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Setting up SMTP outbound emails with ZBS CRM

After you’ve followed the guide to getting to the Mail Delivery wizard, you can hit ‘Start Wizard’ and begin adding a mail type. This guide is for those of you using your an external mail server (e.g. your hosting’s webmail, outlook or gmail – via SMTP) – if you’d like to use the default WordPress email setting (wp_mail), you’ll need to skip over to the guide for wp_mail setup.

1) Sender Details

Your sender details let you set the name and email you want to appear on the ‘from’ section of your outbound emails.

This is usually something like:

Send from name: Widget Company

Send from email: hello@widgetco.com

Note on wp_mail sender email

Note: It’s a good idea to use the same name you use for your webmail/inbox account here, this may help improve your email deliverability.

Enter your chosen name and email into the wizard as in the screenshot below (using your info):

2) Mail Server

Next we need to choose which type of mail server we’ll send from. Here we check ‘Custom Mail Server (SMTP)’.

Once you’ve checked ‘Custom Mail Server’ the SMTP detail wizard will open (as previous screenshot).

Those of you familiar with Outlook or Thunderbird, or other similar mail clients will be used to settings such as these. Ultimately what we’re telling ZBS here is ‘how to send emails’.

You’ll need to enter:

  • SMTP Address (this is your outgoing server e.g. auth.smtp.1and1.co.uk or smtp.live.com)
  • SMTP Port (Usually this is 587, but it can occasionally be 465 or other values)
  • Username (This is usually either your full email address, or the first part. e.g. ‘you’@widget.com or just ‘you’)
  • Password (This is your mail password)

Where to find your SMTP Credentials:

All mail providers usually make it easy to find your POP/SMTP details, and often a quick google of ‘yourprovider + SMTP’ will provide you with the right page. (E.g. Gmail SMTP Settings).

Zero BS Helps You with your SMTP Details:

While it can be frustrating to try to find your correct SMTP servers, once they’re set up they’re usually solid for years. Zero BS CRM has probing built in, which means if your port isn’t quite right or you’re using a non-standard address for a common provider, it’ll try and work out the right settings for you.

Further, we’ve also added a ‘Quick-fill’ drop down box which auto-populates the SMTP address and port for the  most common email providers.

Once you’re confident you’ve got the right settings in there, hit ‘Validate Settings’.

3) Validate Settings & Confirmation

Zero BS CRM will now go away and try its best to send an email using the settings you’ve just set. If everything went okay, you’ll get an email in your admin inbox (from your new SMTP mail delivery method), and you’ll see a screen as below, saying ‘Confirmation’.

No Confirmation?

If your mail delivery method didn’t return this success screen, please go back and work through the steps above. If you continually hit a wall with this setup, please see the section at the bottom of this guide, entitled ‘Gmail & other SMTP FAQs

If, however, you see a confirmation like the following, please hit finish, you did it!:

4) Finished!

You’re finished. If this is the first mail delivery method you’ve set up, it’ll show up like the following screenshot, and it’ll automatically set itself to be the default for all outbound emails (from ZBS).

From the main mail delivery page you can now Send Test or Remove for your new mail delivery method, or you can use ‘Add Another’ to setup more via the wizard you’ve used above.

 

Read more about system emails & mail delivery

SMTP FAQs & Gmail

Having trouble getting your SMTP details to validate in the ZBS Delivery Method Wizard? Sometimes it’s not obvious what your mail providers correct SMTP settings are, or other times its that they have strict rules on their servers and dislike people using their email service for things such as CRM duties.

We can help as best we can via support, but 99% of cases here are incorrect SMTP address & port. While ZBS CRM itself does try to remedy this, sometimes it takes a little investigation to get things up and running. Here’s our FAQ for specific hosts/scenarios.

Gmail SMTP Setup

Gmail.com has a very sensitive SMTP Policy. What this means to you, is that if you’d like to use Gmail here, you’ll need to go through some extra security steps, (also, if you’re sending out a lot of mail via ZBS, it’s  probably best to avoid Gmail all together, as they have very fussy spam filters).

Here are the steps it takes to make Gmail work for SMTP in ZBS:

  1. Use the steps above to add Gmail as your SMTP Server, and hit continue (to send a test email)
    … this will fail, because Google locks accounts by default in this scenario.
  2. You’ll then need to do (potentially all) of the following:
    1. Click Here to load Google Settings, and “Turn On” “Access for less secure apps”.
    2. Click Here to sign back into Gmail (you may have to sign out and back in).
    3. Click Here to check if your account is specifically blocked still, (you may have to enter a captcha).
  3. After completing these, you can then try the SMTP settings again, at which point they should work fine. If not, you may have to repeat the last 3 steps again, and then retest.

1and1 Webmail

We’ve had reports that 1and1‘s webmail actually works quite well here – we suggest setting up a mailbox and using the default locale server urls. For us in the UK these are auth.smtp.1and1.co.uk, port 587 (as per our Quick-fill setting ‘OneandOne.co.uk’)

Still having issues with SMTP?

Have you tried everything above and are still having issues with SMTP setup? Reach out to support via the contact form to the right and we’ll do our best to help.

AWS SES (Simple Email Services)

If you’re sending a lot of email, or you want really solid deliverability, you can opt to send your Zero BS CRM emails out through a service like Amazon’s SES. This is recommended for high-level users, and we’ve used this ourselves to much success.

We’ve written a guide on Setting up AWS SES for use with Zero BS CRM here for those who need it.

…After following that guide, you can simply use your AWS SES credentials as normal in the above guide. Here’s an example screenshot of us using AWS SES:

Updated on June 22, 2018

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