What Should My Outgoing Email Server Be? A Complete Guide to Outgoing Mail Servers

What should my outgoing email server be? Email remains one of the most essential tools for communication in both personal & professional spheres. Whether you’re setting up a new email account, configuring a business email system, or simply troubleshooting your current email client, one common question often arises:

“What should my outgoing email server be?”

If You are not alone if you’ve found yourself scratching your head over this. This article will break it down in simple English. We’ll explore what an outgoing email server is, how it works, and how to figure out the right server for your specific email setup—whether you’re using Gmail, Outlook, custom domains, or business-level hosting solutions.

What Is an Outgoing Email Server?

An outgoing email server is responsible for sending emails from your email client (such as Outlook, Thunderbird, Apple Mail, or even your phone’s mail app) to the recipient’s email server. The technical name for this kind of server is an SMTP server, which stands for SMTP.

Think of it this way:

• SMTP server is like your local post office.
• You (sender) drop off a letter (your email).
• The post office (SMTP server) checks it and sends it on its way to the recipient’s post office (incoming mail server).

Every email system needs two key server types:

• Incoming Mail Server (like IMAP or POP3) – for receiving emails.
• Outgoing Mail Server (SMTP) – for sending emails.

Why Does the Outgoing Server Matter?

If your outgoing server is not set accurately, your emails might:

• Fail to send
• Be marked as spam
• Get delayed
• Never reach the recipient

That’s why getting the right SMTP server configuration is essential.

Common SMTP Server Settings (Popular Providers)

Let’s start with the most commonly used email services and what their outgoing mail server settings typically look like.

1. Gmail (Google Workspace and Personal Accounts)

• SMTP Server: smtp.gmail.com
• Port (TLS): 587
• Port (SSL): 465
• Requires Authentication: Yes
• Username: Your full Gmail address
• Password: Your Gmail password or app-specific password (if 2FA is on)

Note: If you’re using two-factor authentication (2FA), you may need to generate an app password to use in place of your regular one.

2. Outlook / Microsoft 365 / Hotmail / Live

• SMTP Server: smtp.office365.com (for Microsoft 365)
• SMTP Server (Outlook.com/Hotmail): smtp-mail.outlook.com
• Port: 587 (TLS)
• Requires Authentication: Yes
• Username: Full email address
• Password: Your email password

3. Yahoo Mail

• SMTP Server: smtp.mail.yahoo.com
• Port: 465 (SSL) or 587 (TLS)
• Requires Authentication: Yes
• Username: Full Yahoo email
• Password: Yahoo app password (2FA recommended)

4. iCloud Mail

• SMTP Server: smtp.mail.me.com
• Port: 587 (TLS)
• Requires Authentication: Yes
• Username: Full iCloud email
• Password: App-specific password

5. Zoho Mail

• SMTP Server: smtp.zoho.com
• Port: 465 (SSL) or 587 (TLS)
• Requires Authentication: Yes
• Username: Full email
• Password: Email password or app password

Custom Domains (e.g., [email protected])

If you’re using a custom domain email, your SMTP server is usually provided by your email hosting provider. Here’s how to find it:

Step-by-Step:

1. Log in to your email hosting dashboard (e.g., cPanel, Plesk, Google Workspace Admin).
2. Look for email settings or server settings.
3. Copy the SMTP host, port number, & authentication details.

Example (cPanel email account):

• SMTP Server: mail.yourdomain.com
• Port (SSL): 465
• Port (TLS): 587
• Authentication: Required
• Username: Full email address
• Password: Your email password

You can usually use mail.yourdomain.com or smtp.yourdomain.com—but check the hosting docs to be sure.

What to Consider When Choosing or Configuring Your Outgoing Server

1. SSL/TLS Encryption

Always enable encryption to keep your data secure. If you’re choosing between ports:

• Use port 465 for SSL
• Use port 587 for TLS

Both encrypt your message in transit. Plain-text (port 25) is not recommended unless you’re on a secure internal network.

2. Authentication Required

Most modern email services require SMTP authentication. Ensure your outgoing mail server settings include:

• Full email address as username
• Correct password or app-specific password

If you skip this, your messages may not send.

3. Avoid Using ISP SMTP Servers (if possible)

Many Internet Service Providers (ISPs) offer their own SMTP servers (e.g., smtp.comcast.net, smtp.att.net). However, these often have limitations:

• They may block outgoing emails to certain ports
• Limited rate of emails per day
• Higher chance of getting marked as spam

It’s best to use your mail provider’s SMTP, not your ISP’s.

4. Use App Passwords for Security

If you have two-factor authentication (2FA) enabled on your account, you’ll likely need to create an app-specific password for your email client. This is especially true for Gmail, Yahoo, Apple, and Outlook accounts.

5. Check for SPF, DKIM, and DMARC Records

If you’re using a custom domain, ensure your domain has the correct DNS records to authenticate your messages. These include:

• SPF – Validates the sending IP
• DKIM – Adds digital signature to your email
• DMARC – Tells other mail servers what to do if SPF or DKIM fail

Without these, your emails may land in spam—even if your SMTP settings are correct.

SMTP Port Overview

Troubleshooting SMTP Issues

If Your Emails Aren’t Sending, Try These:

• Double-check your SMTP server name – Typos are easy to miss.
• Verify port number – Try switching between 465 and 587.
• Ensure SSL/TLS is turned on – This is often buried in “advanced settings.”
• Ensure authentication is enabled – Your mail client should require a login.
• Check with your provider – They may have restrictions on third-party access or may require special configurations.

What If I’m Running a Mail Server Myself?

If you manage your mail server (Postfix, Exim, or Microsoft Exchange), your outgoing server will typically be:

• Your domain or server’s hostname (e.g., mail.mycompany.com)
• Ensure you configure proper reverse DNS, SPF, DKIM, & DMARC
• Monitor your IP address reputation to avoid being blacklisted
• Set up rate limiting, spam filters, & TLS encryption

Running your own mail server gives you control but requires diligence to stay compliant with security and anti-spam measures.

Cloud SMTP Services (Transactional Email)

For businesses sending large volumes of email (e.g., e-commerce, newsletters), it’s common to use cloud-based SMTP services. Popular options include:

• SendGrid
• Mailgun
• Amazon SES
• Postmark
• SMTP2GO

These services provide robust APIs, high deliverability, analytics, and better spam protection.

Conclusion: What Should Your Outgoing Email Server Be?

There is no one-size-fits-all answer, but the good news is this:

• If you’re using a mainstream provider (like Gmail, Outlook, Yahoo), use their SMTP settings as listed above.
• If you have a custom domain, check with your email host (like Bluehost, HostGator, SiteGround, etc.).
• For businesses, consider using dedicated email delivery services for better performance and analytics.

Understanding your outgoing mail server is key to smooth & professional email communication. The next time someone asks, “What’s your SMTP server?”—you’ll have the answer, & probably a tip or two to offer them as well.