Using a Custom SMTP Server

Important:

This is an advanced feature. Using a custom email server means you may need to set up SPF and DKIM records in your DNS server. This differs for every mail provider and DNS provider, so if you need assistance you will need to contact the providers of these services.

You should only continue if you are familiar with these terms or are IT support for a clinic. When you are harnessing your own SMTP server, Power Diary acts as a mail client and therefore does not have a role in managing SPF and DKIM records.

In this article:

Power Diary's vs. Custom Mailing Server: What's the Difference?

The job of a mailing server is to send your emails to your recipients and deliver emails that are sent to you. As such, if you use Power Diary's mailing server, your emails will be delivered by Power Diary's mailing server on your behalf. On the other hand, a custom mailing server is a server provided by your email provider. This typically includes providers like Gmail, Outlook, Yahoo!, etc. You can choose your emails to be handled by them, instead of Power Diary. The settings for each are given below.

Using Power Diary's SMTP Server. (this is default unless you change this)

  1. Login to your Power Diary account and go to SetupConfigurationCommunication
  2. Toward the bottom of the page, tick Use Power Diary's Default Mail Server
  3. Click Save.

Important

Check with your email provider if they impose any hourly / daily send limits as they will reject any emails you try to send above that limit.

Security 💡

Our default mail server supports opportunistic TLS 1.1 or higher. Secure connections always depend on the recipient - for example, if the recipient's server supports TLS 1.2 or above, then that is what will be used.

Using Gmail's SMTP Server

If you have a Gmail account then you can use this as a mail server by following the steps below:

  1. Login to your Power Diary account and go to Setup → Configuration → Communication
  2. Under Mail Server untick Use Power Diary's Default Mail Server
  3. Enter your SMTP Server and Login details. For Gmail these will be as follows:
    • Host Name: smtp.gmail.com
    • Port: 587
    • Username: your Gmail address (ie. john@gmail.com)
    • Password: your Gmail password
  4. Click Save
  5. You'll need to allow Power Diary to send emails through your account, you can do this by going here and turning this setting on.
  6. As a security precaution, Google may require you to complete this additional step when signing into a new device or application
  7. Use the Send Test Email functionality to test that you have entered your details correctly.

Important

Google limits the number of emails that you can send in a day to 2,000.

Using Your Yahoo SMTP Mail Server

If you have a Yahoo (Yahoo, YMail etc.) account then you can use this as a mail server by following the steps below:

  1. Login to your Power Diary account and go to Setup → Configuration → Communication
  2. Under Mail Server untick Use Power Diary's Default Mail Server
  3. Enter your SMTP Server and Login details. For Yahoo these will be as follows:
    • Host Name: smtp.mail.yahoo.com
    • Port: 587 or 465
    • Username: your Yahoo address (ie. john@ymail.com)
    • Password: your Yahoo password
  4. Click Save
  5. Use the Send Test Email functionality to test that you have entered your Mail Server details correctly.

Please note that due to Yahoo's DMARC policy you will likely be unable to send email through Power Diary's mail server when using your Yahoo email address as the 'from' address. In these instances, you should follow the above steps to send an email directly through your own mail server. 

Using Your Outlook/Microsoft 365 Mail Server

  1. Login to your Power Diary account and go to Setup → Configuration → Communication
  2. Under Mail Server untick Use Power Diary's Default Mail Server
  3. Enter your SMTP Server and Login details. For Outlook/ MS 365, these will be as follows:
    • Host Name: smtp-mail.outlook.com.
    • Port: 587
    • Username: Your Outlook Email Address (e.g. john@outlook.com)
    • Password: your Outlook email password
  4. Click Save
  5. Use the Send Test Email functionality to test that you have entered your Mail Server details correctly.

Important

If you are using a Microsoft 365 email address, the number of messages you can send via that email is 30 per minute. This means, if you bulk send emails to more than 30 clients at a time using your Power Diary account, there is a probability that not all email addresses will receive your email. In this case, please follow the instructions in the top section and use Power Diary's SMTP server instead.

Using Your Apple iCloud SMTP Mail Server

  1. Login to your Power Diary account and go to Setup → Configuration → Communication
  2. Under Mail Server untick Use Power Diary's Default Mail Server
  3. Enter your SMTP Server and Login details. For Yahoo these will be as follows:
    • Host Name: smtp.mail.me.com
    • Port: 587 or 465
    • Username: your iCloud email address (ie. john@icloud.com)
    • Password: your iCloud email password
  4. Click Save
  5. Use the Send Test Email functionality to test that you have entered your Mail Server details correctly.

Troubleshooting

  1. Please make sure to send yourself a test email after entering the configuration settings. In this test email, the best approach would be to enter a fake client profile that includes your email address. This way, you can instantly check whether your custom SMTP server is working or not. When doing this test, also make sure the email listed here is different from the Business Email Address listed on top of the page. If you are unable to get a test email, please reach out to your email provider to ask them why they are not allowing your emails to be sent from within your Power Diary account.
  2. If you're finding that emails are not sending it may be worth trying another port (i.e. if you tried 587 change to 465).
  3. Check the Business Email address listed on the page is the same email as the SMTP Username you have entered, otherwise, this can fail to authenticate through your mail provider and refuse to process it.
  4. Check the email template you're trying to send has the same From Email Address entered as the SMTP Username you have entered, otherwise, this can fail to authenticate through your mail provider and refuse to process it.
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