1. Configuring Outgoing Email Channels

1. Built-in Email: This is the default email channel with no setup required. Send emails directly from Creator using the platform’s built-in service.
2. Zoho CPaaS: A transactional email service that can be integrated with Creator using basic credentials.
3. Third party Email (Microsoft Outlook and Gmail): Requires a Client ID and Client Secret from your application credentials. These channels use OAuth 2.0 for authorization.
4. Custom SMTP: Connects to any email service provider or your own mail server using the SMTP protocol.
   

2. Steps to configure Outgoing Email Channels

1. Built-in Email
2. Zoho CPaaS
3. Microsoft Outlook
4. Gmail
5. Custom SMTP

2.1 Built-in Email

Note: If an active email channel configuration is deleted, the built-in email channel automatically becomes the active outgoing email channel, preventing disruptions to email delivery.

Note: Custom domain authentication is recommended, as it ensures emails are sent from your own domain address rather than a Zoho Creator shared address, and reduces the likelihood of emails being flagged as spam by recipient servers. If not configured, emails are routed through Zoho Creator's shared domain. Learn more

For paid users: notifications@mailer.zohocreatormail.com 

For trial users: notifications@trial.zohocreatormail.com 

1. Click Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Click Manage Domains on Built-in Email card inside the Outgoing Email Channels, the tab you land on by default.
   
   
3. Click Validate on the required domain's detail card.
   
   
4. Locate the SPF and DKIM records in the Domain Authentication pop-up and click Copy next to each record. Paste the values in your domain provider’s DNS settings and ensure the records are added exactly in the format specified in the popup. This makes sure emails are sent from authorized servers and approved by the domain owner.  
   
   
5. To configure SPF, publish it as a TXT record in your DNS provider such as your domain registrar or DNS manager.  
6. Click Validate in Zoho Creator after adding the SPF and DKIM records in your domain provider’s DNS settings. Once the DNS configurations are verified:
   
1. The domain's Authentication Status will be updated to Completed.
   
2. The domain's Status will be set to Active.
   

Note: When working with DNS records, keep the following in mind:

1. SPF (Sender Policy Framework): SPF is an email authentication method that helps prevent emails from being rejected or marked as spam. SPF records must be added in the following format:
   
1. For single SPF records, paste: v=spf1 include:usermail.zohocreator.com ~all
   
2. For multiple SPF records, update the SPF record with: include:usermail.zohocreator.com instead of creating a new entry.
   
2. DKIM (Domain Keys Identified Mail): DKIM is an email authentication method that uses A, MX, TXT, or CNAME record with public and private keys to verify emails.
   
1. If DKIM is configured, the domain associated with each email is validated.
   
2. If the DKIM validation fails, the email is either quarantined or rejected, based on your domain’s DMARC policy.
   

2.2. Zoho CPaaS configuration

1. Click Operations in the left pane, select Email Management under APPLICATIONS.
   Alternatively, you can also head over to the System Integration present under Operations directly and select Zoho CPaaS.
   
   
2. Click Configure under Zoho CPaaS to initiate the integration.
   
   
3. Creator verifies whether the email address of the super admin is associated with a Zoho CPaaS account. Based on the verification result, if the email address is:
   
1. Not associated with a Zoho CPaaS account, click I understand, Create to create a new Zoho CPaaS account and associate it with your Creator account.
   
2. Associated with a Zoho CPaaS account, click I understand, Associate to link your existing email address from a Zoho CPaaS account to your Creator account.
   
4. Review the mail agent details for your Zoho CPaaS account and click Continue. In Zoho CPaaS, a mail agent is used to organize and manage email sending configurations.
   

1. Note: During the integration process, a mail agent named Creator Default is automatically created and set as the default mail agent. You can change the default mail agent later from the Zoho CPaaS settings in Creator.
   
5. Add and verify all domains configured in your Built-In Email channel in your Zoho CPaaS account. Sender emails whose domain is not authenticated in Zoho CPaaS will be unable to send emails after the switch. Once done, click Proceed.
   
6. Click Finish at the bottom of the page to save the configuration and receive Zoho CPaaS credits based on your Creator plan on a monthly basis. Track your email credits under Subscription in Zoho CPaaS, which determine your email sending limit for the Zoho CPaaS channel.
   

1. Standard plan: 1 credit per 5 users, with a maximum of 5 credits.
2. Professional plan: 1 credit per 3 users, with a maximum of 10 credits.
3. Enterprise plan: 1 credit per 2 users, with a maximum of 15 credits.

1. Email tracking: Enable email tracking to monitor open rates, click-through rates, and other recipient activities for your emails.
2. Processed emails: Access logs of processed emails to track and monitor their delivery status and other relevant information.
3. Webhooks: Utilize webhooks to receive real-time notifications for your email activities.
4. Bounce addresses: Set up custom bounce addresses to handle undelivered emails more effectively.

1. In the Zoho CPaaS page, click on the Click here link to dissociate the existing Zoho CPaaS integration with your Creator account.
   
2. Click the Yes, Dissociate button in the popup that appears. If you wish to enable it back, you can follow the steps under steps to enable Zoho CPaaS.
   
1. For old users, when dissociating the following message will be shown-
   
2. For new users, the following message will be shown-
   

Note: Once you dissociate your Creator account from Zoho CPaaS,

1. All the emails will be reverted back to daily limits based on your Creator account's subscription plan.  
2. Tracking emails, bounce address, and logs of emails will not be available anymore.
3. All the domains that were verified earlier will have to be re-verified again. 
   

2.3 Microsoft 365 configuration

You can use the Microsoft 365 channel to route emails through Microsoft's email service. This channel supports apps registered for single-tenant, multiple Entra ID tenants, and any Entra ID tenant with personal Microsoft accounts.

To configure Microsoft 365 email channel:

1. Click Operations in the left pane under MANAGE and select Email Management under Applications.
   
2. Click Configure on the Microsoft 365 card under Outgoing Email Channels, the tab opened by default.
   
3. Copy the Callback URL from Creator and paste it as a Redirect URI when registering your application in the Microsoft 365 portal.
   
4. Provide the Client ID, Client Secret, and Tenant ID, generated in the Microsoft 365 portal while registering your application under Identity > Applications > App registrations.
   
   
   Note: To send emails using the designated Microsoft 365 account, Authenticated SMTP needs to be enabled. To enable Authenticated SMTP:
   a) Click Active Users under Users in Microsoft 365 Admin portal.
   b) Select the required user, and click Mail.
   c) Select Manage email apps in the Email apps section.
   d) Tick the checkbox next to Authenticated SMTP and click Save.
   
5. Click Save & Authorize in Creator.
6. Enter the Username, which is the email address used to sign in to your Microsoft 365 account.
   
7. Click Authorize. You will be redirected to a new tab to log in to your Microsoft 365 account in order to complete the authorization. Once authorized, the channel configuration will be complete. Learn how to activate this channel to route outgoing emails through it.

Note: Sender email addresses added in this channel must be configured as alias addresses in the connected Microsoft 365 account before they can be used for email delivery. Learn how to add the sender email address as an alias in Microsoft 365.

2.4 Microsoft Outlook configuration

You can use Microsoft Outlook channel to route emails through Microsoft's email service. This channel only supports apps registered under the personal Microsoft account type. To configure Microsoft Outlook email channel:

1. Click Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Click Configure on Microsoft Outlook card within the Outgoing Email Channels, the tab you land on by default.
   
   
3. Copy the Callback URL from Creator and paste it as a Redirect URL in the Microsoft Azure portal when registering your application.
   
   
4. Provide the Client ID and Client Secret details, which were generated while registering your application in the Microsoft Azure portal under Identity > Applications > App registrations.
   
   
5. Click Save & Authorize in Creator. 
6. Enter the Username, which is the email address used to sign in to your Microsoft Outlook account.
   
7. Click Authorize. You will be redirected to a new tab to log in to your account in order to complete the authorization. Once authorized, the channel will be saved. Learn how to activate this channel to route outgoing emails through it.

Note: Sender email addresses added in this channel must be configured as alias addresses in the connected Outlook account before they can be used to send emails. Learn how to add the sender email address as an alias in Microsoft Outlook.

2.5 Gmail configuration

1. Click Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Click Configure under Gmail card under the Outgoing Email Channels, the tab you land on by default.
   
   
3. Copy the Callback URL from Creator and paste it under Redirect URLs in Google cloud console during the registration process.
   
   
4. Provide the Client ID and Client Secret details, which were generated while creating OAuth credentials in the Google Cloud Console.
   
   
5. Click Save and Authorize in Creator. 
6. Enter the Username, which is the email address used to sign in to your Gmail account.
   
7. Click Authorize. You will be redirected to a new tab to log in to your account in order to complete the authorization. Once authorized, the channel will be saved. Learn how to activate this channel to route outgoing emails through it.

Note: Sender email addresses added in this channel must be configured as alias addresses in the connected Gmail account before they can be used to send emails. Learn how to add the sender email address as an alias in Gmail.

2.6 Custom SMTP Configuration

1. Navigate to Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Click Configure under Custom SMTP card under the Outgoing Email Channels, the tab you land on by default.
   
   
3. Provide the Hostname and Port Details, which can be obtained from your email server.
4. Select the security protocol configured for or supported by your SMTP from the dropdown: SSL, TLS, or None.
   
   
5. Choose the required authentication type: None, Basic, OAuth 2.
   Proceed based on the authentication type:
1. If None is selected:
   
1. Click Save to complete the configuration.
   

1. Note: If None is the authentication type, make sure your SMTP server supports unauthenticated email submission. Otherwise, email delivery may fail.
   
2. If Basic authentication is selected:
   
1. Click Save to save configuration till now.
   
2. Provide the Username and Password used to authenticate your SMTP server, the username is the email address associated with your account.
   
3. Click Authorize and complete authorization.
   
3. If OAuth 2 is selected:
   
1. Provide the Client ID and Client Secret, which are obtained by registering with the email server.
   
   
2. Provide the Authentication URL, Token URL, Refresh Token URL, and Revoke Token URL, obtained from your provider.
   
3. Provide the required scopes, which define the level of access your application needs from the email server.
   
4. Select a delimiter between Space, Comma and Plus to define how multiple scopes are separated.
   
5. Provide the Expiry Time, specified by your provider.
   
6. Click Save & Authorize to complete and save the configuration.
   

3. Managing Email Channels

3.1 Activate channel

1. Click Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Click Manage Domains for the Built in Email channel or Configure for other channels under the Outgoing Email Channels, the tab you land on by default.
3. Click the ellipsis icon in the top-right corner, then select Activate. 
   
   

3.2 Send test email

3.3 Edit Channels

1. Click Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Click Manage Domains for the Built in Email channel or Configure for other channels under the Outgoing Email Channels, the tab you land on by default.
3. Select Edit in the top-right corner. Update the required details and click Save.
   
   

3.3 Reauthorize Channels

1. Click Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Click Manage Domains for the Built in Email channel or Configure for other channels under the Outgoing Email Channels, the tab you land on by default.
3. Click the ellipsis icon in the top-right corner and select Reauthorize. You will be redirected to a new tab to log in and complete the authorization. Once authorized, the channel configuration will be saved.
   
   

3.4 Activate or deactivate a domain in Built-in Email 

Note: Only authenticated domains can be deactivated.

1. Click Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Navigate to the Built-in Email tab under the Outgoing Email Channels, the tab you land on by default.
   
   
3. Locate the required domain. 
4. Switch the Active/Inactive toggle based on your requirement for the domain.
   

3.5 Revoke authorization

Note: The Built-in Email channel is managed by Zoho Creator and does not require separate authorization.

1. Click Operations in the left pane of Zoho Creator homepage and select Email Management under Applications.
   
   
2. Click View Configuration on the required channel's card under Outgoing Email Channels tab, which is selected by default.
   
   
3. Click the Revoke icon () next to Authorized Account in the left pane of the email channel's detail view and click Revoke. If the channel is currently active, an additional warning is shown.
   

3.6 Delete a domain in Built-in Email 

Note: The domain will still appear in the list, but it cannot be used for sending emails. To remove a domain completely, you must delete all verified sender email addresses associated with it.

1. Click Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Navigate to the Built-in Email tab under the Outgoing Email Channels, the tab you land on by default.
   
   
3. Hover over the required domain’s card, click the vertical ellipsis (three-dot) icon at the top-right corner and select Delete.
    

3.7 Delete channel configuration

Note: Removing an email channel configuration only removes its setup from Creator. The actual email channel account remains unchanged.

1. Click Operations in the left pane and select Email Management under APPLICATIONS.
   
   
2. Click Configure under the card of required channel under the Outgoing Email Channels, the tab you land on by default.
3. Click the ellipsis icon located in the top-right corner and select Delete Configuration.
   
   

Note: If the deleted channel is currently active, confirm the redirection of all email configurations to the Built-in Email channel to proceed with the deletion. To control how emails are sent after deletion, you can configure and activate a different channel before deleting the current active channel configuration.

4. Points to note 

1. Only one email channel can be active at a time. Activating a new channel affects only future outgoing emails; previously delivered emails and email records remain unchanged.
2. When an active email channel configuration is deleted, the Built-in Email channel automatically becomes the active outgoing email channel, preventing disruptions to email delivery.
3. For email channels other than Built-in Email, sender email addresses added in Creator must also exist as alias addresses or approved sender addresses in the connected email account before they can be used for email delivery.
4. Editing the configuration or reauthorizing an active email channel may cause temporary disruptions to email delivery. Ensure all changes are completed promptly to minimize downtime.

5. Related topics

1. Understanding Email Management
2. Managing sender email addresses