Set up your company mailbox (SMTP)

Last reviewed Sep 26, 2026

Connect the mailbox your emails will be sent from, add sender identities, and what to sort out on your domain before the first campaign.

Emails from CRM Dost leave from your own mailbox, not ours. You connect the SMTP details of an account your company already has — Google Workspace, Microsoft 365, Zoho or your hosting provider — and every message carries your address as the sender. The setup lives under AI Email → Settings and needs the Manage AI Email permission, which Owners hold.

1. Enter the SMTP host, port, whether the connection is encrypted, and the mailbox username and password. Gmail and Google Workspace use smtp.gmail.com on port 587 with an app password, never the account password; Microsoft 365 uses smtp.office365.com on port 587; Zoho uses smtp.zoho.com on port 587 (smtp.zoho.in or smtp.zoho.eu for a regional account).
2. Add the sender identities the team can choose from when composing — a display name and a From address each, such as Sales <sales@yourcompany.com> and Support <support@yourcompany.com>. A From address that is not the connected mailbox is flagged by the deliverability check, because receiving servers treat a mismatch as suspicious.
3. Save, open Compose and use Send a test to your own address. If nothing arrives, the error the mailbox returned is shown on screen; a wrong port or a normal password where an app password is needed are the usual causes.

Before your first campaign

• SPF and DMARC records on your domain tell receiving servers your mailbox is allowed to send for it. The deliverability check warns when either is missing; whoever manages your domain's DNS, or your email provider's help pages, can add them.
• Every mailbox has a daily sending limit: Gmail 500 messages a day, Google Workspace 2,000, Outlook.com 300, Zoho and most others in the same range. The check compares an audience against the limit for your provider before you send.
• A dedicated mailbox such as crm@yourcompany.com keeps campaign volume from using up a colleague's own daily allowance.

If the person whose mailbox is connected leaves, change the password in Settings or connect another mailbox; the templates, audiences and history stay with the workspace.