Gmail is included in the Google Workspace configuration (formerly G Suite). Gmail is not the default email interface for everyone using Google Workspace.
If you use another email client for sending outbound emails, you can still send them through Google Workspace and Google’s SMTP. This will give you access to the Google security features.
If you have a Google Workspace paid account, you can use SMTP for other email clients. It’s easy to configure the Google Workspace SMTP Settings, but it is important that you enter the correct information. Otherwise, you may run into problems. Here are some tips for sending outgoing emails using Google Workspace SMTP. When you need to setup your email system, Google Ads Management or even Analytics, it can be confusing with all the changes. Here is the latest way of setting it up as of Mid 2024.
Google Workspace SMTP Setup: Step-by-Step
Gmail can be used as an SMTP server by many Google Workspace users. If you have a complex setup, it may be necessary to use the SMTP Relay service. We’ll cover this next.
Email Server Specific Information
Click Settings and Site settings after you have signed into your Google Administrator account. Enter the required information in the Outgoing SMTP Server Section of the Email Window.
- Host: smtp.gmail.com
- Port : 587 (if using TLS encryption), or 465 (if using SSL encryption).
- Use SMTP authentication: The majority of users will want this box activated
- User name: Enter your Google email address
- Password: Enter your Google account password
- Security of SMTP connection: Click the button with the type encryption you use (if any).
Using Less Secure Apps
Your account may be vulnerable when setting up SMTP if anyone in your company is using an email program that doesn’t have the same level of security as Google Workspace.
These less secure apps will no longer have access to Google Workspace SMTP settings. Open the Security page in your Administrator settings. Scroll down until you find Less Secure App Access. Slide the slider to on or off to decide how to handle less secure apps. Google recommends that you turn it off.
Google Workspace SMTP Relay Service: Step-by-Step Installation
If you need to configure Google Workspace SMTP to send outbound email through Google’s SMTP Relay Service, here are the steps. Google recommends using the SMTP Relay Service to identify which devices within your organization have access to the Google Workspace SMTP Outbound Email Server for use with third party email clients.
Some of the instructions may not apply to you, depending on what type of email service provider you use.
1. Sign in as an administrator
You will need to use your administrator account and not your Gmail account to configure the SMTP setting. On the next screen, click the links in the order that you see them:
- Apps
- Google Workspace Suite
- Setup for Gmail
- Routing
2. Set SMTP Relay Service
You’ll now be able to determine which devices can use SMTP via Google Workspace.
Scroll down the page to SMTP Relay Service. Then, click Configure.
3. Select the Devices Allowed for Sending
You can limit the number of users that can send messages via SMTP. You can choose from:
- Only Registered Users in My Domain: It is recommended to activate this setting, since it will ensure that the user registered must be a part of one your domains before they can use your SMTP Server.
- Only addresses in my domains: You should activate this setting if you use apps from third-parties that need to send you messages. This setting allows you to send messages to anyone, regardless of whether they are a Google Workspace customer.
- Any addresses:Google doesn’t recommend activating this option. This would allow any device to send emails, regardless of whether or not it is registered under your domain. You could be exposed to malware and other types of attacks.
4. Select Encryption Level
The next step is to choose the encryption type you wish to use. Check to see if your email server is compatible with TLS encryption (transport layer safety). TLS is an encryption protocol that is used by many devices to send and receive information across the Internet. However, it’s possible that your email server doesn’t support it.
If your server supports TLS and you wish to use this encryption for your messages, activate the box Require TLS.
Do not activate this box if your server doesn’t support TLS. Otherwise, Google will reject all non-encrypted emails, which can cause serious problems to your system.
You may be able to use this option if your SMTP server uses SSL (secure sockets layers) encryption.
Click Save to finish your settings. These new options should appear on the Advanced Settings page or Routing page. To finish, click Save at the bottom.
These new Google Workspace SMTP Settings can take up to 24 Hours to become active.
5. How to Set up the Outbound Email Service for Google
You’ll need to configure your Google Workspace Gmail settings to send emails through Google Workspace Gmail, even if you use other email clients. These steps should work for most SMTP relay services, but depending on what type of outbound server you are using, you may have to make some adjustments.
Server address
Use smtp relay.gmail.com for your on-premises outbound email server.
Port
You’ll need to select a port based on whether or not you use TLS or SSL encryption.
- Port 587 is required if you use TLS encryption.
- Port 465 is required if you use SSL encryption.
- You can use ports 25, 465 or 587 if you do not want to encrypt your data.
How to configure Google Workspace SMTP settings manually
If you wish to use a different email client than Gmail, then you will need to configure your Google Workspace account with SMTP settings.
Some third-party email programs may be able configure the SMTP settings automatically, but if there are error messages you will have to manually make the changes.
Take advantage of Google’s features
You can access all the Google email settings that provide high levels security without using Gmail.
Google SMTP is also used by people who want to back up all the emails that they send or receive using any email client connected.
If you find that your recipient’s ISPs block emails sent from other email clients because they use port 25, using Google SMTP will eliminate this problem, as it doesn’t have to use port. There are a few other options when it comes to the port. Some ISPs block port 25 messages because spam is sent through this port when an attacker hijacks an email account.
What is SMTP (Simple Mail Transfer Protocol)?
SMTP stands for simple mail transmission protocol. This protocol is necessary to ensure that networks can deliver outgoing emails. Without it, they would not be able to know where the message should go or how to get the message there.
SMTP, or Simple Mail Transfer Protocol, is an acronym that many people do not think of, let alone use, regularly. However, this protocol ensures the correct routing of your data, both inbound and outbound.
SMTP, like other protocols, is designed to run without the regular involvement of users or administrators. You should only pay attention to SMTP if you are trying to fix a problem or if you want to reconfigure the settings.
Understanding the SMTP Protocol
Technically, SMTP is a layer of application that exists within TCP/IP. TCP/IP, or Transmission Control Protocol and Internet Protocol, is a set of communication protocols that allows the Internet to function as well as other computing networks.
SMTP and MTA (or mail transfer agents) work together to ensure that emails leave your Gmail account properly and travel through different networks until they reach their intended recipient. The SMTP instructs MTAs how to deliver a message.
You do not need to take any action. SMTP takes care of everything in the background.
Nuts and bolts of SMTP
The network will break up your message into several text chunks when you send it. It speeds up the transmission of data across the network by sending small pieces rather than a large message.
SMTP adds codes to the end of every chunk of text. These codes enable the email server receiving the message, which is the recipient, to reassemble the message so that the recipient can understand it.
Sending Graphics
SMTP doesn’t handle graphics or any other non-text elements you send in an email message. SMTP does not even support formatting text such as changing fonts or italics. It is, after all, a “simple protocol”.
SMTP and MIME (multipurpose Internet Mail Extensions) work together to deal with non-text elements in your emails. MIME converts the fonts and graphics into plain text so that SMTP can handle them. The email server receives the message and uses MIME to reassemble the graphics.
Use of SMTP
Fortunately, SMTP will handle your emails in a way that you won’t notice. If you configure your Google Workspace SMTP setting correctly, SMTP can handle your outgoing emails seamlessly.
