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Setting Up Outgoing Email in UserDeck

UserDeck Team avatar
Written by UserDeck Team
Last updated 5 months ago

UserDeck offers flexible options for sending outgoing emails to your customers. You can use UserDeck's built-in email system, connect your Gmail account, or configure your own custom SMTP server for a more customized experience.

This article guides you through setting up outgoing email in UserDeck, covering each option and explaining the benefits of configuring SPF, DKIM, and DMARC records for your domain.

Choosing Your Outgoing Email Option

Navigate to the Outgoing Email tab within the Settings menu. You'll see three options:

  • UserDeck Mail Server: UserDeck's reliable mail server is a quick and easy way to start sending emails.
  • Gmail: Connect your Gmail account for improved deliverability and automatic configuration. This simplifies setup and leverages Gmail's infrastructure.
  • Custom Mail Server: For advanced users, this allows using your own SMTP server for greater control. This requires more technical configuration.

1. UserDeck Mail Server (Default)

UserDeck's mail server is the default and easiest way to begin sending emails. It requires minimal setup. However, to maximize deliverability, configuring SPF, DKIM, and DMARC records is highly recommended (explained later in this article).

2. Connecting Your Gmail Account (Recommended)

Connecting your Gmail account offers significant advantages:

  • Improved Deliverability: Benefit from Gmail's robust infrastructure.
  • Enhanced Reputation: Leverage Gmail's strong sender reputation to reduce spam filtering.
  • Automatic Configuration: Skip manual SMTP setup; UserDeck handles the settings.
  • Secure Authentication: Use OAuth for safer account access.

To connect your Gmail account:

  1. Select the Gmail option.
  2. Click the Connect Gmail Account button.
  3. Follow the on-screen instructions to authorize UserDeck to access your Gmail account.

3. Setting Up a Custom Mail Server

For maximum control, use your own SMTP server.

  1. Select Custom Mail Server: Choose the Custom Mail Server option.

  2. Enter SMTP Details: Fill in the following information in the SMTP Configuration section:

    • SMTP Host: Your SMTP server's hostname or IP address.
    • SMTP Port: The port number your SMTP server uses (common ports: 25, 465, 587).
    • Username: Your SMTP server authentication username.
    • Password: Your SMTP server authentication password.
    • Encryption: Select the encryption method (TLS is recommended).

  3. Save Settings: Click Save SMTP Settings to apply your configuration.

Important Considerations for Custom SMTP:

  • Accuracy: Double-check all SMTP details for accuracy. Incorrect information will prevent email sending.
  • Server Requirements: Ensure your SMTP server is configured to accept connections from UserDeck. Consult your server's documentation or provider.
  • Firewall: Verify your firewall allows communication on the specified SMTP port.

Enhancing Email Deliverability (All Options)

Regardless of your chosen option, configuring SPF, DKIM, and DMARC is highly recommended. These email authentication methods improve deliverability and reduce spam filtering.

What are SPF, DKIM, and DMARC?

  • SPF (Sender Policy Framework): Verifies authorized mail servers sending emails on behalf of your domain.
  • DKIM (DomainKeys Identified Mail): Adds a digital signature to emails for verification of origin and integrity.
  • DMARC (Domain-based Message Authentication, Reporting & Conformance): Builds on SPF and DKIM, specifying actions for failed authentication (e.g., quarantine, reject) and providing reporting mechanisms.

Configuring SPF, DKIM, and DMARC for UserDeck Mail Server

If using UserDeck's mail server:

  1. Access DNS Records: Access your domain's DNS management settings (usually through your domain registrar or hosting provider).
  2. Add DNS Records: Copy the SPF and DKIM values provided by UserDeck and add them to your domain's DNS records.

Understanding the DNS Records Table:

  • Type: The DNS record type (TXT in this case).
  • Name: The hostname for the DNS record.
  • Value: The actual value of the DNS record.
  • Status: Indicates whether the DNS record has been verified.

Note: DNS changes may take time to propagate.

For DMARC configuration, please refer to our dedicated guide as it requires additional steps.

Verifying Your Domain

After configuring your outgoing email settings, click Verify Domain to ensure everything is correct. UserDeck will check your DNS records.

By following these instructions, you can effectively set up outgoing email in UserDeck. Contact our support team with any questions.

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