# SMTP Setup

#### Why Use SMTP?

Using SMTP allows you to send emails directly through your own email provider (Gmail, Outlook, Zoho, custom domain, etc.).

* Better email deliverability
* Allows emails to come from your domain
* More control and fewer deliverability issues

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If you set up SMTP, the email notification will be sent from your own email address. (optional)

The sender will be your SMTP email address, not  <no-reply@powerfulform.com>.

What you need to do:&#x20;

* Set SMTP in the app settings
* Apply the app settings to each form

### 📮 How to Set Up SMTP

1\. Open the app > click **Settings** > click **Custom Mail & SMTP** > select one of the provider in **Provider** dropdown

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2\. Enter the data of SMTP config: SMTP **Host, user name/email, password, port, Encryption**

| Field          | What to Put                                         | Example                    |
| -------------- | --------------------------------------------------- | -------------------------- |
| **Host**       | Your SMTP server hostname                           | `smtp.gmail.com`           |
| **Port**       | SMTP port number                                    | `587` (TLS) or `465` (SSL) |
| **Encryption** | TLS / SSL / None                                    | `TLS`                      |
| **Username**   | Your email login or SMTP username                   | `you@yourdomain.com`       |
| **Password**   | Your email / SMTP password or app-specific password | `••••••`                   |

3. Click **Save** to update the settings
4. Send a **test email** to confirm settings and check your inbox to see if it arrives.

If everything is correct:

✔ A test email will be sent to your admin email\
✔ You’ll see a success message

🔔 Remember to **Save** the configuration before sending test email

***

### ⚙️ Apply the setting to the form

1. Go to the **Forms** tab of the app, open the form you want
2. &#x20;In the form config, click **Mail** icon on the left side> click  **Admin** > scroll down to **Use SMTP & API** > select **Use SMTP & API from Settings**
3. Click **Save**

<figure><img src="https://3488889492-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEGgRVSDpMlcGFz1igK0s%2Fuploads%2F29tQM1j0XwCYCczHTyWa%2F2025-09-21_10-57-08.png?alt=media&#x26;token=06ef6441-3672-46bb-9b47-c6e337f68815" alt=""><figcaption></figcaption></figure>

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Then you can submit the form to see if the sender email is from your own email address.&#x20;

***

### 📧 Example: How to Set Up **Google SMTP**

* Select **Google** as provider in **Provider** dropdown
* **SMTP (host):** smtp.gmail.com
* **Port:** 465
* &#x20;**User name/Email address:** your Gmail address, for example <test@gmail.com>
* &#x20;**App password:** not your email password, app password contains 16 characters without blank space. [Learn more](https://docs.powerfulform.com/trouble-shooting/create-app-password-for-google-smtp)
* Send email from another email address (optional). [Learn more ](https://docs.powerfulform.com/mail-notification/send-emails-from-a-different-address-gmail)

<figure><img src="https://3488889492-files.gitbook.io/~/files/v0/b/gitbook-x-prod.appspot.com/o/spaces%2FEGgRVSDpMlcGFz1igK0s%2Fuploads%2FNcdrXWsyWaWNjQamOYty%2F2025-10-06_15-04-17.png?alt=media&#x26;token=38255ca2-7dc7-45c3-8c6e-46ce7fbadb7b" alt=""><figcaption></figcaption></figure>

⚠️ Important Notes for Google SMTP

* Google **requires** 2-Step Verification + App Password
* Normal Gmail password will **not** work

***

### 📧 Example: How to Set Up Outlook SMTP

You can view Google SMTP for reference.  Below are some credentials for Outlook SMTP.

**Provider**: Outlook

**SMTP** (host): smtp-mail.outlook.com

**Port**: 587

**Username / Email address**: your outlook email address, for example: <test@outlook.com>**Password / App password**:  generate here <https://support.microsoft.com/en-us/account-billing/manage-app-passwords-for-two-step-verification-d6dc8c6d-4bf7-4851-ad95-6d07799387e9>

***

### ❓ FAQs

#### 1- Why can’t I send a test email?

If the test email fails, it means the SMTP configuration is **not working yet**.\
Usually one of the values is wrong.

Please double-check:

* ✅ **Email username** – is it your full email address?
* ✅ **Password / App password** – copied exactly, no spaces?
* ✅ **SMTP server** – correct host name from your provider?
* ✅ **Port** – matches the encryption type (e.g. 465 for SSL, 587 for TLS)?
* ✅ **Encryption** – set to the value your provider requires (SSL or TLS)?

If everything looks correct and it still doesn’t work, please contact us at **<support@powerfulform.com>.**

#### **2- Do I need an App Password for Gmail / Outlook / Yahoo?**

Some providers do not allow normal passwords for SMTP.

You should generate an **App Password** if you use:

* Gmail / Google Workspace
* Outlook / Hotmail
* Yahoo Mail
* iCloud Mail

#### 3- Can I use a free Gmail account for SMTP?

Yes, BUT:

* You must enable **2-Step Verification**
* You must generate a **Google App Password**

#### 4- What’s the difference between SSL and TLS?

Both encrypt your emails.

* **SSL (port 465)** → more secure, recommended
* **TLS (port 587)** → alternative if SSL is not supported

Use the option recommended by your email provider.

#### **4- Is SMTP required?**

No. SMTP is optional.\
If you don’t want to use it, the app will send emails using the **PowerfulForm system email** by default.

***

#### Need More Help?

If you still need assistance, please contact us at [**support@powerfulform.com**](mailto:support@powerfulform.com). Our team will be happy to help you resolve any issues or guide you further.