Skip to main content

Google Workspace SMTP Configuration

Overview​

This guide explains how to configure SMTP settings in Google Workspace to send mail through your own SMTP server using Gmail credentials for group email accounts.

Step 1: Add Group Email Address​

Before configuring SMTP settings, you need to add your group email address to your Google Workspace account.

Configure Group Information​

  1. Navigate to "Add another email address you own"

    • Go to Gmail Settings → Accounts and Import → Add another email address

  2. Enter Group Information

    • Name: Enter the group display name
      • Example: OX Investments
    • Email address: Enter the group email address
      • Example: investments@oxgroup.in

  3. Alias Settings

    • Check "Treat as an alias" (recommended)
      • This allows you to send mail as this address
    • Optionally specify a different "reply-to" address if needed

  4. Proceed to Next Step

    • Click "Next Step »" to continue to SMTP configuration

Example Configuration​

Name: OX Investments
Email address: investments@oxgroup.in
☑ Treat as an alias

Step 2: SMTP Server Configuration​

After adding the group email address, you'll be prompted to configure the SMTP server settings.

Server Settings​

  • SMTP Server: smtp.gmail.com
  • Port: 587
  • Connection Type: TLS (recommended)
  • Alternative: SSL (if TLS is not available)

Account Credentials​

  • Username: Any group member's email address (e.g., member@anyemail.com)
  • Password: 16-character App Password (generated from Google Account)

Step 3: Generating an App Password​

Follow these steps to create an App Password for SMTP authentication:

Step-by-Step Instructions​

  1. Access Google Account Settings

  2. Navigate to Security Settings

    • Select Security from the menu

  3. Enable 2-Step Verification

    • Under "Signing in to Google," select 2-Step Verification
    • (Note: 2-Step Verification must be enabled before you can create App Passwords)

  4. Access App Passwords

    • Scroll to the bottom of the page
    • Select App passwords

  5. Generate New App Password

    • Enter a descriptive name to help you remember where you'll use this password
      • Example: "OX Investments SMTP" or "Workspace Group Mail"
    • Click Generate

  6. Copy the App Password

    • A 16-character code will be generated on your screen
    • Copy this code immediately (you won't be able to see it again)
    • Follow any on-screen instructions

  7. Complete Setup

    • Click Done after copying the password

Complete Configuration Example​

For OX Investments Group​

Step 1 - Group Information:

Name: OX Investments
Email address: investments@oxgroup.in
☑ Treat as an alias

Step 2 - SMTP Configuration:

SMTP Server: smtp.gmail.com
Port: 587
Username: member@oxgroup.in (any group member)
Password: xxxx xxxx xxxx xxxx (16-character App Password)
Security: TLS (recommended)

Important Notes​

  • Group Email Setup: The group email (e.g., investments@oxgroup.in) must be properly configured in Google Workspace before adding it as an alias
  • App Passwords are 16-character codes without spaces (though displayed with spaces for readability)
  • 2-Step Verification must be enabled on the Google Account before App Passwords can be generated
  • Username: Use any authorized group member's email address for SMTP authentication
  • Each App Password is unique and can be revoked individually without affecting other services
  • Use TLS on port 587 for the most secure connection (recommended)

Common Group Examples​

Group NameEmail AddressSMTP Username Example
OX Investmentsinvestments@oxgroup.inmember1@oxgroup.in
OX Accountsaccounts@oxgroup.inmember2@oxgroup.in
OX Salessales@oxgroup.inmember3@oxgroup.in
OX Marketingmarketing@oxgroup.inmember4@oxgroup.in

Troubleshooting​

  • Cannot add email address: Verify the group email exists in Google Workspace
  • App password option missing: Ensure 2-Step Verification is enabled
  • Connection fails: Verify port (587) and security type (TLS) are correct
  • Authentication error: Ensure the App Password was copied correctly without extra spaces
  • Permission denied: Check that the group member's account has proper permissions

Security Best Practices​

  • Generate unique App Passwords for each application or service
  • Revoke App Passwords that are no longer in use
  • Never share App Passwords or use them across multiple services
  • Regularly review active App Passwords in your Google Account security settings
  • Document which group member's credentials are used for each group email configuration
  • Rotate App Passwords periodically for enhanced security

Note for admins (not for group members)​

  • To enable the SMTP server for all group members, do the following settings in the admin dashboard:
    • Go to Apps -> Google Workspace -> Gmail
    • In the End User Access section, click on the "Allow per-user outbound gateways"
    • Enable the "Allow users to send mail through an external SMTP server when configuring a from address hosted outside your email domain"
    • Then save the settings