SMTP Troubleshooting

SMTP (Simple Mail Transfer Protocol) is crucial for sending out emails from the CRM. Integrating your SMTP provider with the CRM allows for seamless email communication with your contacts. However, users might encounter errors related to sender email configuration. Understanding these errors and knowing how to address them is key to effective email communication.

Sender Email Address

This section will guide you through the process of troubleshooting your sender email address to ensure that it is correctly set up.

• Test Email Configuration: After integrating your SMTP provider, send a test email from the conversation tab or to a test contact you create in the CRM. If you encounter an error related to the sender email, proceed to the next steps.
• Matching Email Addresses: The sender email configured in the CRM must match the email address associated with your SMTP provider. This is often the user login email for manual emails. If the emails do not match, you need to verify your sender email with your SMTP provider. This can typically be done in the settings of your SMTP provider's platform.
• Updating User Login Email: To change the sender email in the CRM, update the user login email. This is the only method to alter the sender email visible in the CRM for manual emails.

Troubleshooting Email Sending Issues

Even after ensuring the sender email is correctly configured and verified, you might still face issues with sending emails. Here are steps to troubleshoot further:

• Check for Verified Sender: Ensure the email used in automation or bulk actions is a verified sender with your SMTP provider or matches the email integrated with the CRM.
• Consult SMTP Provider Support: If you've followed all verification steps and still encounter issues, the problem might lie with the SMTP provider. Opening a support ticket with them can help diagnose and resolve delivery status issues.

Common SMTP Error Codes and Solutions

Below are some frequently encountered SMTP error codes, their meanings, and recommended solutions:

Mailgun SMTP

400 Errors (Bad Requests):

• from/to/message parameter is missing : Ensure the sender's and receiver's email addresses and the email body are included in the email.
• Need at least one of 'text' or 'html' parameters specified : Include at least one version of the email, either in plain text or HTML.
• Too many recipients; max is 1000 : Limit the number of recipients to 1000 or fewer.

401 Forbidden: The user lacks the necessary permissions. Verify user permissions for the request.

404 Domain not found: Use a valid, existing domain.

429 Request limit exceeded: Wait until the specified time before trying to send the request again.

500 Internal Server Error: Try the request again later or contact the server administrator.

Gmail / Google Workspace

421, "4.3.0" Temporary System Problem: Retry sending the message later.

450, "4.2.1" The user you are trying to contact is receiving mail too quickly: Resend your message at a later time.

451, "4.3.0" The mail server temporarily rejected the message: Retry sending the message later.

550, "5.1.1" The email account that you tried to reach does not exist: Check the recipient's email address for typos.

550, "5.4.5" Daily sending quota exceeded: Limit the number of emails you send each day or upgrade your Google Workspace edition.

SendGrid Error Codes

403 - You are not authorized to send from that email address: Verify the Sender Identity configuration and ensure that the "from" address is correctly set.

421 - Message from (X.X.X.X) temporarily deferred: Reduce the frequency or volume of messages being sent to the recipient domain.

450 - too frequent connects from X.X.X.X, please try again later: Wait and allow the recipient's mailbox to become available again.

451 - Authentication failed: Maximum credits exceeded: Contact Sendgrid support to resolve the credit limit issue.

452 - Too many recipients received this hour (throttled): Reduce the number of recipients in the message or split the message into smaller batches.

Outlook Error Codes

0x800CCC00: Recheck your email and password details. If the problem persists, restart your mail server or contact your ISP for support.

0x800CCC01: Verify that all necessary intermediate certificates are installed. If the certificate is self-signed, ensure that it is installed on both client and server machines.

0x800CCC05: Check your internet connection. If it is stable, there might be server issues. Contact your ISP for assistance.

0x800CCC10: Double-check the email address for any errors or missing information.

0x800CCC11: Check that all the addresses in your list are formatted correctly and remove any that are not.

By understanding these potential issues and following the troubleshooting steps outlined, you can resolve most problems swiftly, ensuring that your emails are delivered successfully.

Frequently Asked Questions

What if I still receive an error after verifying my sender email?

• Double-check that the email is correctly verified with your SMTP provider and matches the email configured in the CRM. If issues persist, contact your SMTP provider's support.

Can I use a different email for manual emails and automated emails?

• Yes, but ensure that all emails used are verified with your SMTP provider. For manual emails, the CRM uses the user login email by default unless manually changed for each email sent.

How do I prevent SMTP errors?

• Regularly verify email addresses before sending, adhere to email-sending best practices, and monitor your email-sending reputation.

Can I resend emails after receiving an SMTP error?

• Yes, but first, understand the error code and apply the recommended solution. For temporary issues (e.g., server down), resending after some time might be successful.