email
Outbox. Guesswork is not an option!

2.0 – General Information
Due to the above, our immediate suggestions are as follows:
1. For assistance with the ODIS Service Email Outbox connection configuration contact the individual
who originally set up the email services on your dealership network or an IT professional with
email/network experience. Specific knowledge of your dealerships specific email type and its setup on
the dealership network are absolutely necessary.
2. If the individuals mentioned above are not accessible or the connection details are otherwise not
known, an option is to open a free web-based email account used only for submitting feedback via the
ODIS Service Support button. Follow the web-based email setup instructions and note the mail server
SMTP address and port number.
Be aware that web-based email accounts are often blocked by certain dealership IT and security
policies, so please check first.
3. Should one exist, contact your email services or network tech support line.
The variable and often customized nature of email setup, especially to fulfill dealership IT or security
policies, precludes VWGoA DTSS consultants from assisting with specific ODIS Service email outbox
connection parameter advice.
For overview information on various email types in use at dealerships refer to Section 3.0 (Page 2). For a
guide to the ODIS Service Email Outbox configuration window, refer to Section 4.0 (Page 3).

Page 1 of 3

ver1.4

© 2013 Volkswagen Group of America, Inc.
All rights reserved. Information contained in this document is based on the latest information available at the time of printing and is subject to the copyright and other intellectual
property rights of Volkswagen Group of America, Inc., its affiliated companies and its licensors. All rights are reserved to make changes at any time without notice. No part of this
document may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, nor may these
materials be modified or reposted to other sites, without the prior expressed written permission of the publisher.

Service Information
3.0 – Email Types – Overview
The following subsections contain overview information on the two most common email types in use today.
Your dealership will likely use one or the other type. In some cases, both types may be used (different
departments, etc.) or advanced, highly-secure variations of them may be used.
Regardless of email type, all email traffic takes place over the internet via the dealership’s network
connection. Email functions must be set up (and the applicable connection particulars recorded or
otherwise known) to enable receipt of emails via POP3 (Post Office Protocol 3), IMAP, HTPP etc. servers,
and sending emails via SMTP (Simple Mail Transfer Protocol) servers.
ODIS Service must be configured for sending emails.

3.1 – Web-Based Email
•

Typically free, web-hosted service that enables sending and receiving emails using a computer’s
internet browser. An open network (Internet) connection is required.

•

Users register for the service and create appropriate user names and passwords that are used
during a browser session.

•

No email application files are installed or stored on the user’s computer.

•

Incoming and outgoing messages are stored on the service provider’s mail server.

•

All messages are managed (i.e.: read, composed, saved and deleted) by the user entirely via an
internet browser session. Outgoing message functions can be integrated with other applications
installed on the computer.

•

A limited number of standardized, mostly non-customizable server connection settings may be
required on each computer using the service.

•

Security capabilities are limited.

3.2 – Email Client Software
•

Typically requires purchase and installation of dedicated email client software on a computer and/or
standalone server for multiple email clients on a network.

•

Incoming messages from the mail server are downloaded to the mail client software and then
deleted from the mail server.

•

Outgoing messages are composed using the mail client software and transmitted to the mail
server. The message is deleted from the server after transmission.

•

All messages are managed (i.e.: read, composed, saved and deleted) by the user via the mail
client software. Outgoing message functions can be integrated with other applications installed on
the computer.

•

A number of specific, often-customizable mail server and network connection settings are required
in order to route incoming and outbound messages through the email servers.

•

Security capabilities range from limited to advanced (client software-dependent).

Page 2 of 3
© 2013 Volkswagen Group of America, Inc.
All rights reserved. Information contained in this document is based on the latest information available at the time of printing and is subject to the copyright and other intellectual
property rights of Volkswagen Group of America, Inc., its affiliated companies and its licensors. All rights are reserved to make changes at any time without notice. No part of this
document may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, nor may these
materials be modified or reposted to other sites, without the prior expressed written permission of the publisher.

Service Information
4.0 – ODIS Service Email Outbox Connections Guide
From the Admin operating mode, select the Support tab and E-mail outbox server category. After
selecting/entering data, click Save/Yes.

Email Outbox Settings Guide – Legend
If you wish to use a client-based email program (i.e.: Outlook, Thunderbird etc.) installed as the default
email program on the diagnostic device, check the box. No additional configuration is then necessary.

Connection Parameters:
Connection
(dropdown menu)
Mail Server
(manual entry)

Mail server port
(manual entry)
Mail server login (check/uncheck)
User name (manual entry)
Password usage
(dropdown menu)
Secure connection (check/uncheck)
E-Mail sender address (manual entry)

Connection Descriptions:
Specifies when email is sent: Select Mail to send emails immediately or select
Queue to consolidate multiple emails for sending all later.
Outbound mail (SMTP) server address. Entry depends on email type in use. Webbased mail services and mail client software always specify their SMTP server
addresses*. Addresses must be an alpha-numeric domain name, e.g.:
[email protected], or a numeric IP (Internet Protocol) address, e.g.:
11.22.333.444.
Numeric value for outbound mail (SMTP) server port. Entry depends on email type
in use and whether secure or non-secure SMTP. Web-based mail services and mail
client software always specify their outbound server port values*.
Check only if email type requires authentication/login before allowing email to be
sent. If selected, the user name and password parameters must also be entered.
Only in conjunction with manual mail server login above; specify the login user name.
Only in conjunction with manual mail server login above; select how the password is
managed from the dropdown menu.
Check only if outbound mail server is of the secure SMTP type*.
Enter your alpha-numeric domain/email address, e.g.: [email protected]

* Refer to the webmail service or client software installation documentation for specifics. Many webmail services and mail client
software companies publish their SMTP server address and port information online.

Page 3 of 3
© 2013 Volkswagen Group of America, Inc.
All rights reserved. Information contained in this document is based on the latest information available at the time of printing and is subject to the copyright and other intellectual
property rights of Volkswagen Group of America, Inc., its affiliated companies and its licensors. All rights are reserved to make changes at any time without notice. No part of this
document may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, or otherwise, nor may these
materials be modified or reposted to other sites, without the prior expressed written permission of the publisher.