SMTP Setup

Email notifications will be sent from our email server [email protected]. Use SMTP so your forms send emails reliably using your own email provider (instead of the default sending service).

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

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 [email protected].

What you need to do:

• 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

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	[email protected]
Password	Your email / SMTP password or app-specific password	••••••

1. Click Save to update the settings

2. 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. 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

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

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📧 Example: How to Set Up Google SMTP

• Select Google as provider in Provider dropdown

• SMTP (host): smtp.gmail.com

• Port: 465

• User name/Email address: your Gmail address, for example [email protected]

• App password: not your email password, app password contains 16 characters without blank space. Learn more

• Send email from another email address (optional). Learn more

⚠️ Important Notes for Google SMTP

• Google requires 2-Step Verification + App Password

• Normal Gmail password will not work

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📧 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: [email protected]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

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❓ 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 [email protected].

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.