Email Configuration Overview | Axero Documentation

Introduction

Proper email configuration is essential for reliable message delivery to your users. Axero supports four configuration options, each designed to meet different organizational needs and technical requirements. This guide explains each option and walks you through the settings for self-managed email configurations.

Overview

• Introduction
• Email Configuration Options
• Email Settings (Option 2)
• Email Images Configuration
• Troubleshooting
• Additional Resources
• Support and Feedback

Email Configuration Options

Choose the option that best fits your organization's needs:

Option 1: Axero Standard Domain and Axero Sending

Let Axero handle everything with the standard domain configuration. No technical setup is required on your end.

Next Steps: Submit a private support case with your preferred site name and friendly name.

Option 2: Your Domain and Your Sending

Use your own email service (Google, Microsoft, Mailgun, SendGrid, or a custom SMTP server) and manage email sending independently. You maintain full control over the sending experience. This option is available for all deployment types, including cloud-hosted, on-premises, and self-hosted sites.

Next Steps: Configure your email service settings using the Email Settings section below.

Option 3: Your Custom Domain and Axero Sending

Use your own custom domain while leveraging Axero's reliable sending infrastructure. You purchase and manage a dedicated root domain, while Axero handles the email delivery.

How it works:

1. You provide a dedicated root domain (this cannot be a subdomain or a domain used by any existing site).
2. Axero provides specific DNS records that you must apply to your domain.
3. Result: Professional email delivery using your branded domain through Axero's infrastructure.

After receiving the DNS records from Axero, you must configure the following in your domain provider:

Next Steps: Contact your Client Success Manager for pricing details and to receive the specific DNS records for your domain.

Option 4: Axero Custom Domain and Axero Sending

Choose a personalized subdomain of axero.email (e.g., yoursite.axero.email) combined with Axero's sending infrastructure. No DNS configuration is required on your end.

Next Steps: Contact your Client Success Manager for pricing details and implementation guidance.

Email Settings (Option 2)

If you selected Option 2 (your domain and your sending), complete the following setup to configure both outgoing and incoming email.

Accessing Email Settings

Navigate to Control Panel > System > General Settings, then expand the Email Settings section.

Outgoing Email (SMTP)

Incoming Email (POP3)

Catch-All Email

Configure a dedicated mailbox to capture misaddressed emails and enable email-to-post functionality for blogs, forums, and cases.

Additional Email Settings

Video Tutorial: Changing the Email Sender Name

Watch this step-by-step guide to customize your email sender display name:

Email Images Configuration

By default, images are excluded from email notifications to protect your content security. This prevents unauthorized access if emails are forwarded or shared externally.

You can enable images in emails with encrypted URL keys that allow viewing without login requirements. However, if emails or links are shared externally, images may be exposed to unauthorized users.

To enable images in emails, navigate to Control Panel > System > System Properties, search for ImagesInEmail, and set the value to True.

Troubleshooting

Emails not sending with organization mail server

If you have configured your own mail server but emails are not being delivered, IP whitelisting may be required.

• Cloud-hosted sites: Submit a support case to request the IP addresses that need to be whitelisted on your mail server.
• Self-hosted sites: Whitelist your server's IP address in your email server configuration.

Microsoft Exchange rate limiting

Exchange users may encounter rate limiting errors that prevent email delivery. The common error message is:

Email Sending Failed. Reason: Service not available, closing transmission channel. The server response was: 4.4.2 Message submission rate for this client has exceeded the configured limit

The resolution depends on which Exchange platform you use:

Exchange Online (Microsoft 365): Microsoft enforces the following sending limits that cannot be changed:

If your site exceeds these limits, set the Axero email throttling to Send 30 emails every 1 minute to stay within the message rate cap. For high-volume sites, consider using a dedicated email sending service such as Mailgun or SendGrid instead of Exchange Online.

Exchange Server (on-premises): Adjust the message rate limit by executing the following command in Exchange Management PowerShell:

set-receiveconnector -identity connector -MessageRateLimit unlimited

SMTP authentication failures

Verify that your SMTP username, password, server hostname, and port are correct. Ensure that SSL settings match the port configuration (port 587 typically requires STARTTLS, port 465 requires SSL).

Emails going to spam

If your emails are landing in recipients' spam folders, verify that SPF, DKIM, and DMARC records are properly configured for your sending domain. These authentication records help email providers verify that your emails are legitimate.

Additional Resources

• For step-by-step Microsoft 365 SMTP configuration, see Microsoft 365 Email Configuration.
• For step-by-step Gmail SMTP configuration, see Gmail Email Configuration.
• For Microsoft 365 sending limits and quotas, see Exchange Online Limits.
• For domain setup and DNS configuration, see Domain Configuration.
• For security best practices related to login, sessions, and access control, see Site Security Best Practices.

Support and Feedback

If you need assistance with email configuration or are experiencing delivery issues, submit a support case.