Applies to: Cloud & Self-Hosted
Audience: Site Administrators
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.
Choose the option that best fits your organization's needs:
Let Axero handle everything with the standard domain configuration. No technical setup is required on your end.
sitename@axero.email
Next Steps: Submit a private support case with your preferred site name and friendly name.
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.
postmaster@yourdomain.com
notifications@yourdomain.com
Next Steps: Configure your email service settings using the Email Settings section below.
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:
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.
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.
yoursite.axero.email
postmaster@yoursite.axero.email
notifications@yoursite.axero.email
Next Steps: Contact your Client Success Manager for pricing details and implementation guidance.
If you selected Option 2 (your domain and your sending), complete the following setup to configure both outgoing and incoming email.
Navigate to Control Panel > System > General Settings, then expand the Email Settings section.
smtp.office365.com
smtp.gmail.com
Tip: Set the throttling values based on your email provider's limits. For Microsoft 365, set to Send 30 emails every 1 minute to stay within the 30 messages per minute cap. For providers without strict rate limits (e.g., Mailgun, SendGrid), Send 100 emails every 1 minute is suitable for sites with fewer than 100 users, or Send 1,000 emails every 1 minute for larger sites.
Configure a dedicated mailbox to capture misaddressed emails and enable email-to-post functionality for blogs, forums, and cases.
Important: The catch-all mailbox must be a dedicated account used only for this purpose. Do not use a shared or personal mailbox, as all emails in this account are deleted after processing.
Note: Individual spaces can configure their own case management email settings independently of the global settings.
Important: Click Save System Settings after making any changes to apply your email configuration.
Watch this step-by-step guide to customize your email sender display name:
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.
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.
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.
If you need assistance with email configuration or are experiencing delivery issues, submit a support case.
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