Use a Custom SMTP Server for Email Notifications


Tableau Cloud sends email notifications when users subscribe to workbooks and views or receive data-driven alerts. By default, these emails come from a built-in Tableau email server (@cloudmail.tableau.com).

You can update this setting to route emails through your own Simple Mail Transfer Protocol (SMTP) server. With a custom server, notifications come from your domain and subscription attachments can be up to 10 MB instead of the default 2 MB. Tableau Cloud supports basic authentication and OAuth 2.0 for Microsoft SMTP.

Prerequisites

Before you use a custom mail server, confirm you have site administrator access to your site. Your organization's email gateway and spam filters must allow emails from the specific domain and sender values you configure in your site settings.

Your network must also allow inbound traffic from these dedicated Tableau Cloud IP addresses:

  • 155.226.128.24/32

  • 155.226.128.25/32

  • 155.226.128.26/32

Depending on your authentication method, gather the required information:

Requirements for basic authentication

  • SMTP server address. For example, mail.example.com.

  • Port number. Use port 587 for secure delivery.

  • Username and password. This is the identity for the sending mailbox account.

Requirements for OAuth 2.0 for Microsoft SMTP

  • SMTP server address. This is typically smtp.office365.com.

  • Port number. Use port 587 for secure delivery.

  • Microsoft Entra app credentials and API permissions. You need a Tenant ID, Client ID, and Client Secret. Your Microsoft administrator must register the application in the Microsoft Entra admin center and assign the specific mail permissions required for SMTP access. If your team hasn't configured these settings yet, see Authenticate an IMAP, POP, or SMTP application by using OAuth(Link opens in a new window) on Microsoft Learn for the exact permission assignment steps.

Note: These requirements reflect a third-party application and are subject to change without our knowledge. If the field names or labels don't match your Microsoft Entra admin center, refer to Microsoft's documentation.

Configure custom SMTP settings in Tableau Cloud

To use a custom SMTP server for your site:

  1. Sign in to your Tableau Cloud site as a site administrator.

  2. In the navigation pane, select Settings.

  3. On the General tab, scroll to the Customize Email Notifications section.

  4. Select the Use your SMTP server (links go to the domain you set) option.

  5. Enter your mail server address in the SMTP server address field.

  6. Enter your network port in the Port number field.

  7. Select one of the choices for SMTP authentication method:

    • Basic authentication: Enter the Username and Password for the mail account.

    • OAuth 2.0 for Microsoft SMTP: Enter your Microsoft Tenant, Client ID, and Client secret values exactly as they appear in the Microsoft Entra admin center.

  8. Enter the domain name you want Tableau Cloud to use for navigation hyperlinks in the Domain used for links field.

  9. Enter an Email sender name and an Email local name or email address to customize the From line of your notifications.

  10. Select the Include links in notification emails check box if you want to include links back to Tableau Cloud. An unsubscribe link is always included.

  11. Select Save.

SMTP field reference

Use this table to map your mail settings to the fields in Tableau Cloud:

Field name Description
SMTP server address The address of your outbound mail server. For example, smtp.office365.com.
Port number The network port your server uses for secure mail.
SMTP authentication method The security type for your mailbox. Either Basic authentication or OAuth 2.0 for Microsoft SMTP.
Tenant The tenant ID for your Microsoft app registration. This field only appears for OAuth 2.0.
Client ID The application ID for your Microsoft app registration. This field only appears for OAuth 2.0.
Client secret The secret value, also known as the application password, generated for your Microsoft app registration. This field only appears for OAuth 2.0.
Domain used for links The domain name Tableau Cloud adds to navigation links inside your emails.
Email sender name The name that users see in the From line of their inbox. For example, Internal Analytics Alerts.
Email local name or email address The email address that sends the messages, such as no-reply@yourdomain.com.
Include links in notification emails The option to add links back to the view inside the email text. An unsubscribe link is always included.

Revert to the default Tableau email server

To stop using your custom SMTP configuration, select the default Tableau email server option in your site settings.

Confirm your organization's security policies allow traffic from these addresses to avoid blocked auser accounts and delivery failures:

  • Default domain: @cloudmail.tableau.com

  • Default IP addresses: 54.240.86.205, 54.240.86.204, 54.240.119.142, and 54.240.119.141

Troubleshooting custom SMTP connections

Missing or partial email attachments

Custom SMTP servers support subscription attachments up to 10 MB. If a workbook exceeds this size, Tableau Cloud attempts to send a partial attachment. If the attachment is still too large to deliver, the subscriber receives an error notification.

Emails stop sending

If your custom SMTP account password changes or your Microsoft client secret expires, the authentication handshake fails and Tableau Cloud stops sending notifications. To prevent service disruptions, regularly review your credential lifecycles.

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