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Setup Custom SMTP

If you have an existing email infrastructure, you can use custom SMTP settings to send form notifications. This guide covers setting up SMTP with the Form Builder app.

What is SMTP?

Section titled “What is SMTP?”

SMTP (Simple Mail Transfer Protocol) is the standard protocol for sending emails. Using custom SMTP allows you to:

BenefitDescription
Use existing emailLeverage your current email provider
Control deliverabilityManage your own sending reputation
No third-partyKeep everything in your infrastructure
Section titled “Popular SMTP Providers”
ProviderHostPort
Gmailsmtp.gmail.com587
Outlook/Office 365smtp.office365.com587
Amazon SESemail-smtp.region.amazonaws.com587
SendGridsmtp.sendgrid.net587
Mailgunsmtp.mailgun.org587

Prerequisites

Section titled “Prerequisites”

Before setting up SMTP:

  1. Have SMTP credentials ready
  2. Know your SMTP server address
  3. Know the port number
  4. Have authentication credentials

Gathering SMTP Information

Section titled “Gathering SMTP Information”

Gmail SMTP

Section titled “Gmail SMTP”
  1. Enable 2-factor authentication
  2. Generate an App Password:
    • Go to Google Account settings
    • Security > 2-Step Verification > App passwords
    • Generate new password for “Mail”
  3. Use these settings:
SettingValue
Hostsmtp.gmail.com
Port587
UsernameYour Gmail address
PasswordApp Password (not your Gmail password)

Outlook/Office 365

Section titled “Outlook/Office 365”
SettingValue
Hostsmtp.office365.com
Port587
UsernameYour email address
PasswordYour password

SendGrid

Section titled “SendGrid”
SettingValue
Hostsmtp.sendgrid.net
Port587
Usernameapikey
PasswordYour SendGrid API key

Configuring SMTP in Form Builder

Section titled “Configuring SMTP in Form Builder”

Step 1: Navigate to Settings

Section titled “Step 1: Navigate to Settings”
  1. Go to Form Builder app
  2. Click Settings in the sidebar
  3. Go to Third party integration section
setup smtp

Step 2: Enter SMTP Settings

Section titled “Step 2: Enter SMTP Settings”
  1. Click Custom STMP in the provider list

Fill in all required fields:

FieldDescriptionExample
HostSMTP server addresssmtp.gmail.com
PortServer port587
UsernameAuthentication usernameyour@email.com
PasswordAuthentication passwordyour-password
setup smtp

Step 3: Test & Save

Section titled “Step 3: Test & Save”
  1. Click Test And Save button
  2. The app will verify your connection
  3. If successful, settings are saved automatically
setup smtp

Step 4: Select SMTP as Email Provider

Section titled “Step 4: Select SMTP as Email Provider”

After configuring SMTP:

  1. Go to Settings > Custom Mail & SMTP
  2. In the Email Provider dropdown, select Custom SMTP
  3. Configure default email settings:
    • To: Default recipient email(s) - separate multiple emails with comma (max 5)
    • CC: Default CC email(s)
    • BCC: Default BCC email(s)
    • Subject: Default subject line (supports {{templateName}} variable)
  4. Click Save
setup smtp

SMTP Settings Reference

Section titled “SMTP Settings Reference”

Common Ports

Section titled “Common Ports”
PortUse CaseSecurity
25Standard SMTPOften blocked by hosting providers
465SMTP over SSLDirect SSL/TLS connection
587SMTP with STARTTLSRecommended (secure)
2525AlternativeWhen 587 is blocked

Security Options

Section titled “Security Options”
OptionDescriptionWhen to Use
Port 587STARTTLS encryptionMost SMTP providers (recommended)
Port 465SSL/TLS encryptionLegacy SSL connections

The app automatically handles encryption based on the port you select.

Troubleshooting

Section titled “Troubleshooting”

Connection Failed

Section titled “Connection Failed”
CauseSolution
Wrong hostVerify SMTP server address
Blocked portTry alternative port (2525 instead of 587)
FirewallAllow outbound SMTP traffic

Authentication Failed

Section titled “Authentication Failed”
CauseSolution
Wrong credentialsDouble-check username/password
App password neededGenerate app-specific password (Gmail)
2FA enabledUse app password, not account password

Emails Not Sending

Section titled “Emails Not Sending”
CauseSolution
Rate limitsCheck provider sending limits
From email mismatchUse same email as SMTP account
Spam filtersCheck content for spam triggers

Common Error Messages

Section titled “Common Error Messages”
ErrorCauseSolution
”Invalid login”Wrong username/passwordVerify credentials
”Connection timeout”Cannot reach SMTP serverCheck host and port
”Greeting never received”Wrong protocol/portUse correct port (587 or 465)

Gmail-Specific Setup

Section titled “Gmail-Specific Setup”

Requirements

Section titled “Requirements”
  • Gmail account
  • 2-Factor Authentication enabled
  • App Password generated

Step-by-Step

Section titled “Step-by-Step”

  1. Enable 2FA

    • Go to Google Account > Security
    • Enable 2-Step Verification

  2. Generate App Password

    • Security > 2-Step Verification > App passwords
    • Select “Mail” and “Other (Custom name)”
    • Enter “Form Builder” as name
    • Copy the 16-character password

  3. Configure in Form Builder

    • Host: smtp.gmail.com
    • Port: 587
    • Username: your@gmail.com
    • Password: [App Password]

Gmail Sending Limits

Section titled “Gmail Sending Limits”
PlanDaily Limit
Free Gmail500 emails/day
Google Workspace2,000 emails/day

Security Best Practices

Section titled “Security Best Practices”

Credential Management

Section titled “Credential Management”
  • Use app-specific passwords when available (Gmail, Outlook)
  • Don’t use your main account password for SMTP
  • Rotate passwords periodically (every 90 days recommended)

Connection Security

Section titled “Connection Security”
  • Always use encrypted connections (port 587 or 465)
  • Avoid unencrypted connections (port 25)

Monitoring Email Performance

Section titled “Monitoring Email Performance”

Check your SMTP provider’s dashboard for:

  • Sending statistics
  • Bounce and complaint reports
  • Delivery rates
  • Reputation score

Video Tutorial

Section titled “Video Tutorial”
Play
Section titled “Related Docs”