How to Send WordPress Emails via Microsoft 365

WordPress powers approximately 43% of websites globally, making it the most popular Content Management System (CMS). However, its default email-sending configuration often results in delivery failures or emails being marked as spam. These issues arise because WordPress relies on PHP mail(), which lacks authentication and can be flagged as unreliable by email providers.

To ensure reliable email delivery, WordPress can be configured to send emails via Microsoft 365 SMTP relay. This approach improves deliverability, enhances security, and ensures compliance with modern email standards.

This guide explains how to configure WordPress to send emails through Microsoft 365 using SMTP relay.

Why Use Microsoft 365 SMTP Relay for WordPress Emails?

Microsoft 365 SMTP relay provides several advantages:

• Improved Deliverability: Reduces chances of emails being flagged as spam.
• Authentication and Security: Uses secure SMTP authentication to verify sender identity.
• Integration with Microsoft 365 Accounts: Leverages existing Microsoft 365 email infrastructure.
• Reliability: Ensures emails are sent successfully without interruptions.
• Scalability: Suitable for high-volume email-sending scenarios.

Prerequisites

Before configuring SMTP relay, ensure the following:

1. A Microsoft 365 account with an active mailbox.
2. Access to the WordPress admin dashboard.
3. Administrator permissions in Microsoft 365 Admin Center.
4. An SMTP plugin installed in WordPress.

Step-by-Step Guide to Configure Microsoft 365 SMTP Relay

Step 1: Install and Activate SMTP Plugin in WordPress

1. Log in to the WordPress admin dashboard.
2. Go to Plugins > Add New.
3. Search for WP Mail SMTP by WPForms.
4. Click Install Now and then Activate the plugin.

Step 2: Configure SMTP Plugin Settings

1. Navigate to WP Mail SMTP > Settings in the WordPress admin menu.
2. In the From Email field, enter the email address associated with your Microsoft 365 account.
3. Set the From Name to your preferred display name (e.g., website or company name).
4. Check the box labeled Force From Email to standardize outgoing email addresses.

Step 3: Select Microsoft 365 SMTP as the Mailer

1. Scroll down to the Mailer section and select Other SMTP.
2. Enter the following SMTP settings:
   • SMTP Host: smtp.office365.com
   • Encryption: TLS
   • SMTP Port: 587
   • Authentication: Yes
   • Username: Microsoft 365 email address.
   • Password: App password generated for SMTP (explained below).

Step 4: Generate and Use App Password in Microsoft 365

1. Log in to the Microsoft 365 Admin Center.
2. Go to Users > Active Users.
3. Select the user account and navigate to Security Info.
4. Enable Multi-Factor Authentication (MFA) if not already enabled.
5. Generate an App Password under the MFA settings.
6. Copy the app password and use it as the SMTP password in WordPress settings.

Step 5: Test Email Configuration

1. Save all settings in the SMTP plugin.
2. Go to the Email Test tab within the plugin.
3. Enter a recipient email address and send a test email.
4. Confirm receipt of the email to verify successful configuration.

Common Errors and Troubleshooting

1. Authentication Failed Error

• Cause: Incorrect username, password, or SMTP server settings.
• Solution: Double-check the SMTP credentials and ensure app password usage.

2. Emails Sent to Spam

• Cause: Missing SPF, DKIM, or DMARC records.
• Solution: Configure DNS records in Microsoft 365 Admin Center to authenticate outgoing emails.

3. TLS Encryption Errors

• Cause: Incorrect port or encryption setting.
• Solution: Use TLS on port 587 as specified.

Benefits of Using Microsoft 365 SMTP Relay with WordPress

• Security Compliance: Meets Microsoft’s modern authentication standards.
• Spam Prevention: Reduces the risk of emails being flagged as spam.
• Reliability: Ensures consistent and error-free email delivery.
• Scalability: Supports high-volume email traffic, suitable for growing businesses.
• Integration: Leverages existing Microsoft 365 accounts without the need for third-party mail servers.

Best Practices for WordPress Email Configuration

• Enable SPF, DKIM, and DMARC Records: Authenticate your domain to reduce spam filtering.
• Regular Testing: Schedule periodic tests to confirm that email functionality is working as expected.
• Monitor Logs: Use SMTP plugin logs to identify issues and resolve them quickly.
• Limit Permissions: Restrict access to SMTP settings to minimize security risks.

Conclusion

Configuring WordPress to send emails via Microsoft 365 SMTP relay ensures secure, reliable, and scalable email delivery. By following this guide, administrators can eliminate email delivery failures and leverage Microsoft 365’s robust infrastructure.

For expert assistance with WordPress email setup, Microsoft 365 integrations, and SMTP relay configurations, contact Medha Cloud today.

Contact Medha Cloud for professional WordPress and Microsoft 365 solutions.