How to Set Up Your First SMTP Mail Account

Overview

This guide walks you through creating your first working SMTP mail account in Virtual Mailer, starting from the main form. When you finish, you will have a saved Mail Account that has been tested with a real test message.

This how-to covers the standard SMTP send method only. It does not require Tracking & Unsub... or Bounce Settings....

Before You Begin

Have these details ready from your email provider or mailbox administrator before you open the Mail Account Editor:

• The outgoing mail server name for SMTP, such as smtp.yourdomain.com
• The SMTP port your provider requires
• The encryption setting your provider requires
• Whether the server requires authentication
• The SMTP user name exactly as your provider shows it
• The SMTP password or other SMTP credential your provider tells you to use
• A descriptive name you want to use for this account inside Virtual Mailer
• A test email address you can access so you can confirm the test message arrives

If your provider does not specify an SMTP port, start with 587.

Step-by-Step Instructions

1. Open Virtual Mailer and go to the main form. The Mail Accounts tile is selected by default when the main form loads. If you are on another module, click Mail Accounts.
2. In the Mail Accounts screen, click New.

3. In Mail Account Editor, enter an Account Name.
4. Confirm that Send Method is set to SMTP.
5. Enter the SMTP connection details from your provider:

   SMTP Server
   Enter the outgoing mail server host name exactly as provided.

   Port
   Replace the default value if your provider uses a different port. For most providers, try 587 first because it is the most common SMTP submission port. 465 is also commonly used. Use 25 only if your provider specifically tells you to use it.

   Encryption
   Choose the exact encryption option your provider requires. Most providers will require encryption. If your provider does not specify one, try Auto first. A new SMTP account starts with None, so change it if your provider requires Auto, TLS 1.2, or TLS 1.3.

6. Review the Server requires authetication checkbox.
   • Leave it selected if your provider requires a login, which is the default for a new account.
   • Virtually all providers will require login information unless your mail server is hosted on a private network.
   • Clear it only if your provider specifically says this SMTP server does not require authentication.
7. If authentication is required, enter User Name and Password.
8. Review the throttling section near the bottom of the form. For a first test account, you can usually leave the defaults in place unless your provider gave you different sending limits: Send 25 messages per session and Wait 10 Seconds.
9. Click Test Account....

10. In the Test Email dialog, enter:

    Display Name
    This is optional for the test.

    Email Address
    Enter a valid email address you can check immediately after the test.

11. Click OK in the Test Email dialog.

12. Wait for the test to finish. If the test succeeds, Virtual Mailer shows this results message: All tests completed successfully.
13. Click OK in Mail Account Editor to save the account and close the form.

Settings Explained

Account Name

This is the internal name for the Mail Account inside Virtual Mailer. Use a name you will recognize later, such as Office 365 - Sales or Website SMTP - Support.

Send Method

For this guide, use SMTP. If you choose another send method, the visible fields change and the SMTP-specific fields may be hidden.

SMTP Server

Enter the SMTP host name from your email provider's account settings. This should be a mail server name, not a website URL.

Port

Enter the SMTP port from your provider's settings. A new account starts at 25, but for most authenticated SMTP accounts you should try 587 first because it is the most common submission port. 465 is also common. Use the value your provider gives you, even if it is different from the default.

Encryption

Available options are None, Auto, TLS 1.2, and TLS 1.3. New SMTP accounts start with None. Do not leave that value in place unless your provider's settings say to use no encryption.

Server requires authetication

When this checkbox is selected, User Name and Password are required before OK and Test Account... can be used. When it is cleared, those two fields are disabled.

User Name

Enter the SMTP login name from your provider's settings exactly as it is shown there. For many SMTP providers this is the full email address, but you should use the exact value your provider gives you.

Password

Enter the SMTP credential required by your provider for that account.

Send X messages per session

This controls how many messages Virtual Mailer sends before it pauses. A new account starts at 25.

Wait Y Seconds, Minutes, or Hours

This controls the pause between batches. A new account starts at 10 Seconds.

Prevent PC sleep while sending

Enable this only if you want Windows to stay awake during long sends.

Allow only one Campaign Execution at a time, for this account

This starts enabled for new accounts. Leave it enabled unless you have a specific reason to let multiple campaign executions use the same account at the same time.

Expected Result

• The test finishes with the message All tests completed successfully.
• The Mail Account is saved when you click OK
• The new account appears in the Mail Accounts grid

Troubleshooting

OK or Test Account... stays disabled

Virtual Mailer enables these buttons only after the visible required fields are valid.

• Account Name is not blank
• Send Method is selected
• If SMTP Server is visible, it is not blank
• If Port is visible, it contains a number greater than 0
• If Server requires authetication is selected, both User Name and Password are filled in
• The throttling values are valid

The Test Email dialog OK button stays disabled

The Email Address field must contain a valid email address before the dialog can continue.

The results dialog says the test message failed

Virtual Mailer shows: There was an error sending the test message, please check the log files for detailed information.

For a first SMTP setup, re-check the values you entered from your provider's account settings:

• SMTP Server
• Port
• Encryption
• Server requires authetication
• User Name
• Password

You try to close the editor and Virtual Mailer asks whether to save

If you changed the account but did not click OK, Virtual Mailer prompts you to save before closing. Choose Yes to save the account, No to close without saving, or Cancel to return to the editor.

FAQ

Do I need Tracking & Unsub... to create my first SMTP account?

No. It is not required for a basic SMTP account setup or for Test Account....

Do I need Bounce Settings... to create my first SMTP account?

No. It is optional and not required for your first working SMTP account.

What should I use for Account Name?

Use a descriptive internal name that helps you recognize the account later.

What if my provider does not require authentication?

Clear Server requires authetication. When that checkbox is cleared, User Name and Password are disabled and are not required to save or test the account.

What should I use for the test email address?

Use a mailbox you can open right away so you can confirm the test message arrives.

Why should I review the Encryption field instead of leaving the default?

Because new SMTP accounts start with None. If your provider requires encryption, you must change it before you test the account.

Related Topics

• Mail Account Editor
• Send Method Selection
• Guide Email Tracking Setup
• SendGrid Setup Guide

Additional Sources

• RFC 6409: Message Submission for Mail
• RFC 8314: Cleartext Considered Obsolete: Use of Transport Layer Security (TLS) for Email Submission and Access
• Microsoft Learn - Authenticated client SMTP submission in Exchange Online