How to set up outbound emails using SMTP in CiviCRM (Google Workspace version)

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Setting up outbound email using SMTP in CiviCRM is pretty straightforward. However, it can get a little tricky to do so when using Google Workspace as your corporate email solution, and there are a couple of pitfalls to avoid. In this tutorial, we’ll show you how to do it so you don’t have to waste your time.

The steps

The process of setting this up breaks down into five steps:

1. Allowing users to turn on 2-step verification in the Google Admin Console.
2. Creating a new app password for CiviCRM in your Google Workspace account.
3. Configuring CiviCRM’s SMTP settings.
4. Configuring CiviCRM’s site email address.
5. Testing your setup.

The details

1. Allow users to turn on 2-step verification

Make sure your organization is set up to let its users turn on 2-step verification, a security feature that requires a second form of verification when signing in.

1. Sign in to your Google Admin console.
2. In the left-hand menu, click “Show More,” then “Security,” then “Overview.”
3. Scroll down and click “2-step verification.”
4. Turn on “Allow users to turn on 2-step verification.”
5. At the bottom of the page, click “Save.”

That’s it for this step. Your users can now turn on 2-step verification for their accounts.

2. Create a new app password for CiviCRM

CiviCRM needs its own app password to send email on behalf of your Google Workspace account.

1. Sign in to your Google account. If you’re still on the Google Admin console, click your profile picture in the top right and select “Manage your Google Account.”
2. In the left-hand menu, click “Security.”
3. Under “How you sign in to Google,” click “2-Step Verification.” Set this up first if you haven’t already.
4. Once 2-step verification is on, click it again, then scroll down and open “App passwords.” If you don’t see this option, go directly to myaccount.google.com/apppasswords.
5. Create a new app password. For “App Name,” write “CiviCRM,” then click “Create.”
6. Copy the generated password and save it somewhere safe, you’ll need it in the next step.
7. Click “Done.”

You now have a dedicated app password for CiviCRM.

3. Configure CiviCRM’s SMTP settings

1. Log in to your CiviCRM dashboard.
2. From the top menu, go to Administer > System Settings > Outbound Email.

Enter the following:

• Select Mailer: SMTP
• SMTP Server: ssl://smtp.gmail.com
• SMTP Port: 465
• Authentication: Yes
• SMTP Username: your full Gmail address (e.g. yourname@yourorganization.com)
• SMTP Password: the app password from step 2 (e.g. htfp svhg foth fpit)

Type the password out instead of copy-pasting it. Copy-pasting the password (including the spaces) is a common cause of this setup silently failing.

4. Configure CiviCRM’s site email address

1. From your CiviCRM dashboard, go to Mailings > From Email Addresses.
2. Click “Add From Email Address” and fill in the form, it has inline hints and should be straightforward.
3. Click “Save.”

5. Test your setup

Go back to Administer > System Settings > Outbound Email and click “Save & Send Test Email” at the bottom of the page. This sends a test email to the logged-in user’s address. If it arrives, you’re done. If it doesn’t, double-check the SMTP settings against step 3, particularly the password.

That’s it. If you need a hand with your SMTP config, email us at hello@northpnd.com and we’ll help you sort it out.