Email Services

Overview of SMTP Error Codes SMTP, short for Simple Mail Transfer Protocol, is the foundation for transmitting emails over the Internet. During the process of sending emails, it's common to encounter certain error codes. These codes are responses from the recipient's email server, signifying that the message could not be delivered. Familiarizing yourself with these error codes is essential for identifying and fixing email delivery problems. Frequently Occurring SMTP Error Codes and Their Resolutions Below are some common SMTP error codes, explanations of what they mean, and suggested actions to resolve them: 1. Error Codes for Mailgun SMTP 400 Series Errors (Bad Requests): Missing from/to/message parameter: Make sure both the sender's and recipient's email addresses are included, along with the body of the email. Missing 'text' or 'html' parameters: Ensure your email contains either a plain text version or an HTML version. Too many recipients; limit is 1000: Reduce the number of email recipients to 1000 or fewer. 401 Forbidden: The user lacks necessary permissions. Review and confirm the required permissions for the request. 404 Domain not found: Ensure you're using a valid domain that exists. 429 Request limit exceeded: Wait for the specified cooldown period before resubmitting the request. 500 Internal Server Error: Retry sending the request later or reach out to the server administrator for help. 2. Error Codes for Gmail/Google Workspace 421, "4.3.0" Temporary system issue: Try sending the email again after some time. 450, "4.2.1" Recipient receiving too many emails: Wait a while and attempt to resend the email later. 451, "4.3.0" Temporary rejection by mail server: Try resending the email later. 550, "5.1.1" Invalid recipient email address: Double-check the recipient's email for mistakes or typos. 550, "5.4.5" Exceeded daily sending limit: Reduce the number of emails being sent daily or consider upgrading your Google Workspace plan. Troubleshooting and Frequently Asked Questions What if the error doesn’t go away? If an issue persists despite applying the suggested fix, it may be time to contact your email provider for further assistance. How can I prevent SMTP errors? Regularly validate email addresses before sending, follow best practices for email delivery, and keep an eye on your email reputation to minimize errors. Can I resend an email after encountering an SMTP error? Yes, but first ensure you understand the error code and apply the corresponding solution. For temporary errors like a server being down, trying again after some time might succeed.

This guide will walk you through the process of configuring MX records in your Namecheap account. If your domain is using BasicDNS, PremiumDNS, or FreeDNS, you can set up your email services and manage MX records directly through your Namecheap account. Important: Before you proceed, ensure that there is no CNAME record associated with the root domain (for example, yourdomain.tld) in the Host Records section. CNAME records have higher precedence than other DNS records, including MX records, which manage email delivery. If a CNAME record exists for the root domain, your email service may not function correctly. To set up MX records for your domain, follow these steps: 1. Log in to your Namecheap account from the top-left section of the homepage. 2. In the left-hand menu, click Domain List:  3. Click Manage next to the domain for which you want to update the DNS settings:  4. Go to the Advanced DNS tab, and look for the Mail Settings section (unable to edit Host Records?):  In this section, you’ll be able to select one of several mail service options based on your requirements: No Email Service: Choose this if you don’t need email services. No MX records will be applied. Email Forwarding: If you want to create custom email addresses that forward to another inbox, select this option. The MX records will automatically configure after selection: MXE Record: This option forwards your email to a specified mail server's IP address:  Custom MX: Use this option for integrating third-party mail services like cPanel webmail, Zoho Mail, or Outlook.com:  Additionally, you can designate your domain as the mail server address (e.g., mail.domain.tld). To ensure proper routing, an A record with the mail server’s IP must also be configured in your DNS settings:  Private Email: For Namecheap's Private Email service, MX records are set up automatically upon selecting this option: Gmail: If you’re subscribed to G Suite, choose the Gmail option to apply the necessary settings for this service: After selecting the appropriate settings for your domain, remember to save your changes. Newly created records usually take around 30 minutes to propagate.

Here’s a streamlined process for integrating SendGrid as your email service provider. Before connecting it to your CRM platform, there are a few steps to follow within your SendGrid account. Accessing the API Keys Section 1. Log in to your SendGrid account. 2. On the left-hand navigation menu, go to Settings and select API Keys. Creating an API Key Click the Create API Key button to generate a new key. API Key Setup 1. Assign a name to your new API key. 2. Choose the level of access: Full Access, Restricted Access, or Billing Access. If opting for Restricted or Billing Access, define specific permissions. 3. Once set, click Create & View to finalize the key creation. Copying the API Key You’ll use this key later when setting up the SendGrid connection. Click on the API key to automatically copy it to your clipboard. Store it securely, avoiding any direct inclusion in your code or any public-facing repositories. Adding SendGrid to Your CRM With your API key ready, head over to the email services section within your CRM settings. Here, choose the option to Add service to proceed with the integration. Configuring SMTP Settings Choose SMTP provider and select SendGrid from the dropdown. Use "APIkey" as your username. Enter the email address you'd like to integrate with the CRM. Paste the API Key you previously copied from SendGrid. Save your settings to complete the configuration. Successful Connection Once everything is configured, your screen should display the confirmation that your SendGrid account is now connected to the CRM. Don’t forget to set SendGrid as your default email provider. This guide will help you efficiently integrate SendGrid with your CRM for managing email services.

This guide walks you through how to seamlessly integrate your Gmail account with a CRM platform, enabling direct inbox management from within the CRM system. Step 1: Preparing to Link Gmail To begin the integration, you will need to create an "App Password" from your Google account. Access the Gmail account you'd like to connect to your CRM, then follow the outlined steps below: 1. Click on the icon that displays a grid of nine dots (Google Apps menu). 2. Navigate to the "Account" section. Step 2: Security Configuration Once in your Google Account settings, head over to the "Security" section. Scroll down to the "Signing in to Google" part and activate two-step verification by clicking "Get Started." Step 3: Verifying Your Account You will be prompted to re-enter your Gmail password to proceed. After entering it, you’ll be directed to configure a second step for login security. Choose a device for the second authentication step and click "Continue." Step 4: Add a Backup Phone Number Provide a backup phone number for added security. Google will send a code to this number, which you will need to enter to verify your identity. Step 5: Enable Two-Step Verification After verifying your phone, enable two-step verification by clicking "Turn On." This additional layer of security is essential for Gmail to work with external applications. Step 6: Creating an App Password Now, return to the security section in your Google Account settings. Scroll down past the two-step verification section, and you'll find the option to generate an "App Password." Click on this option. Step 7: Assigning App Name From the dropdown menu, select the "Other" option and assign a unique name to identify the connection between your CRM and Gmail for easy management. Step 8: Generating and Saving App Password Once you've named your connection, click "Generate." A unique password will be created, which you should copy and save securely for future use. Step 9: Final Steps in CRM Now, head back to your CRM’s email configuration section and paste the app password you just copied. Click "Save" to finalize the integration. Completion: Gmail Successfully Linked to CRM You will now see a confirmation screen indicating that your Gmail account has been successfully connected to your CRM. With this process completed, you are now ready to manage your Gmail directly from your CRM system!

Step 1: Log in to GoDaddy and Access DNS Settings To configure MX records for your domain, first, log into your GoDaddy account. If you're having trouble with your credentials, you can use the help options to recover your username or password. Once signed in, head to your Domain Portfolio and locate the domain you want to update. From there, select Domain Edit Options, then click on Edit DNS. You might need to scroll down to find this option. Step 2: Add a New MX Record Once you're in the DNS settings, look for the option to add a new DNS record. Click on the Add button to start the process. Step 3: Choose MX Record Type From the menu that appears, choose MX as the type of record you want to add. Keep in mind that a domain can only be associated with one email service at a time—so if you’re using Microsoft 365 or Google email, ensure you don't have conflicting services on the same domain. Step 4: Fill in MX Record Details Name: This field refers to the domain or subdomain you’re setting the MX record for. If you're configuring it for the root domain, use the “@” symbol. Alternatively, for a subdomain like "www" or "mail," use that instead. Priority: Set the priority of the record. Lower numbers mean higher priority, so records with the lowest number will be used first. Value: Input the address of the mail server, such as "smtp.secureserver.net." TTL (Time To Live): This defines how long the information should be cached by the server. The default TTL value is usually set to 1 hour. Once all the details are entered, click Add Record to save the new MX record. Step 5: Wait for DNS Propagation After saving the changes, DNS updates generally take effect within an hour. However, in some cases, it might take up to 48 hours for the changes to propagate globally. By following these steps, your GoDaddy domain will be successfully connected to your preferred email service via the MX record configuration.

If you're looking to link your CRM with an external email provider, this guide will walk you through connecting Sendinblue SMTP to your system. Here's how to configure Sendinblue as your email service provider through the "Other" SMTP setting. Preliminary Steps: Setting up Sendinblue SMTP Before configuring Sendinblue SMTP in your CRM, you'll need to set up a new sender in your Sendinblue account and obtain the necessary SMTP details. Step 1: Add a New Sender in Sendinblue 1. Log in to your Sendinblue account and click on your profile icon in the top-right corner. 2. From the dropdown, choose "Senders & IP" and select "Senders." This menu allows you to manage the sender identities for your outgoing emails. 3. Click the "Add a Sender" button and fill in the "From" name and "From" email fields. These will be displayed in your recipients' inboxes. 4. Save your changes once you've entered the sender details. Step 2: Obtain SMTP Details from Sendinblue 1. Once you’ve set up your sender, navigate to your profile at the top-right of the screen and select "SMTP & API." 2. Under the "SMTP" tab, you will find the necessary details such as SMTP server, port number, and your API key. 3. Copy the SMTP information, including the master password, which will be needed during the CRM setup. Step 3: Integrating Sendinblue SMTP with Your CRM 1. Head to the settings section of your CRM and locate the "Email Services" option. 2. Click "Add Service" to begin connecting Sendinblue to your CRM. 3. When choosing your SMTP provider, select the "Other" option to manually enter the details for Sendinblue. Step 4: Fill in SMTP Configuration Now, configure the required fields with the Sendinblue SMTP information: Provider Name: Name your SMTP provider for easy reference. SMTP Server: Enter the SMTP server details from your Sendinblue account. Port Number: Input the port number (typically 587 for Sendinblue). Username: This is the email address associated with your Sendinblue account. Email: Enter the email you will use for sending messages. Password: Paste the master password you retrieved earlier from Sendinblue. Step 5: Save Your Settings Finally, ensure that all the settings have been entered correctly, then save your configurations. Your CRM is now successfully connected to Sendinblue SMTP, and you can begin using it for email communications. By following these steps, you'll be able to easily integrate Sendinblue SMTP into your CRM and start sending emails efficiently.

To properly set up MX records in Cloudflare, follow this step-by-step guide to ensure your email system functions smoothly and securely. Why Set Up Email Records? Setting up MX records for your domain serves two primary purposes: Ensuring emails are correctly routed to your mail server. Protecting your domain from spoofing attempts by unauthorized senders. Adding MX Records Configuring email routing can be tricky, but organizing your DNS records through Cloudflare simplifies the process, ensuring messages are delivered accurately between mail servers. To get started, you will need to create two DNS records in Cloudflare: 1. A or AAAA Record: This directs traffic to your mail server's IP address. Type Name IPv4 Address Proxy Status A mail 192.0.2.1 Proxied 2. MX Record: This directs emails to the mail subdomain you've set up. Type Name Mail Server TTL MX @ mail.example.com Auto Configuring Email Security It's essential to protect your domain's email system by setting up email security records. Follow these steps: 1. Log into the Cloudflare dashboard and choose your domain. 2. Navigate to the DNS section. 3. Click Configure under the Email Security option. You will then have two options based on your domain’s email usage: If your domain sends email, configure SPF, DKIM, and DMARC records to enhance security and authentication. If your domain does not send email, use the restrictive email options to block unauthorized usage. Configuring these security protocols helps protect your domain from spam, phishing, and other cyber threats, while also improving the deliverability and trustworthiness of your email communications.