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How to Set Up Other SMTP Email in Real Geeks

A guide to using the Other SMTP setting to send CRM emails through your own provider

Sending emails from your Real Geeks CRM is a key part of consistent follow-up. If you use Google (Gmail) or Microsoft Outlook, you can connect directly using those built-in integrations. However, if your email provider does not offer a direct integration option, you can send emails through your own email provider using a custom SMTP email server. This guide explains what that means in plain language and walks you through how to set it up.

Need to Know

  • Google (Gmail) and Microsoft Outlook offer direct integration options inside the CRM

  • Use the Other SMTP setting to integrate a non-Google or Microsoft email with Real Geeks so sent emails are recorded in the CRM

  • If your login details are incorrect, emails will not send from the CRM

Table of Contents

What Is Other SMTP Setup?

Other SMTP setup means your Real Geeks CRM sends emails using your existing email provider instead of the Google (Gmail) or Microsoft Outlook direct integration options.

In simple terms, when you send an email from a lead’s profile in the CRM, the system connects to your email provider’s outgoing mail server and delivers the message from your email address.

Your leads will see the email as coming directly from you, just like a normal email you would send from your inbox.

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Why Would You Use a Custom SMTP Server?

Other SMTP setup is typically used when your email provider does not support direct Google (Gmail) or Microsoft Outlook integration inside the CRM.

Some agents prefer Other SMTP setup because:

  • They use a business email provider that is not Google or Microsoft

  • Their brokerage requires emails to be sent through a specific company server

  • They want full control over their email authentication settings

  • They do not want to connect their Google or Microsoft account to the CRM

If you use Gmail or Outlook, the direct integration option is usually the simplest setup. Other SMTP setup is an alternative for other providers.

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Before You Start

Before setting up SMTP only email, make sure:

  • Gmail Integration is disconnected in your Email Integration settings

  • You know your full email address and password

  • Your email provider allows third-party SMTP connections

  • You have any required server details from your email provider if auto-detection fails

If you are unsure whether your provider allows SMTP access, contact your email host or IT team first.

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How to Set Up Other SMTP Email in the CRM

  1. In your CRM: Go to Inbox > Message Settings

  2. Click Setup Now

  3. Select Other SMTP

    email-other-smtp

  4. Enter your email address and login password 

    email-other-smtp-login

  5. Click Save

After saving, the system will attempt to automatically detect your email provider’s SMTP settings.

If everything is configured correctly, you will see a success confirmation message.

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Common Issues and Tips

If emails are not sending, confirm the following:

  • Your email address is typed correctly.

  • Your password is entered correctly and up to date.

  • Your email provider does not require an app-specific password—or, if it does, that you’ve created and are using it.

  • Two-factor authentication (2FA) is not preventing the CRM from connecting.

  • Your email host does not require manual SMTP settings—or, if it does, that you’ve entered the correct SMTP server, port, and encryption details.

If the CRM cannot automatically detect your server settings, you may need your email provider’s:

  1. SMTP server name

  2. Port number

  3. Encryption type (SSL or TLS)

Your email provider’s support team can supply this information. If you need any additional assistance with this and troubleshooting your SMTP setup, please contact support@realgeeks.com.

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Frequently Asked Questions

  • What does SMTP mean in simple terms?
    SMTP is the system your email provider uses to send outgoing email.

  • Do I have to use Other SMTP setup?
    No. If you use Google (Gmail) or Microsoft Outlook, you can use the direct integration option instead. Other SMTP setup is optional and typically reserved for other email providers.

  • Will my leads know I am using SMTP?
    No. Emails appear as normal messages sent from your email address.

  • What happens if I change my email password?
    You must update your password in the Email Integration settings or emails will stop sending.

  • Can I use SMTP with any email provider?
    Most providers allow SMTP access, but you should confirm with your email host.

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