Maximo email with Office 365

I’ve received a lot of questions lately about integrating Maximo with Office 365 for email notification purposes. Let’s take a moment to review the steps necessary to configure this for your organization.


  1. You will need to provide Maximo with a set of credentials that it will use as the “from” email address. All email coming from Maximo will need to utilize this address (more on that below). For the purposes of this tutorial, we are going to assume this configuration.
  2. Alternatively, you can configure a proxy in Office 365 to effectively create a mail relay situation. For example, you might configure a “” address that can be used as the “from” email address that does not need to supply authenticated credentials.

IBM WebSphere Configuration

Office 365 works over SSL. In order for WebSphere to make a proper SSL connection to Office 365, we need to import the Office 365 SSL certificate into WebSphere’s trust store. This will make the connection trusted from WebSphere’s perspective and allow the connection to happen. WebSphere will throw an error if it attempts to make a connection to an untrusted source.

  1. Log into the WebSphere Console as an administrative user.
  2. Navigate to the Security > SSL certificate and key management screen.
  3. Click on the Key stores and certificates link.
  4. Click on the CellDefaultTrustStore link.
  5. Click on the Signer certificates link.
  6. Click on the Retrieve from port button.
  7. Fill out the following required fields:
    1. Host:
    2. Port: 993
    3. Alias:
  8. Click the Retrieve signer information button.
  9. Click the OK button.
  10. Click the Save to master configuration link.
  11. Once the node synchronization happens, log out of the WebSphere Console.
  12. For this change to take effect, the IBM-related Windows Services will need to be restarted (all Node Agents, the Cell Manager, and the HTTP Server).

Maximo System Properties

The next step is to configure System Properties within Maximo.

  1. Log into Maximo as an administrative user.
  2. Navigate to the System Configuration > Platform Configuration > System Properties application.
  3. Set the property to
  4. Set the mail.smtp.starttls.enable property to true
  5. Set the mail.smtp.ssl.enable property to false if it is not already false (default is false)
  6. Set the mxe.smtp.user property to the email address you wish all Maximo email notifications to come from (e.g.
  7. Set the mxe.smtp.password property to the Office 365 password for the above user. Please note that it’s also a good idea to check the Masked? checkbox for this property in order to keep the password value hidden in the Maximo user interface.
  8. Click the New Row button to create a new System Property. Fill out the following fields:
    1. Property Name: mail.smtp.port
    2. Description: Port number that the SMTP mail server listens on
    3. Global Value: 587
  9. Click the Save button.
  10. Check the box next to each of the properties above that you had to edit. Then in the Common Actions menu, click the Live Refresh button.
  11. Click the OK button.

Maximo Communication Templates

Each of the Communication Templates in the system must now have the Send From email address set to the same email address that was used to populate the mxe.smtp.user System Property.


Maximo Scheduled Reports

You may want to schedule reports to run from Maximo to be emailed to users or groups. Like all other email, the Send From address has to be the value that you configured in the mxe.smtp.user System Property. Unfortunately when Maximo schedules a report to be emailed, it uses the email address from the user that created the report schedule as the Send From address. This will cause most scheduled reports to fail.

The least intrusive solution that I’ve come up with is to create a user that has the same email address that was used to populate the mxe.smtp.user System Property, and then create an automation script to change the user at runtime of the scheduled report. This will allow the system to send scheduled reports via email.

  1. Ensure that you have a user account that has the same email address that was used to populate the mxe.smtp.user System Property.
  2. Navigate to the System Configuration > Platform Configuration > Automation Scripts application.
  3. From the More Actions menu, choose the Create > Script with Object Launch Point option.
  4. In the ensuing dialog, Create Script with Object Launch Point: Step 1 of 3, fill out the following fields:
    1. Launch Point: REPORTRUNQUEUE_LP
    2. Description: Report Run Queue Launch Point
    4. Active: Yes
    5. Events: Save
    6. Save: Add and Before Save (see screenshot)
    7. Script: New
  5. Click the Next button.
  6. In the next step, Create Script with Object Launch Point: Step 2 of 3, fill out the following fields:
    2. Description: Report Run Queue Script
    3. Script Language: python
  7. Click the Next button.
  8. In the next step, Create Script with Object Launch Point: Step 3 of 3, fill out the following fields:
    1. Source Code:
from psdi.mbo import MboConstants mbo.setValue("USERID", "AWALTER", MboConstants.NOACCESSCHECK)

Be sure to substitute the User ID of your user for the AWALTER text in the example above. Click the Create button and you’re set!

That should enable you to utilize Office 365 as your email solution from Maximo. Please feel free to leave comments below.

Related posts


  • I have imported the Office 365 SSL certificate into WebSphere’s trust store. When I click Retrieve signer information, it show GlobalSign certificate. So, how I can retrieve also the Digicert certificate? Is that the reason why I’m not getting any email notification for work orders?

  • Keep in mind that the office 365 server could use at least 2 different certificates (one using GlobalSign and the other one using Digicert) and WAS needs both of them, otherwise some emails won’t be sent.
    This could be done by repeating the same actions in the Admin console until the server responds with the 2 certificates.

    • I have imported the Office 365 SSL certificate into WebSphere’s trust store. When I click Retrieve signer information, it show GlobalSign certificate. So, how I can retrieve also the Digicert certificate? Is that the reason why I’m not getting any email notification for work orders?

    • Alex Walter

      Good tip!

      • I have imported the Office 365 SSL certificate into WebSphere’s trust store. When I click Retrieve signer information, it show GlobalSign certificate. So, how I can retrieve also the Digicert certificate? Is that the reason why I’m not getting any email notification for work orders?

  • Nancy Powers

    Curious — are you able to take advantage of the email groups and group lists setup in Office 365 from within Maximo to prevent duplicative list updating and administration?

  • You are the man!!!! Thanks a million.. I was trying to do an SMTP Mail server on my host and relay through office365 with little to no success. This is perfect and much easier.


Maximo Analyst

As a recent graduate in computer science and cybersecurity with a CompTIA Sec+ certification, I thrive on learning and embracing emergent challenges head-on. Though new to Maximo, I approach the day to day with determination and enthusiasm. I have been known to be competitive while also being a strong team player. Beyond the realm of technology, I cherish spending time with loved ones, playing video games, doing exercise, and cooking. I am grateful to be where I am and around so many amazing people.


Time to Benefit
Lower Costs
Scalability and Integration
Continuous Upgrades
Easy of Use

Visual Inspection

Accelerate Defect Detection
Flexibility to Train and Deploy
Increase Uptime 24/7 Real Time Monitoring
Better Worker Safety


Enterprise Level Data Aggregation
Scaled Operations
AI Deductions
Advanced Root Cause Analysis


Condition Based Maintenance
Lower Costs
Better Asset Availability
Reduced Risk


Comprehensive View of Assets
Understand Resource Attributes, Configuration and Relationships
Drill Down View


Improve Reliability
Performance Insight
Better Planning
Clean Data
Optimization – Data, Costs, Risks


Boost Productivity
Safer Workplace
Reduce Knowledge Gaps
Avoid Downtime

Digital Twin

Integrate with IoT for Intelligent Asset Management
Measure Health and Performance
Meet Sustainability Goals
Write Your Digital Story – Learn from Data


Maximo Analyst

Dexter began his career in the warehouse field. Developing his skills in inventory control, accounts payable, shipping, and receiving, and procurement. While working at Apex he was learning the Maximo system in and out. Eventually learning it so well he taught everyone how to use it. Eventually becoming a system administrator for the Apex site.

A fun fact about Dexter is that he was an Elvis impersonator for 24 years. He enjoys singing, fishing, golf, and playing pool. He's an avid movie buff, most likely you'll find him watching the latest movie.


Client Relations Specialist

Chip is new to Maximo but has worked for various software companies through his career in both a sales and client relations role. In his spare time, Chip likes to golf, travel and work on projects around the house, especially those with an artistic touch. He is also up for any type of competition whether that be playing cards, board games or recreational sports.


Maximo Analyst

Sarah is a recent graduate starting her asset management career. She counts fast learning and determination as key skills that she’s applying to become an Maximo pro! Sarah’s background in IT Services and studies in computer science have strengthened her natural problem-solving skills and desire to help others through technology. In her free time, Sarah enjoys baking, sewing, reading comic books, and building her own video game.


Maximo Analyst

Derrick is someone who lives for mental exercise. New challenges spin his problem solving wheels. Defeat is not an option and challenges make him smile. His catch phrase is “I’m an Engineer”. Derrick takes pride in his work. He is a highly self-driven talent when it comes to his interests and programming couldn’t be any higher on this list.

Outside of the office Derricks interests includes cars, motorcycles, and anything generally fast and loud. He stays in the loop on latest in tech, loves gaming and most of all is a die-hard anime fan. Outside of bike night, you are most likely to catch him relaxing in the glow of lights from his PC.

Xavier Galarza

Maximo Analyst

I am a recent graduate who is motivated to learn and develop new skills. I like to challenge myself every day. I want to learn all about Maximo in order to teach others how effective Maximo can be for them. I have a good understanding of the development side and work well with problem solving. I am grateful for the position I am in, I love surrounding myself with great people that are more knowledgeable than me who will help me grow as a person. In my free time I love to play videos games, watch/ play sports and spend time with family. I am a competitive person and believe I am pretty good at all sports.

My other passion is to stream video games I play and connect with others online, I love showing others how to play a certain game or even show them a skill didn’t know existed. I love entertaining others and creating content for others to watch and enjoy.

Courtney LeBlanc

Business Analyst

Courtney is a polished Maximo consultant with over 10 years working in the industry. She has worn many hats including QA Specialist, Trainer, Functional Lead, Project Lead and Business Analyst. A point of great professional pride for Courtney is helping clients meet their needs and realize the power of their investment. Being a part of the process that helps clients learn how to use their system and get the most out of it is a great feeling at the end of the day.

Bob Richardson

Director of Managed Services and Senior Analyst

Bob has led more than 50 (but less than ∞) Maximo projects with top notch client satisfaction – so he must be doing something right. He is a seasoned veteran who heads our operational & managed services team. He is instrumental in developing many of our solutions and holds Maximo certifications in both functional and technical disciplines up to version 7.

Bob might or might not like squirrels. He enjoys traveling with his wife and outdoor activities. He has also been known to spend long hours in his garage contemplating life.

Kelly Nimmo

Director of Products and Senior Analyst

Kelly heads up our product development team and is a senior analyst with more than 11 years EAM/Maximo experience. She is the architect behind our flagship product offering MxMobile. She holds Maximo certifications in both functional and technical disciplines up to Maximo version 7.

In her free time if you don't find her on her boat, fishing and enjoying the beautiful Florida outdoors, then she's probably on the soccer field teaching her nieces and nephews how to do the around the world.

Kim Walter


Kim began her career in Investment Banking in the Biotech and Tech sectors. After leaving banking, she focused on executive strategic development evolving her business building skills. Co-founding A3J Group was a natural fit with the idea of creating a fierce ninja style unit that outperforms all others. In her free time, she is training for her next eventing competition or studying to become a Master of Wine or practicing her tornado kick. She could be with her family hiking or surfing or cooking. But she’s definitely not sitting around doing nothing.

Alex Walter


Alex brings 18 years of Maximo/EAM consulting experience in Life Sciences, Oil & Gas, Water/Waste Management, Government facilities, and much more. He has been awarded the honor of IBM Champion from 2018-2021, and is the brainchild behind our revolutionary mobile solution MxMobile.

In his free time he buys camping gear, enjoys a good circular saw and spends time with his family hiking, surfing and being outdoors.


• Configuration
• Integration & data loading
• Report improvement
• Screen view & workflow changes


• Report
• Troubleshoot
• Learn
• Teach
• Lead

Change Management

• Advanced systematic improvements
• Tailored procedure implementation
• Script-, report-, and application-level source and document control through Git repository software
• Training on how to document and deploy changes


• Active monitoring of your IBM Maximo system’s heartbeat
• Triggered notifications and support tickets when Maximo is not responding
• Automated Escalations based on the health of various critical background processes.
• Periodic and quarterly scheduled system health checks

System Support & Trouble Shooting

•On Demand Support
•Advanced Troubleshooting
•Access to A3J Group’s Maximo Support Environment to submit trouble tickets
•Directly report bugs, request fixes and enhancements

System Patching & Environment Refreshes

• Tentative, bi-annual feature pack releases from IBM
• Minor patches (defined by the last number in the version model)
,• Quarterly lower environment refreshes



Create new self-service requests in a wizard-style format, and view the details of their open service requests.


Accept, reject, and reassign assignments, review assigned records, and view your workflow inbox.


A suite of mobile applications designed to integrate with IBM Maximo Asset Management. These apps modernize workflow, expedite inventory processes, reduce time spent on data entry, and more.



View and enter meter readings, view trends in graphical format, and create readings while in offline mode.


Scan barcodes and view maintenance facts. Create meter readings, work orders or service requests. Toggle asset downtime.


Create new work orders on the go, view existing work orders and attachments, and capture fingertip electronic signatures.