How to choose the outgoing mail server (SMTP) and use it to send your messages from an email client. Although many users use webmail or, in any case, rely on cloud services for email management, many still prefer to install and use a traditional email client on PCs and personal and work devices.
TCP port 25 for sending email messages should now be definitively abandoned by choosing providers who offer SMTP servers capable of supporting authentication through the SSL/TLS protocol: Email: SSL, TLS and STARTTLS extension. Differences and why to use them.
The ideal would be to choose an email service provider that offers an outgoing mail server to which you can connect on TCP port 465 or 587 using the TLS 1.2 protocol or higher: Create an email address: which service to choose.
Providers that use no authentication or optionally support only STARTTLS should be avoided. Also because when using SMTP servers of some of the most famous providers that do not offer the possibility of using SSL/TLS, it is easier for your messages – even if they are sent – not to appear in the recipient’s inbox but, unfortunately, in your Spam (junk mail) folder.
It should also be noted that some providers propose using TCP port 587 for their SMTP servers but do not use the TLS cryptographic protocol (nor SSL). These servers usually create problems, and destination providers in the Spam folder often stow emails. Verifying that the providers allow authentication and use SSL/TLS for their SMTP servers is advisable. Otherwise, it is advisable to equip yourself differently for sending mail (authentication is not enough; encryption is now essential).
Why Don’t Emails Go Out And Stay In The Outbox Folder?
Most telecommunications operators do not allow using their SMTP servers (outgoing mail servers) using connections from other access providers (at least on port 25, the use of which – as mentioned – is now discouraged). Some providers also block connections to any third-party IP except those corresponding to their SMTP servers (same network).
If the mail messages do not go out, it is likely that you have set up your account to use TCP port 25 and that you are using a different Internet connection from that of the operator providing the mail account. Where possible, by configuring the mail client to use SSL/TLS on TCP port 465 with authentication (you will need to indicate the username and password for using the SMTP server), the outgoing mail server of provider X will generally be usable even when were connected to the Internet with access provider Y.
Furthermore, there is no ban on using a secure SMTP server belonging to a hypothetical supplier Y to send an email message to sender @providerX.it. An example: to send a message from a mail client whose sender is the account activated with any provider; for instance, it is possible to use a secure SMTP server by sending the email to be sent on TCP port 465 (after authentication with the correct username and password ).
For example, a provider like Aruba allows its registered users to use the smtps.aruba.it SMTP server. The mail message will be correctly delivered and taken to its destination. For example, Google Gmail will show, in the web version of your mailbox, the reference ” via “.
For example, the wording ” via ” in Gmail appears when the domain (therefore, the SMTP server) from which the email was sent does not match the environment specified in the sender’s address.
For the ” via ” indication to be removed from Gmail for messages sent using a third-party SMTP server, it is necessary to act on the SPF and DKIM information at the DNS record level as explained in the article IP address, website and email: how to check the state of health.
The correct setting of the SPF records and the DKIM signature allows certifying, towards the SMTP servers of the various providers, in charge of sorting the mail to each recipient, that a particular email server is entitled to send the correspondence relating to a specific domain name.
This is feasible for domain names under your direct control, while it cannot be done for mail accounts provided by various email service providers. In some cases, especially if you haven’t previously exchanged emails using an intermediary SMTP server, Gmail may show the recipient, ” Be careful with this message. The user has never sent you messages using this email address. Avoid replying to this email unless you contact the sender in other ways to ensure the email address is legitimate .”
However, the email is correctly presented in the inbox and does not go to the spam folder.
Some companies and universities still suggest using Google’s secure SMTP servers on TCP port 465 or 587 ( smtp.gmail.com ) after authentication, even for accounts that are not Google.
In these cases, Google’s SMTP servers take charge of the email and send it to its destination. Still, the user thus exposes his Gmail address, the one specified together with the corresponding password for authentication.
The message’s recipient will not see the address specified in the From field but that of Google. This is because, as can be easily verified by accessing the message headers, Google’s SMTP servers modify the headers by altering the From field and simply adding
X-Google-Original-From: as seen in the following image. Only try to create a Google account with Gmail (do this by accessing this page and then clicking on Create an account, For me, Use my current email address instead ) because the use of Gmail’s SMTP servers will not be granted.
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