# Set up email sending (SMTP)

<Lead>
You set up email sending once, centrally, under
**Settings → Integrations → Email sending**. From then on every tool that
sends email (for example notifications to prospects) automatically uses your
office's sender address. No tool asks for its own credentials.
</Lead>

## Ready in three steps

<Steps>
<Step title="Find your SMTP credentials">
Your mail provider (for example IONOS, Strato, All-Inkl, Google Workspace or
Microsoft 365) lists the outgoing mail server (SMTP), the port and the login
under "set up an email client". Those are exactly the details you need here.
</Step>
<Step title="Connect and define the sender">
Enter server, port, encryption, username and password, plus the sender address
(for example info@your-agency.com) and the name that should appear in inboxes.
"Connect & test" verifies the login immediately.
</Step>
<Step title="Send a test email">
Send yourself a test email. If it arrives in the inbox and the sender looks
right, everything is ready.
</Step>
</Steps>

## Which value goes where

- **Outgoing mail server (SMTP):** your provider's server name, for example
  `smtp.ionos.de` or `smtp.strato.de`.
- **Port and encryption:** almost always port 587 with STARTTLS or port 465
  with TLS. The form picks the matching port automatically. Unencrypted
  connections are not possible.
- **Username:** usually your full email address.
- **Password:** the mailbox password or an app password. It is stored
  encrypted, never shown again and can be replaced at any time.
- **Sender address and name:** this is how your emails appear to recipients.
  The reply-to address is optional in case replies should arrive elsewhere.

## Keeping your emails out of the spam folder

Three DNS records of your domain decide whether receiving servers trust your
emails. Your mail provider usually sets them up for you. If not, look for these
names in their help pages:

- **SPF** defines which servers may send on behalf of your domain.
- **DKIM** digitally signs every email so tampering can be detected.
- **DMARC** tells receiving servers what to do with emails that fail SPF or
  DKIM.

The test email shows you right away whether everything is in place: if it lands
in the spam folder, one of these records is usually missing.

## What happens without your own connection

If no mail server is connected, the platform sends important emails through its
own address. Your office name appears as the sender label, but not your own
address. With your own SMTP connection every email comes directly from you,
which looks more professional and delivers more reliably.

## Frequently asked questions

**Who can set this up?** Only workspace owners and admins.

**What does the history show?** Below the setup you find the most recently sent
emails with recipient, subject and delivery status. Email contents are never
stored.

**What happens when an address is rejected?** If a receiving server permanently
rejects an address, it is blocked for a few days so your sender reputation does
not suffer.

**Can I disconnect again?** Yes, at any time with one click on "Disconnect".
The stored password is deleted in the process.