As someone who has managed several WordPress sites over the years, I know how important it is to have a reliable SMTP server to ensure that your emails are delivered without any problems.
That’s why it’s so vital to have a plan in place for when an SMTP outage occurs. If your SMTP server goes down, emails might bounce back, critical notifications won’t reach your users, and your workflow could come to a standstill.
In this post, I’ll cover exactly what to do if your SMTP server goes down. Bear in mind that many of the tips are focused on what to do when an outage happens, but for them to work successfully, you need to have these features set up beforehand.
Set Up WP Mail SMTP to Stay Prepared
What do you do when your SMTP server goes down unexpectedly? I’ve experienced this a few times, and I can tell you that having the right tools in place can save you a lot of stress and frustration. This is where WP Mail SMTP comes in handy!
So, the first step you need to take to effectively handle SMTP server downtimes is to set up WP Mail SMTP. Check out this guide to learn how to set up the WP Mail SMTP plugin in WordPress correctly from the start, then follow the steps below:
Step 1: Monitor Email Failures with WP Mail SMTP Alerts
I’ve learned that being proactive is key when it comes to managing email issues or when your SMTP server goes down. WP Mail SMTP’s Email Alerts feature is one of the first things I set up to keep my email system in check.
Whenever there’s a problem with the SMTP server or a delivery issue, I want to know right away, so I can take action before it escalates. Getting real-time notifications about your SMTP server’s performance is super easy with WP Mail SMTP.
To set this up, go to WP Mail SMTP » Settings and click on the Alerts tab. This will take you to the Alerts page, where you can select any of these service integrations to deliver your email alerts:
- Slack
- Microsoft Teams
- SMS via Twilio Alerts
- Webhooks
This setup ensures that I’m never caught off guard by a sudden spike in email failures or a server going down. Having alerts in place is like having a personal assistant who’s always monitoring your email system for you.
Step 2: Check for SMTP Server Issues and Diagnose the Problem
When I suspect something’s wrong with my email delivery, the first step I always take is to confirm whether it’s really an SMTP server issue. That’s where WP Mail SMTP’s diagnostic tools come in handy.
I’ve found that sending a test email in WP Mail SMTP is the easiest way to get a clear picture of what’s happening behind the scenes. Navigate to WP Mail SMTP » Tools and open up the Email Test tab to send a test email.
If the test email fails, it’s a strong indicator that the SMTP server itself is down or that the connection settings are misconfigured. Go ahead and follow the recommended steps outlined in the error message.
Also Read: How to Check if Your Sending Domain Is Blacklisted
Step 3: Use Email Reports/Logs to Keep Track of Missed Emails
Enabling Email Logs in WP Mail SMTP is a lifesaver if you’re worried about losing emails during SMTP downtime.
I’ve found that keeping a detailed record of all outgoing emails means I never have to wonder whether something important got lost along the way.
When the server is back up, I can see exactly what was sent, what failed, and what I might need to resend. To access your reports, go to WP Mail SMTP » Email Reports.
If you want to examine each email’s stats more closely, simply click on WP Mail SMTP » Email Log in the WordPress admin menu.
From here, you can easily see all your failed emails. Click on the subject of the email you want to resend to open its individual log page. Then click on Resend in the Actions menu.
In my experience, having these logs has been a lifesaver for those situations where things go wrong unexpectedly.
They provide a safety net, so I don’t have to worry about losing valuable messages just because my SMTP server had an issue.
Step 4: Resend Emails in Bulk with WP Mail SMTP
When your SMTP server goes down, some emails may fail to deliver, leading to missed opportunities and communication gaps.
I’ve already shown you that it’s possible to resend a failed email using WP Mail SMTP, but what if you need to resend multiple emails at once? I’ve been there myself, wondering how to get those emails resent without having to go through them one by one.
This is where WP Mail SMTP’s bulk resending feature really shines. You can use the Bulk Actions dropdown on the Email Log page to send them all at once. Use the checkboxes to the left of each subject to select the emails you want to resend.
That’s it! WP Mail SMTP will attempt to resend those emails using your active SMTP connection, whether it’s the primary or backup.
Step 5: Set Up a Backup SMTP Connection in WP Mail SMTP
If you’re like me and want to ensure your emails are always getting delivered, no matter what, setting up a backup SMTP connection in WP Mail SMTP is the way to go.
I’ve learned that when an SMTP server goes down, having a backup in place means I don’t have to worry about losing emails or missing out on important communication.
Setting up a backup SMTP connection in WP Mail SMTP isn’t complicated, and it’s something I recommend doing right after configuring your primary server.
To set up a failsafe connection, go to WP Mail SMTP » Settings and click on the Additional Connections tab.
Once you’ve added an additional connection, go to WP Mail SMTP » Settings to access the plugin’s settings page.
On the General tab, scroll down to the Backup Connection section. Then, go ahead and choose the one you’d like to use as a Backup Connection.
Now, if your primary SMTP server experiences an outage, WP Mail SMTP will automatically switch over to your backup connection.
FAQs — What To Do if Your SMTP Server Goes Down
SMTP server downtimes are a popular topic of interest among our readers. Here are answers to some common queries about it:
How do I restart my SMTP server?
If you’re using a web hosting service, access your control panel and find the “Restart” option under the mail server settings.
How do I know if my SMTP server is down?
You can check if your SMTP server is down by using email testing tools or sending a test email through your application.
Another method is to review your server’s error logs for any failed email delivery messages.
WP Mail SMTP’s “Email Logs” feature can also help track email delivery and identify server issues in real-time.
What does it mean when SMTP server failed?
When an SMTP server fails, it cannot send or receive emails due to issues like server overload, incorrect configurations, or connectivity problems.
This failure results in emails bouncing back or not being sent at all.
How do I fix my SMTP server?
To fix your SMTP server, first identify the issue by checking the server logs or sending a test email.
If it’s a configuration error, update the SMTP settings like port numbers or authentication methods.
For connectivity issues, restarting the server or switching to a backup SMTP connection can help restore functionality.
What causes an SMTP error?
SMTP errors can be caused by several factors, including incorrect server settings, server overload, missing DNS records (like SPF or DKIM), or ISP blocks.
It’s essential to monitor your server and ensure all configurations are correctly set to prevent these errors.
Next, Test Your WP Mail SMTP Setup
How can you be sure that your emails are sending properly through the SMTP configuration you’ve set up? Check out this guide for a complete checklist of testing your WP Mail SMTP connection.
Ready to fix your emails? Get started today with the best WordPress SMTP plugin. If you don’t have the time to fix your emails, you can get full White Glove Setup assistance as an extra purchase, and there’s a 14-day money-back guarantee for all paid plans.
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