Custom Email Settings: SMTP, DKIM, & SPF Records

By default, all emails sent from SurveyGizmo are sent from one of the following default email addresses:

Send Email Actions - noreply@surveygizmo.com
Email Campaigns - noreply@surveygizmo.com
Shared Reports and Exports - reports@mailer.surveygizmo.com


To enable using a custom From Email address in Email Actions and Email Campaigns (other than the above SurveyGizmo defaults), you must either send from your own (or third party) SMTP server or configure your domain with SPF and DKIM records.

Note: Custom From-Email-Addresses are not currently available when sharing reports and exports via email.

1. If you have your own mail server and wish to send your SurveyGizmo emails via your server, you can setup a SMTP integration. This will allow you to provide a custom From Email address to use with Email Campaigns and Send Email Actions.

2. If you need to continue sending emails using SurveyGizmo's email server, you will need to setup SPF and DKIM records on your domain in order to specify a custom email From Address.

What You Will Need Before You Get Started

You may need the assistance of an IT professional at your organization as they are the most likely to have access to the information required to setup your SMTP integration, or administrative access to your domain (needed to configure DKIM & SPF records).

Send Email Using SMTP

SMTP (Simple Mail Transfer Protocol) allows you to send your SurveyGizmo emails from your own email server (or a third party provider i.e. SendGrid). This generally results in an improved deliverability rate and will help your email avoid recipients' spam/junk folders.

  • SMTP servers are TLS-only. Self-signed certificates are not supported.
  • SurveyGizmo is not responsible for the deliverability of email sent via your SMTP server.
  • SurveyGizmo cannot report on delivery/bounce rates for emails sent via your SMTP server.
  • Sending via SMTP is not subject to SurveyGizmo's Email Limits.
  • Sending via SMTP is not subject to SurveyGizmo's group email requirements (make sure to check with your Email Service Provider to make sure that sending to group email addresses is supported). 
  • Sending via SMTP does not alter the process in which contacts are unsubscribed from your campaigns. Learn more!

Setup SMTP

In order to configure your SMTP integration, you will need to be a SurveyGizmo Account Administrator. You will also likely need access to your organization's IT Team to gather the information regarding your organization's SMTP server.

1. In SurveyGizmo, navigate to your account integrations page via Account > Integrations.

2. Scroll to the bottom-half of the Integrations page and locate the Custom Email Settings option. Click +Add Custom Email.

Custom Email Settings: Add Custom Email

3. Provide an Integration Name. This is the internal title that will be used to identify this integration in Email Actions and Email Campaigns. It is important to make this name something meaningful like SMTP for surveygizmo.com. If you setup multiple Custom Email Integrations, make sure your names are unique to avoid confusion down the road.

Custom Email Integration: Integration Name

4. Determine whether you want this integration to serve as the default SMTP server for any Email Actions and Email Campaigns that are created going forward. Only one Custom Email Integration can be set as default (you can always change this setting later).

The option to Use this integration as the default for all new email invitations and email actions will be selected automatically. Feel free to un-check the box if needed.

5. Select Send emails using your own server (Setup SMTP). This will expose the SMTP Settings where you will provide the information necessary to finish the setup.

Setup SMTP Integration

6. Input your SMTP Host, Port, Send From Address, Username, and Password.

The following ports are supported (learn more):

  • 25
  • 465
  • 587 (recommended) - used by modern email servers for secure submission of email for delivery.

SMTP Settings

Important! The email address input via the Send From Address field will serve as the email From Address for all Email Actions and Email Campaigns that are sent via this integration.

7. Make sure to Save your integration once you have provided the necessary information. Upon saving the integration, a confirmation email will be triggered to the email address associated with your SurveyGizmo user.

Note: The confirmation email may take up to 10 minutes to arrive in your inbox. This email is triggered each time you save your integration.

Once the email arrives, click on the confirmation link to finalize your SMTP integration (the confirmation link will not expire).

Now, your integration is ready to use in Email Actions and Email Campaigns!

Configure Email Actions to Use SMTP

Once your SMTP Integration is configured (and you have verified this via the confirmation email), the email address entered into your SMTP Send From Address field will be ready for use as the email From Address for Send Email Actions. (as well as Email Campaigns).

For additional information on Send Email Actions (including setup instructions), visit our tutorial.

To use your SMTP integration to send your Email Actions, follow the below steps:

1. Create a Send Email Action (or edit an existing one) and access the Primary Setup tab to locate the From Address field.

2. If you have elected for your SMTP integration to be the default for all new Email Actions, it will be pre-populated in the From Address field.

If no default has been set, click the domain dropdown menu and select your desired SMTP integration. Each integration will be identified by the domain and internal title that was provided during setup. Make sure your titles are unique and meaningful to simplify this process.

Custom Email: Email Action From Address

3. Select your SMTP integration and see the From Address populated with the associated email address (this is pulled from the integration's Send From Address field and cannot be updated here). You can also choose to use the surveygizmo.com (default) option, which will result in the noreply@surveygizmo.com address being used as the From Address.

4. Make sure you Save Action to finish setting up your Email Action.

Configure Email Campaigns to Use SMTP

Once your SMTP Integration is configured (and you have verified this via the confirmation email), the email address entered into your SMTP Send From Address field will be ready for use as the From Address within Email Campaigns (as well as Send Email Actions).

When sending your Email Campaign messages via your SMTP email server, your are not subject to SurveyGizmo's Email Limits or limitations concerning sending to group emails (we recommend checking with your Email Service Provider (ESP) to make sure that they don't have their own restrictions). In addition, SurveyGizmo is not responsible for the deliverability of your emails when sent via your server.

For additional information on Email Campaigns (as well as setup instructions), visit our tutorial.

To use your SMTP integration to send your Email Campaigns, follow the below steps:

1. Access your Email Campaign (or create a new one) via your Share tab and on the Campaign Designer page, click the Edit Message link.Edit Email Campaign Message2. If you configured your SMTP integration as the default for all new email actions and campaigns, you will see it pre-populated in the From Address field.

If no default is selected, locate the From Address field and click the domain dropdown menu to select your SMTP integration. Each integration will be identified by the domain and internal title that was provided during setup. Make sure your titles are unique and meaningful to simplify the selection process.

Use Custom From Address In Email Campaign

3. Select your SMTP integration and see the From Address populated with the associated email address (this is pulled from the Send From Address field in your integration and cannot be updated here). You can also choose to use the surveygizmo.com (default) option, which will result in the noreply@surveygizmo.com address being used as the From Address.

DKIM & SPF Records

Configuring DKIM and SPF records will allow you to customize your email From  Address for Email Actions and Email Campaigns while continuing to send these emails from SurveyGizmo servers.

  • Mail sent using SurveyGizmo servers is subject to Email Limits and email address requirements.
  • Delivery/Bounce information will be available.

DKIM (DomainKeys Identified Mail) is an Internet Standard that enables an email sender (person or organization) to associate a domain name with email messages that they are sending. This, essentially, serves as a method of claiming responsibility for a message.

DKIM is a means for confirming that the content of an email is not tampered with from the time it leaves SurveyGizmo servers to the time it reaches the intended recipient. It is a system designed to detect email spoofing by allowing receiving mail exchanges to check that incoming mail from a domain is authorized by that domain's administrators.


An SPF (Sender Policy Framework) record is an open standard created to stop forgery of from-email-addresses by spammers. An SPF record helps mail servers distinguish forgeries from real mail by making it possible for a domain owner to specify which mail servers they use to send mail from that domain.

Visit our SPF Records article for additional information.

Setup DKIM & SPF Records

For expanded instructions on configuring DKIM & SPF records, click here.

In order to configure your DKIM and SPF records, you will need to be a SurveyGizmo Account Administrator. You will also likely need access to your organization's domain administrator or IT Team (or direct access to your domain's DNS record settings).

The first four steps for setting up DKIM & SPF records are identical to the above-described SMTP setup.

1. Navigate to your account integrations page via Account > Integrations.

2. Scroll to the bottom-half of the Integrations page and locate the Custom Email Settings option. Click +Add Custom Email.

3. Provide an Integration Name. This is the internal title that will be used to identify this integration in Email Actions and Email Campaigns. It is important to make this name something meaningful like DKIM & SPF for surveygizmo.com.

4. Determine whether you want this integration to serve as the default for any Email Actions and Email Campaigns that are created going forward.

The option to Use this integration as the default for all new email invitations and email actions will be automatically selected. Un-check the option if needed.

5. Select Send emails using SurveyGizmo's servers (Setup SPF and DKIM). This will expose additional fields for configuring this integration.

6. Within the From Address section, provide your Domain Name and Default From Address.

Note: This is the domain that you want to use as your From Address within Email Actions and Email Campaigns. The above Default From Address can be updated when configuring your Email Actions or Campaigns (the domain cannot be updated).

Setup SPF and DKIM

7. Next, the SPF Settings section will provide you with the SPF Entry that will need to be added to your domain's SPF Record. Copy the SPF Entry from the provided field or reference it here:

v=spf1 include:app.sgizmo.com ~all

8. Last, under DKIM Settings you will need to generate a public key. This public key will then need to be added to your domain's DNS Server.

Click Generate DKIM to generate your public key.

Generate DKIM Key

A DNS Domain Name (the DNS domain name for the public key) as well as the DNS Public Key will be generated. Add the domain name and public key to your domain's DNS entry.

DKIM: DNS Public Key

Note: You will notice that both your SPF and DKIM Settings are not validated during setup. We will attempt to validate your settings when you Save your integration.

We perform this validation by sending a test email (to one of our servers) and reviewing the email headers of that test email.

Your DKIM & SPF Records will need to be verified before you can start using them in email sends. On the main Integrations page, look for the green check mark under the Verified column.

Note: It can take 24-48 hours for DNS changes to propagate in some instances.

Verified Integration

Configure Email Actions to Use DKIM & SPF

Once your DKIM & SPF records are in place and verified, you will be able to customize the email From Address for Send Email Actions (as well as Email Campaigns) to use your domain.

For additional information on Send Email Actions (as well as setup instructions), visit our tutorial.

To use your DKIM & SPF records integration within your Email Actions, follow the below steps:

1. Create a Send Email Action (or edit an existing one) and access the Primary Setup tab to locate the From Address field. If you configured your DKIM & SPF integration as the default for all actions and campaigns, you will see a pre-populated From Address.

2. If your desired from address is not pre-populated, click the domain dropdown menu and select your DKIM & SPF integration. Each integration will be identified by the domain and internal title that was provided during setup. Make sure your titles are unique and meaningful to simplify the selection process.

Use DKIM & SPF In Email Action

3. After selecting your DKIM & SPF integration, you will see the From Address populated with the Default From Address (entered during setup).

Note: Unlike the SMTP integration, you can customize the portion of the email address before the @ symbol. The domain portion of the email address cannot be customized without selecting another integration.

You can also choose to use the surveygizmo.com (default) option, which will result in the noreply@surveygizmo.com address being used as the From Address.

4. Make sure you Save Action to finish setting up your Email Action.

Configure Email Campaigns to Use DKIM & SPF

Once your DKIM & SPF records are in place and verified, you will be able to customize the email From Address for Email Campaigns (as well as Send Email Actions) to use your domain.

When sending your Email Campaign messages via your DKIM & SPF integration, you are subject to SurveyGizmo's Email Limits as well as email address requirements.

For additional information on Email Campaigns (as well as setup instructions), visit our tutorial.

To use your DKIM & SPF records integration within your Email Campaigns, follow the below steps:

1. Create or access your Email Campaign via your Share tab and on the Campaign Designer page, click the Edit Message link.Edit Campaign Message

If you configured your DKIM & SPF integration as the default for all actions and campaigns, you will see it pre-populated in the From Address field.

2. If no default is selected, locate the From Address field and click the domain dropdown menu to select your DKIM & SPF integration. Each integration will be identified by the domain and internal title that was provided during setup. Make sure your titles are unique and meaningful to simplify this process.

Use DKIM & SPF Integration In Email Campaign

3. Select your DKIM & SPF integration and see the From Address populated with the Default From Address (entered during setup).

Note: Unlike the SMTP integration, you can customize the portion of the email address before the @ symbol. The domain portion of the email address cannot be customized without selecting another integration.

You can also choose to use the surveygizmo.com (default) option, which will result in the noreply@surveygizmo.com address being used as the From Address.

4. When you have finished with your From Address customization, make sure to Save Message.

FAQs

 Why did SurveyGizmo implement SMTP and DKIM/SPF?

Most Email Service Providers (ESPs) i.e Mailchimp, Mailgun, and Sendgrid require setting up a either a SMTP integration or custom DKIM/SPF records in order to send from a custom 'from address'.

By providing these options to our customers, we are following an industry standard in order to help increase email deliverability. By using either SMTP or DKIM/SPF to send email, you are decreasing the likelihood of your emails getting caught up in SPAM filters - while also avoiding 'Email Spoofing'.

 Do I need to use SMTP or DKIM/SPF to send email from SurveyGizmo?

Only if you need to customize your from address. If you don't need to customize your email from address, you can continue to send Email Actions and Email Campaigns using the default noreply@surveygizmo.com address.

 My SMTP password has changed, can I update it in SurveyGizmo?

Absolutely! Access your Integrations page via Account > Integrations. Locate your SMTP integration and click the Edit link to open the SMTP settings.

Click the Update Password button and input your new password. Make sure to Save your updated integration to send a new confirmation email.

Updated SMTP Integration

A new confirmation email will be triggered to the email address associated with your SurveyGizmo user.

 Can I set up multiple Custom Email integrations, is there a limit?

You certainly can add multiple Custom Email Integrations. We do not currently have a limit in place for the number of Custom Email Integrations that you can add.

 What port should I use for SMTP?

SurveyGizmo supports ports 25, 465, and 587. We recommend using port 587, though you may have a need to use one of the other available ports.

Often Email Service Providers (ESPs) work with specific ports and may communicate that with you. We have confirmed that the following ports work with the provided SMTP Hosts:

SMTP Host*Port
smtp.office365.com25
smtp.mandrillapp.com587
smtp.sendgrid.net587
smtp.mailgun.org25

*If you find that one of the above SMTP Hosts (or another one altogether) works with additional ports, please let us know and we will add it to the above list!

Learn more about these options from a June, 2016 Sparkpost article.

 Can I use my SMTP or DKIM/SPF integration when emailing Reports or Exports?

The Custom Email Integration is currently available for Send Email Actions and Email Campaigns only.

 Can I use both SMTP and DKIM/SPF Integrations at the same time?

While you can create separate SMTP and DKIM/SPF integrations for your SurveyGizmo account, you can only use one or the other for any given email action or email campaign. If you have not set up a custom email integration, all emails will send via SurveyGizmo servers with the default noreply@surveygizmo.com from email address.

 I'm not receiving the email to confirm my SMTP integration.

  • Please note that the confirmation email can take around 10 minutes to arrive in your inbox.
  • Make sure that you check your spam/junk folder in case the confirmation email was routed there.
  • The email will not trigger if any of the information provided (username, password, and port) is incorrect. We recommend confirming that all information is correct prior to contacting the SurveyGizmo Support Team.

 If I want to use multiple/different from addresses, do I need multiple integrations?

This depends on whether you are using the SMTP option or the DKIM/SPF option:

  • If you need to send via SMTP, a separate integration is needed for each unique email address. For example, one integration for jon.smith@company.net, and a second integration for jane.smith@company.net.
  • If you are instead sending via the DKIM/SPF option, you will be configuring the domain portion of the from address i.e. @company.net, and can customize the rest of the from address within each Send Email Action or Email Campaign.

 How are unsubscribed contacts handled when using a Custom Email Integration?

Whether you are sending Email Campaigns via the default SurveyGizmo options (from noreply@surveygizmo.com) or via a Custom Email Integration (SMTP, DKIM & SPF), unsubscribed contacts are handled in the same way.

Should a recipient of an email campaign sent from your account click the unsubscribe link, they will not receive further invites from any campaigns or surveys in your account. Learn more about contact status

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