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Outbound Host Setup

Configure dedicated sending infrastructure for enterprise-grade email deliverability. Outbound hosts allow you to use your own SMTP servers or third-party sending services for maximum control.

What is an Outbound Host?​

An outbound host is a dedicated email sending server that handles your campaign emails. Instead of using Gmail or Outlook's servers, you route emails through specialized infrastructure designed for high-volume sending.

Benefits​

BenefitDescription
Higher VolumeSend thousands of emails per day without hitting provider limits
Dedicated IPBuild reputation on your own IP address
Better ControlFull control over sending rates, authentication, and routing
Improved DeliverabilityPurpose-built infrastructure for outbound email
Custom DomainSend from any domain you control

When to Use Outbound Hosts​

  • Sending more than 2,000 emails per day
  • Need dedicated IP reputation
  • Require custom sending infrastructure
  • Using email service providers (ESPs)
  • Enterprise compliance requirements

Supported Outbound Hosts​

Salestools integrates with popular email sending services:

ProviderBest ForPricing Model
Amazon SESHigh volume, AWS usersPay per email
SendGridReliability, analyticsMonthly plans
MailgunDevelopers, API-firstPay per email
PostmarkTransactional + marketingMonthly plans
SparkPostEnterprise, global reachVolume-based
Custom SMTPAny SMTP serverVaries

Amazon SES Setup​

Prerequisites​

  • AWS account
  • Verified domain in SES
  • SES out of sandbox (for production)

Step 1: Create SMTP Credentials​

  1. Log into AWS Console
  2. Navigate to SMTP Settings
  3. Click Create SMTP Credentials
  4. Note down your SMTP username and password
  5. Download credentials (you won't see the password again)

Step 2: Verify Your Domain​

  1. In SES, go to Verified Identities
  2. Click Create Identity → Domain
  3. Enter your domain (e.g., yourdomain.com)
  4. Add the provided DNS records:
    • DKIM records (3 CNAME records)
    • SPF record (if not using Easy DKIM)
    • DMARC record (recommended)
  5. Wait for verification (usually 24-72 hours)

Step 3: Request Production Access​

New SES accounts are in sandbox mode (can only send to verified emails):

  1. Go to Account Dashboard
  2. Click Request Production Access
  3. Fill out the form:
    • Explain your use case
    • Describe your sending practices
    • Provide bounce/complaint handling info
  4. Wait for approval (24-48 hours)

Step 4: Connect to Salestools​

  1. Go to Settings → Outbound Hosts
  2. Click Add Outbound Host
  3. Select Amazon SES
  4. Enter your credentials:
    • SMTP Server: email-smtp.[region].amazonaws.com
    • Port: 587
    • Username: Your SMTP username
    • Password: Your SMTP password
  5. Click Test Connection
  6. Save if successful

SES Sending Limits​

StatusDaily LimitRate Limit
Sandbox2001/second
Production (new)50,00014/second
Production (mature)500,000+Varies

SendGrid Setup​

Step 1: Create API Key​

  1. Log into SendGrid
  2. Go to Settings → API Keys
  3. Click Create API Key
  4. Name it "Salestools"
  5. Select Full Access or customize permissions
  6. Copy the API key (shown only once)

Step 2: Authenticate Your Domain​

  1. Go to Settings → Sender Authentication
  2. Click Authenticate Your Domain
  3. Choose your DNS host
  4. Add the provided DNS records
  5. Verify the domain

Step 3: Connect to Salestools​

  1. Go to Settings → Outbound Hosts
  2. Click Add Outbound Host
  3. Select SendGrid
  4. Enter your API key
  5. Select your verified domain
  6. Click Test Connection
  7. Save if successful

Mailgun Setup​

Step 1: Add and Verify Domain​

  1. Log into Mailgun
  2. Go to Sending → Domains
  3. Click Add New Domain
  4. Enter your domain
  5. Add DNS records:
    • SPF record
    • DKIM records
    • MX records (optional, for receiving)
  6. Verify the domain

Step 2: Get SMTP Credentials​

  1. Go to your domain settings
  2. Find SMTP Credentials
  3. Copy SMTP hostname, port, username, and password

Step 3: Connect to Salestools​

  1. Go to Settings → Outbound Hosts
  2. Click Add Outbound Host
  3. Select Mailgun
  4. Enter SMTP settings:
    • Server: smtp.mailgun.org
    • Port: 587
    • Username: Your Mailgun SMTP username
    • Password: Your SMTP password
  5. Test and save

Custom SMTP Setup​

For any SMTP-compatible server or service.

Required Information​

Gather from your email provider:

  • SMTP server hostname
  • SMTP port (usually 587 or 465)
  • Authentication type (LOGIN, PLAIN, CRAM-MD5)
  • Username and password
  • TLS/SSL requirements

Connect to Salestools​

  1. Go to Settings → Outbound Hosts
  2. Click Add Outbound Host
  3. Select Custom SMTP
  4. Enter your settings:
    • Name: Friendly name for this host
    • SMTP Server: Your SMTP hostname
    • Port: 587 (TLS) or 465 (SSL)
    • Security: TLS or SSL
    • Username: Your SMTP username
    • Password: Your SMTP password
  5. Click Test Connection
  6. Configure additional options if needed
  7. Save

DNS Configuration​

Proper DNS setup is critical for deliverability.

Required DNS Records​

SPF (Sender Policy Framework)​

Authorizes servers to send email for your domain:

Type: TXT
Host: @
Value: v=spf1 include:amazonses.com include:sendgrid.net ~all

Adjust include: based on your provider.

DKIM (DomainKeys Identified Mail)​

Cryptographically signs your emails:

Type: CNAME
Host: [selector]._domainkey
Value: [provided by your email service]

Your provider will give you the exact records.

DMARC (Domain-based Message Authentication)​

Tells receivers what to do with failed authentication:

Type: TXT
Host: _dmarc
Value: v=DMARC1; p=quarantine; rua=mailto:dmarc@yourdomain.com

Verify DNS Setup​

  1. Go to Settings → Outbound Hosts
  2. Select your host
  3. Click Check DNS
  4. Review results for each record
  5. Fix any issues flagged

Routing Rules​

Control which emails use which outbound host.

By Campaign​

  1. Edit a campaign
  2. Under Sending Settings, select Outbound Host
  3. Choose the host to use
  4. Save the campaign

By Domain​

Route emails based on recipient domain:

  1. Go to Settings → Outbound Hosts → Routing Rules
  2. Click Add Rule
  3. Configure:
    • Recipient Domain: e.g., gmail.com
    • Use Host: Select the outbound host
  4. Save

By Sender​

Different hosts for different sending addresses:

  1. Go to Settings → Email Accounts
  2. Select an account
  3. Under Outbound Host, select the host to use
  4. Save

Monitoring & Analytics​

Delivery Metrics​

Track performance per outbound host:

  1. Go to Analytics → Outbound Hosts
  2. View metrics:
    • Emails sent
    • Delivery rate
    • Bounce rate
    • Open rate
    • Click rate

Bounce Handling​

Configure bounce processing:

  1. Go to Settings → Outbound Hosts
  2. Select a host
  3. Configure Bounce Handling:
    • Webhook URL: For real-time bounce notifications
    • Auto-remove: Remove bounced emails from lists
    • Bounce threshold: Pause sending after X bounces

Reputation Monitoring​

Monitor your sending reputation:

  1. Check provider dashboards (SES, SendGrid, etc.)
  2. Use reputation services (Google Postmaster, Microsoft SNDS)
  3. Monitor blacklist status

Best Practices​

IP Warmup​

New IPs need gradual volume increase:

DayDaily Volume
1-250
3-4100
5-7250
8-14500
15-211,000
22-302,500
30+Full volume

Maintain Good Practices​

  1. Clean lists regularly - Remove bounces and unsubscribes
  2. Authenticate everything - SPF, DKIM, DMARC
  3. Monitor metrics - Watch bounce and spam rates
  4. Throttle sending - Don't blast all at once
  5. Handle complaints - Process unsubscribes immediately

Dedicated vs Shared IPs​

FactorDedicated IPShared IP
ReputationYou controlShared with others
Volume needed50,000+/monthAny volume
Warmup requiredYesNo
CostHigherLower
Best forEnterpriseMost users

Troubleshooting​

Connection Failed​

  • Verify server hostname and port
  • Check username and password
  • Ensure your IP isn't blocked
  • Verify TLS/SSL settings match

Emails Not Delivering​

  • Check DNS records are correct
  • Verify domain is authenticated
  • Review bounce messages
  • Check provider's sending limits

High Bounce Rates​

  • Clean your email list
  • Verify email addresses before sending
  • Check for typos in email templates
  • Review sending reputation

Support​

Need Help?

Last Updated: January 2025 Version: 1.0