Email Setup

WordPress's built-in wp_mail() function uses your server's mail() function. On most shared hosting, this is unreliable or blocked entirely. Emails go to spam or never send.

For import notifications to actually reach you, set up SMTP.

Why WordPress Mail Fails

• Many hosts block outgoing SMTP to prevent spam
• Your server IP has no sender reputation
• Gmail, Outlook, and Yahoo aggressively filter "from WordPress"

The Solution — SMTP Plugin

Use a dedicated SMTP plugin to route mail through a proper email service.

Recommended SMTP Plugins

I recommend WP Mail SMTP for most users.

Setting Up WP Mail SMTP + Gmail

Free and works for most small stores.

Step 1 — Install the Plugin

1. WordPress admin → Plugins → Add New
2. Search for WP Mail SMTP by WPForms
3. Install and Activate

Step 2 — Pick Gmail

1. WP Mail SMTP → Settings
2. Mailer: Select Google / Gmail
3. Fill in From Email (the Gmail address you want to send from)
4. From Name: Your store name

Step 3 — Create Google App

Follow the wizard. It walks you through:

1. Creating a Google Cloud project
2. Enabling Gmail API
3. Creating OAuth credentials
4. Authorizing WP Mail SMTP

Or see Google API Setup for a similar process.

Step 4 — Send a Test

1. WP Mail SMTP → Tools → Email Test
2. Enter your email
3. Click Send Email
4. Check your inbox

If it arrives, SMTP works.

Alternative — SendGrid (More Reliable for Production)

SendGrid is a dedicated email service. Free for 100 emails per day.

Step 1 — Sign Up

Go to sendgrid.com and create a free account.

Step 2 — Verify Domain

1. SendGrid dashboard → Settings → Sender Authentication
2. Add your domain
3. Add DNS records (SPF, DKIM) — ask your host or DNS provider to help
4. Wait for verification (10 min to 24 hours)

Step 3 — Create API Key

1. Settings → API Keys → Create API Key
2. Give it Full Access (or restricted if you know what you're doing)
3. Copy the key

Step 4 — Configure WP Mail SMTP

1. WP Mail SMTP → Settings
2. Mailer: SendGrid
3. Paste the API key
4. Set From Email and From Name
5. Save

Step 5 — Test

WP Mail SMTP → Tools → Email Test → Send.

Other Providers

Same setup pattern. WP Mail SMTP supports:

• Amazon SES — cheap for high volume ($0.10 per 1000 emails)
• Mailgun — free for first 5000 emails
• SMTP.com — paid, with dedicated IP
• Sendinblue (now Brevo) — 300 emails/day free
• Zoho Mail — if you use Zoho for business
• Microsoft 365 / Outlook — if you have MS 365
• Any custom SMTP server — Generic option

Configuring the Plugin's Email Notifications

Once SMTP works, configure what the plugin sends.

Email Notifications tab — pick triggers, recipients, sender, subject and body templates.

Step 1

WordPress admin → Webkul WC Addons → Settings → Email Notifications.

Step 2

Fill in:

Step 3 — Sample Body Template

<h2>Import {status}: {job_title}</h2>

<p>Run completed at {timestamp}.</p>

<table>
  <tr><td>Entity:</td><td>{entity_type}</td></tr>
  <tr><td>Created:</td><td>{created}</td></tr>
  <tr><td>Updated:</td><td>{updated}</td></tr>
  <tr><td>Failed:</td><td>{failed}</td></tr>
  <tr><td>Duration:</td><td>{duration}</td></tr>
</table>

{error_message}

<p><a href="https://your-site.com/wp-admin/admin.php?page=wkaie-history">View full history</a></p>

Step 4 — Save and Test

1. Click Save Changes
2. Run a quick test import
3. Check your email for the notification

Testing Email Delivery

Scheduled jobs trigger the email notifications you just configured — each run produces one email per rule.

Before Going Live

1. Run a test import
2. Check your inbox
3. Check spam/promotions folders
4. If not found, check WP Mail SMTP → Tools → Email Log

Spam Score

Test your sender reputation:

• mail-tester.com — free score
• Send a test email to the address they give you
• Get a score out of 10. Aim for 8+.

Avoiding Spam Filters

Use a Real Domain

Do not use noreply@localhost or [email protected]. Use an email on your actual domain like [email protected].

Set Up SPF

Add this TXT record to your domain DNS:

v=spf1 include:_spf.google.com include:sendgrid.net ~all

Adjust includes based on which provider you use.

Set Up DKIM

Your email provider (SendGrid, Google) gives you DKIM records. Add them to your DNS.

Set Up DMARC

Optional but helpful:

v=DMARC1; p=quarantine; rua=mailto:[email protected]

Write Normal-Looking Emails

Avoid:

• ALL CAPS subjects
• Too many emojis
• Words like "FREE", "GUARANTEE", "WINNER"

Troubleshooting

Monitoring

Enable Email Log

WP Mail SMTP has an Email Log feature. Turn it on to track every email sent.

Check Logs Weekly

Once a week, review the log to make sure emails actually sent. Catch silent failures early.

Related Pages

• Settings → Email Notifications
• Settings → Notification Channels — Alternative: Slack, Teams, Telegram
• Jobs — Configure per-job notifications