Setting Up Your Email Account

Having the ability to send emails directly from VanillaSoft is a great way to follow up with contacts, send information as needed, and it allows you to open ways of communication that much easier. Using the email feature in VanillaSoft is very simple, but there are a few things to note before use.


Outgoing Email Server

Configuring VanillaSoft to send mail through your email server will maximize email deliverability. If you don’t configure your Email Account, emails will be sent using the VanillaSoft email server by default. This is not ideal as this could lower the chances of your email from being received due to VanillaSoft being a third-party sender.


Receiving Replies

When you send an email to a contact, the address it will come from will be what is 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 they reply 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.


Increase Deliverability

There are a couple ways to decrease the chances of your emails from being blocked, undelivered, or landing in the recipients Spam folder. The first way would be to add an SPF record to your DNS records. An SPF record is a DNS record used for verifying your sent emails. The record identifies which mail servers are permitted to send from the email server which prevents spoofing from your domain. The second way would be to configure your Email Account so emails are sent directly from your email server. Steps on how to do this are listed below.


Note: VanillaSoft cannot send emails on behalf of free email accounts. This means if your email address is hosted by Gmail, Zoho, Outlook, Hotmail, AOL, etc. you MUST configure your email account in order to have the ability to send an email from VanillaSoft. If you do not configure your Email Account and use a free email account, your emails will not be sent from VanillaSoft.


Configuring 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.


Configuring 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.


If you aren't sure what your SMTP information is, take a look at our Common Email Account Settings for SMTP article. 

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