Configure Your Gmail SMTP Server Within VanillaSoft

Since VanillaSoft does not allow the sending of emails from a ‘free’ email address, such as Gmail, you will need to either change your profile to use a company email address, or configure your Gmail SMTP server within both your Gmail account and your VanillaSoft account. This article will go over the steps needed to maintain the use of a Gmail account within VanillaSoft.

Note: For more information on configuring your email account in VanillaSoft, refer to our Setting Up Your Email Account article.

Jump to a specific section of this article by selecting one of the sections here:

 

Gmail SMTP Settings

Host / Outgoing Mail Server (SMTP): smtp.gmail.com
Account Name/User Name: Your Gmail address (for example, example@gmail.com)
Password: Your Gmail password
Port: 587
Use SSL: Yes

 

Configure Your Gmail Account

All steps listed here are from Google's Sign in using App Passwords knowledge base article. 

An App Password is a 16-digit passcode that gives a non-Google app or device (such as VanillaSoft) permission to access your Google Account. App Passwords can only be used with accounts that have 2-Step Verification turned on. 

 

Turn on 2-Step Verification 

  1. Go to your Google Account.
  2. On the left navigation panel, click Security.
  3. On the Signing in to Google panel, click 2-Step Verification.
  4. Click Get started.
  5. Follow the steps on the screen.

Note: If you need further assistance with this area, please follow the steps listed in Google's Turn on 2-Step Verification knowledge base article. 

 

Create & use App Passwords

  1. Go to your Google Account.
  2. On the left navigation panel, choose Security.
  3. On the "Signing in to Google" panel, choose App Passwords. If you don’t see this option:
    • 2-Step Verification is not set up for your account.
    • 2-Step Verification is set up for security keys only.
    • Your account is through work, school, or other organization.
    • You’ve turned on Advanced Protection for your account.
  4. At the bottom, open the Select App drop-down and choose Other (Custom Name).
  5. Type VanillaSoft into the text field and click Generate.
  6. Copy down the 16-character App Password, shown in the yellow bar on the newly opened window.
  7. Choose Done.

 

Setup Email Account Within VanillaSoft as an Admin

  1. Log in to VanillaSoft as an Admin.
  2. From the menu at the top, select Users.
  3. Click on the username you wish to configure.
  4. Select the Email Account tab at the top.
  5. Fill out all of the SMTP information with your Gmail SMTP Settings.
  6. Use your copied App Password, from the steps above, as your SMTP password within VanillaSoft.
  7. Once done, click Save & Validate Configuration.

 

Setup Email Account Within VanillaSoft as a Caller

  1. Log in to VanillaSoft as a Caller.
  2. Click on your username in the top-right corner.
  3. Select Email Account from the left-hand pane.
  4. Fill out all of the SMTP information with your Gmail SMTP Settings.
  5. Use your copied App Password, from the steps above, as your SMTP password within VanillaSoft.
  6. Once done, click Save & Validate Configuration.
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