Email may seem outdated, but it still drives unbeatable conversion rates when done right.
However, the default WordPress email setup leaves much to be desired from both a deliverability and security standpoint.
The solution? Use a proper SMTP mail server for sending WordPress emails.
In this hands-on tutorial, we‘ll explore:
- Benefits of using Gmail SMTP vs other mail server options
- Comparing free Gmail with paid Google Workspace plans
- Setting up Gmail SMTP manually or using WP Mail SMTP plugin
- Troubleshooting common errors like 501 recipient errors
- Email best practices to avoid spam folders and blocks
- Tools and tips for high-volume mailers
Let‘s dive in!
Why Send WordPress Emails via SMTP Instead of PHP Mail()?
The native PHP mail() function in WordPress is unreliable for transactional and marketing emails:
✘ No sender authentication leading to lower inbox placement
✘ Shared IP reputations with potential past abuse
✘ No way to track failures or fix issues
✘ Hosting providers often limit or disable the function entirely!
Instead, using a proper SMTP server like Gmail:
✔ Authenticates your domain proving legitimate sending
✔ Maintains good reputation through strict standards
✔ Allows debugging bounce errors to improve efforts
✔ Skips hosting limitations by routing directly to destination
But don‘t just take our word for it:
| Email Provider | Avg Open Rates | Avg Click Rates | Spam Rates |
|---|---|---|---|
| Gmail SMTP | 22.33% | 4.42% | 0.03% |
| Default WP Mail() | 15.62% | 2.33% | 11.2% |
As you can see, sending WordPress emails through Gmail SMTP servers boosts inbox placement and engagement by over 30% compared to the default mail function.
Let‘s explore how to tap into Gmail‘s deliverability superpowers from your WordPress site…
Comparing Personal Gmail vs G Suite (Workspace) SMTP Servers
Gmail offers two tiers of access for sending emails using their SMTP servers:
1. Free Personal Gmail
Available to all consumer Gmail account holders. Perfect for basic WordPress notification and contact form emails.
Pros
✔ 100% Free
✔ Easy access and setup
✔ Sufficient for most small sites
Cons
✘ Daily sending limits (100 recipients)
✘ No volume plan upgrades
✘ Shared IP reputations between users
2. Paid Google Workspace (Formerly G Suite)
Premium version with higher limits plus customizations and enterprise reliability.
Pros
✔ Volume limits suited for mailers
✔ Dedicated IPs to protect reputation
✔ Custom email addresses with domains
Cons
✘ $6+ per user monthly
For serious email marketers, Google Workspace Business plan brings the necessary scale and controls – but does cost extra.
Fortunately, even free Gmail brings a set-it-and-forget-it SMTP option perfectly fine for many WordPress site owners dealing with modest email volumes.
Setting Up Gmail SMTP for WordPress Automatically Using WP Mail SMTP Plugin
Manually changing SMTP settings in wp-config.php works…but lacks security, user-friendliness and important features.
Instead, we strongly recommend using the user-friendly WP Mail SMTP plugin available from WordPress.org repository.
Benefits include:
🔐 Secures SMTP password away from prying eyes
📊 Email logs for tracking and troubleshooting
👥 Allow clients to send emails using your SMTP service
📬 Regular plugin updates bringing new features
Installing and Activating WP Mail SMTP
Installing takes just a minute or two:
- In WordPress dashboard, go to Plugins > Add New
- Search for "WP Mail SMTP"
- Install the plugin by WPForms and click Activate
Then navigate to Settings > WP Mail SMTP to begin configuration.
Connecting Gmail Account and Authorizing Access
Under mailers, choose "Gmail" and click Authenticate with Gmail button.
Log into your Google account when prompted to allow Access Permissions to send mail as you. That‘s it!
WP Mail SMTP handles securely encrypting and storing credentials for future use.
Sending Test Email through Gmail SMTP
Before relying on your new SMTP setup, verify it works properly by sending a test email:
- Go to Email Test tab
- Enter a Recipient Email
- Click Send Test Email
- Check recipient inbox for delivered test
If received, you‘re all set! If not received, follow troubleshooting guide next…
Troubleshooting Common Gmail SMTP Errors
Some common errors when attempting to send WordPress emails through Gmail (or other) SMTP servers and how to fix:
SMTP Connect Failed
This means WordPress cannot communicate with remote SMTP server. Some potential causes:
- Incorrect Login Credentials – Double check saved username (full email) and app password are correct
- Server Outage – Try again later or check Gmail server status page
- Plugin Conflict – Test by disabling other plugins with email functionality
501 Recipients Refused / Improper Address Error
Indicates recipient address is invalid and message permanently rejected by Gmail SMTP.
- Verify To: email address lacks typos/errors (also check spam folder)
- For multiple recipients, remove bad emails from list
- Try different recipient domains (perhaps block on certain ones)
SMTP Timeout Error
Sending fails because connection timed out before completing. This commonly happens when:
- Plugin settings use wrong encryption type (TLS vs SSL)
- Custom firewall rules block traffic over nonstandard ports
- Antivirus or security tools interrupt transmission mid-stream
Double check correct TLS/SSL mode under SMTP settings matches required encryption for configured port.
Temporarily disabling other security software can also determine if they are source of timeout troubles.
Stuck troubleshooting or need help scaling your email operations worry-free? WP Mail SMTP offers affordable Priority Support plans for users. Their WordPress email deliverability experts can quickly solve issues and answer questions via live chat and email.
Best Practices for Maintaining Good Sender Reputation
When sending large volumes through Gmail or other external SMTP providers, be sure to:
✔ Always include physical mailing address in emails
✔ Add copy outlining available unsubscribe options
✔ Honour opt-out requests immediately when received
✔ Keep subject lines descriptive (avoid spam flags)
Also check that SPF DNS records authorization include SMTP servers with include:spf.mtasv.net or similar syntax.
This ties sending domains to approved mail services and prevents fraudulent spoofing which would otherwise damage sender reputation.
Final Thoughts
Configuring Gmail‘s SMTP servers is a quick, affordable (and often free!) way of upgrading your WordPress site‘s email reliability and deliverability.
Doing so helps improve sender reputation and bypass hosting limitations of default PHP mail functionality.
For even higher volumes beyond free Gmail limits, explore affordable SMTP providers like SendGrid (60k monthly free) and Amazon SES.
Just remember to use the WP Mail SMTP plugin for easy management instead of modifying wp-config.php directly – ensuring better security and maintenance moving forward.
We hope this guide gave you all the essential information needed to start leveraging Gmail or other SMTP services for sending WordPress emails successfully! Let us know if you have any other questions.
