Email SMTP Configuration

Email SMTP Configuration

SMTP (Simple Mail Transfer Protocol) configuration in EquiBillBook allows you to set up email delivery for notifications, invoices, and other communications. This guide explains how to configure SMTP settings effectively.

What is SMTP Configuration?

SMTP configuration involves setting up the email server settings that EquiBillBook uses to send emails. This includes server address, port, encryption method, and authentication credentials. Proper SMTP configuration ensures reliable email delivery for all notifications and communications.

Accessing SMTP Configuration

To access SMTP configuration:

1. Navigate to Settings → Notification Settings → Email SMTP Configuration
2. View current SMTP settings
3. Configure or update SMTP settings
4. Test email delivery

SMTP Server Settings

Configure basic SMTP server settings:

• SMTP Host: SMTP server address (e.g., smtp.gmail.com)
• SMTP Port: Port number (commonly 587, 465, or 25)
• Encryption: TLS, SSL, or None
• Authentication: Enable/disable authentication
• Username: Email address or username for authentication
• Password: Password or app-specific password

Gmail SMTP Configuration

To configure Gmail SMTP:

1. SMTP Host: smtp.gmail.com
2. SMTP Port: 587 (TLS) or 465 (SSL)
3. Encryption: TLS or SSL
4. Username: Your Gmail address
5. Password: Gmail app password (not regular password)
6. Enable "Less secure app access" or use app password

Outlook/Hotmail SMTP Configuration

To configure Outlook SMTP:

1. SMTP Host: smtp-mail.outlook.com or smtp.office365.com
2. SMTP Port: 587
3. Encryption: TLS
4. Username: Your Outlook email address
5. Password: Your Outlook password

Yahoo SMTP Configuration

To configure Yahoo SMTP:

1. SMTP Host: smtp.mail.yahoo.com
2. SMTP Port: 587 (TLS) or 465 (SSL)
3. Encryption: TLS or SSL
4. Username: Your Yahoo email address
5. Password: Yahoo app password (not regular password)

Custom SMTP Configuration

To configure custom SMTP server:

1. Get SMTP server details from your email provider
2. Enter SMTP host address
3. Enter SMTP port number
4. Select encryption method (TLS recommended)
5. Enter authentication credentials
6. Test connection

SMTP Authentication

Configure SMTP authentication:

• Enable Authentication: Turn on authentication (required for most servers)
• Username: Email address or username
• Password: Email password or app-specific password
• App Passwords: Use app passwords for Gmail, Yahoo (more secure)
• OAuth: Some providers support OAuth authentication

SMTP Encryption

Choose appropriate encryption method:

• TLS (STARTTLS): Recommended, uses port 587
• SSL: Older method, uses port 465
• None: No encryption (not recommended, only for internal servers)
• Auto: Automatically detect encryption method

Sender Email Configuration

Configure sender email settings:

• From Email: Email address that appears as sender
• From Name: Display name for sender
• Reply-To Email: Email address for replies
• Bounce Handling: Configure bounce email handling

SMTP Testing

Test SMTP configuration:

1. Go to SMTP Configuration settings
2. Click Test Connection button
3. Enter test email address
4. Send test email
5. Check if test email is received
6. Review any error messages
7. Fix issues if test fails

Common SMTP Ports

Standard SMTP ports:

• Port 25: Standard SMTP (often blocked by ISPs)
• Port 587: Submission port with TLS (recommended)
• Port 465: SSL/TLS port (legacy, but still used)
• Port 2525: Alternative port (some providers)

SMTP Security Best Practices

• Use TLS/SSL: Always use encryption for SMTP
• App Passwords: Use app-specific passwords instead of main password
• Secure Credentials: Never share SMTP credentials
• Regular Updates: Update passwords regularly
• Monitor Access: Monitor SMTP access logs
• Two-Factor Authentication: Enable 2FA on email account

Troubleshooting SMTP Issues

Common SMTP issues and solutions:

• Connection Failed: Check SMTP host and port are correct
• Authentication Failed: Verify username and password
• Emails Not Sending: Check encryption settings
• Emails Going to Spam: Configure SPF, DKIM, DMARC records
• Port Blocked: Try alternative port (587 instead of 25)
• Rate Limits: Some providers limit emails per day
• Firewall Issues: Check firewall allows SMTP connections

Email Authentication (SPF, DKIM, DMARC)

Configure email authentication for better deliverability:

• SPF Record: Sender Policy Framework record in DNS
• DKIM: DomainKeys Identified Mail signature
• DMARC: Domain-based Message Authentication
• Benefits: Better email deliverability, reduced spam
• Setup: Configure DNS records with your domain provider

SMTP Rate Limits

Be aware of SMTP rate limits:

• Gmail: 500 emails per day (free), higher for paid
• Outlook: 300 emails per day (free), higher for paid
• Yahoo: 500 emails per day
• Custom SMTP: Limits vary by provider
• Monitoring: Monitor email sending to avoid limits

SMTP Backup Configuration

Configure backup SMTP server:

• Set up secondary SMTP server
• Automatically switch to backup if primary fails
• Ensure backup has same sender email capability
• Test backup configuration

SMTP Logs and Monitoring

Monitor SMTP activity:

• View SMTP connection logs
• Monitor email delivery status
• Track failed email attempts
• Review SMTP error messages
• Analyze email delivery rates

SMTP Configuration Best Practices

• Use Reliable Provider: Choose reputable email service provider
• Test Regularly: Test SMTP configuration periodically
• Monitor Deliverability: Track email delivery rates
• Keep Credentials Secure: Protect SMTP credentials
• Update Settings: Update SMTP settings when email provider changes
• Document Configuration: Keep record of SMTP settings

Properly configured SMTP settings ensure reliable email delivery for all notifications and communications in EquiBillBook. Configure SMTP according to your email provider's requirements and test thoroughly before deploying.