Setting Up Your Email Account

VanillaSoft does not allow the sending of emails from a ‘free’ email address such as Gmail, Yahoo, Hotmail, etc. unless you are set up to use an SMTP server. If you use a company email address, such as, this does not require the use of an SMTP server. 

Note: If you aren't sure what your SMTP information is, take a look at our Common SMTP Server Settings article. If you are using a Gmail email address, you'll need to follow the steps listed in our Configure Your Gmail SMTP Server Within VanillaSoft article.

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What is SMTP?

An SMTP (Simple Mail Transfer Protocol) server allows you to send, receive, and/or relay outgoing mail between email senders and receivers. The SMTP server verifies that the outgoing email is from an active account, acting as a first-line of defense in protecting your inbox from illegitimate email. It will also return any undelivered email back to the sender, giving the reason why the email did not go through. Without an SMTP server, your email wouldn’t make it to its destination.


Why Setup Your Email Account in VanillaSoft with an SMTP Server?

Setting up an email account is one of the best ways to increase deliverability by decreasing the chances of your emails being blocked, undelivered, or landing in the recipient's spam folder. The best way would be to configure your Email Account so emails are sent directly from your SMTP server.


Setup Email Account 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 provided by your email host.
  6. Once done, click Save & Validate Configuration.


Setup Email Account 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 provided by your email host.
  5. Once done, click Save & Validate Configuration.


Note: When you send an email to a contact, the 'From' address will be the email address listed in your Email field in your User Profile (to find out how to change the information listed here, take a look at our How To Change Your Personal Information article). This means, when someone replies to your email, it will go directly to the mailbox of that email address. Further conversations would be had directly from your email account. Emails you receive are not listed in VanillaSoft.

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