This guide will walk you through the setup process for using your own SMTP server with Petrova, allowing you to send emails directly through your email provider rather than the default Petrova server.
Step 1: Collect Details from Your Email Provider
To start, you’ll need some information about your email provider’s system. Think of this as gathering the “address” and “keys” for your email setup.
Here's what you'll need:
SMTP Host: This is like the main address for your email provider (for example, Gmail’s address is smtp.gmail.com).
SMTP Port: This is like the “door number” for sending emails. It’s usually 465 if you’re using secure SSL/TLS.
SMTP Username: This is usually just your email address.
SMTP Password: This could be your email password or sometimes a special password for extra security, called an “app-specific password.”
Here’s a list of details for some common providers:
Provider | SMTP Host | SMTP Port | Encryption |
|---|---|---|---|
Gmail | smtp.gmail.com | 465 | SSL/TLS |
Outlook | smtp.office365.com | 587 | STARTTLS |
Yahoo | smtp.mail.yahoo.com | 465 | SSL/TLS |
If you use a different provider, you might need to check their website for the exact details.
Step 2: Get Your Username and Password Ready
For most email providers, your SMTP username is just your email address. Your SMTP password could be your normal email password, but some providers need you to create a special password (called an “app-specific password”) for extra security.
Here’s how to get an app-specific password for some common providers:
Gmail: Go to Google Account Security > App Passwords to create one.
Yahoo: Go to Yahoo Account Security > Generate App Password to create a password for Petrova.
Outlook/Office 365: Outlook sometimes needs a setting called SMTP Authentication to be turned on (you can find more details in this guide).
Step 3: Add Your SMTP Details to Petrova
Now that you have all the details, let’s add them to Petrova:
Go to the Settings Section:
Open Settings in your Petrova account.
Click on SMTP Configuration to find the fields you need to fill out.
Enter Your Details:
SMTP Host: Type in the “address” of your SMTP server (e.g., smtp.gmail.com).
SMTP Port: Enter the port number, usually 465 for SSL/TLS or 587 for STARTTLS.
SMTP User: This is your email address.
SMTP Password: Type your SMTP password or the special app-specific password if you made one.
Encryption: SSL/TLS encryption is turned on by default for security.
Save Settings: Click Save to make sure everything is ready.
Step 4: Test It Out!
Let’s make sure your setup works correctly by testing it:
Send a Test Email:
Use Petrova’s Invite feature to send an email to someone (like a job invitation).
Check if the email was delivered to the person’s inbox.
If the Email Doesn’t Arrive, Try These Tips:
Common Issues and Tips
1. Double-Check Details
Problem: Sometimes emails don’t send because of a small error, like a typo.
Solution: Double-check that your SMTP host, port, username, and password are all entered correctly.
2. Use the Right Password Type
Problem: If your provider needs an app-specific password, your regular email password won’t work.
Solution: Check if you need an app-specific password and, if so, follow the steps in Step 2 to create one.
3. Choose the Correct Port and Encryption
Problem: Using the wrong “door number” (port) or not having the right security setting can stop emails from sending.
Solution: Make sure you’re using Port 465 with SSL/TLS or Port 587 with STARTTLS. Your provider’s documentation can confirm which is best.
4. Watch Out for Sending Limits
Problem: Free email services like Gmail limit the number of emails you can send daily.
Solution: If you’re sending a lot of emails, consider using a paid plan or a dedicated email service.
5. Firewall or Antivirus May Block SMTP Connections
Problem: Sometimes, security software blocks connections to certain ports.
Solution: If you’re using a firewall or antivirus software, make sure it allows outgoing connections on port 465 or 587.
Note: If these tips don’t solve the issue, feel free to contact Petrova’s support team for more help.
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