Connect another email provider
Updated 4 September 2026
The Short Answer
Open Extensions then Connectors and use the Other Email card. You supply your outgoing (SMTP) server, your address and a password, so any mailbox that lets outside apps send will work. This card sends only: replies stay in your own inbox and do not appear in Chats.
This is the card for a mailbox that is not Gmail, Outlook or Zoho — your agency's own server, or your own domain.
Can this card receive replies?
Read this before you set it up, because it is the difference between this card and the other three. Other Email sends only. There is nowhere to tell PropKaki how to read the mailbox, so the card reports itself honestly: Send only, and replies come to your inbox, not here — PropKaki can't read this mailbox.
Your clients still reply, and the replies still reach you. They arrive where they always did, in your own mail app, and you answer them there.
If you want replies landing in Chats alongside your WhatsApp conversations, use Gmail, Zoho or Outlook instead.
How do I connect another email provider?
- Ask your mail host for its outgoing (SMTP) server address.
- Create an app password there if it offers one; otherwise use your mail password.
- Open Extensions → Connectors and open the Other Email card.
- Fill in your name as clients see it, your address, and the password.
- Advanced is already open on this card. Put in the outgoing server, the port, and the username — usually your own address.
- Press Save & Send Me a Test.
The card starts on port 465 with Secure (TLS) ticked, which most hosts want. Your host will tell you if it differs.
Should I use an app password or my mail password?
Prefer an app password where the option exists. It is a separate code you can withdraw on its own, and withdrawing it does not change how you sign in to your own mail.
Plenty of smaller hosts do not offer them, and the card takes your mail password in that case — that is what the field is for.
One thing to check with your host either way: some accounts have outside-app access switched off by default, and no password will connect until it is on. If the test fails and the server address is right, that is worth asking about.
How do I know it worked?
Save & Send Me a Test sends you one message. When it arrives from your own address rather than a PropKaki one, the send half is working.
Open the card and press View Status to see it stated: Sending — Working, with the date of the last test. Replies on this card will always say PropKaki cannot read this mailbox, and that is the card working as intended rather than a fault to chase.
If the test does not arrive, the card names what the server said back.
What about the Find client mail switch?
Find client mail in your inbox appears on every mailbox card, and on the other three it decides whether PropKaki looks through your inbox for mail from people in your list or only picks up replies to messages it sent.
On Other Email there is nothing for it to act on: no inbox is ever read, on either setting. Nothing in this mailbox is looked at or stored.
If that switch is the reason you chose this card, you can leave it alone — and if reading replies is what you actually wanted, the other three cards are where to look.
Is there a size limit on what I attach?
PropKaki does not hold back an attachment on this mailbox for being large. If you have read about a 3 MB limit, that one is Microsoft's and it applies only to an Outlook mailbox signed in with Microsoft.
What does apply here is whatever your own mail host allows, and that varies — an agency server is often stricter than a public one. Your host is the place to ask.
For a large brochure, WhatsApp never carries the bytes at all, so it is usually the easier route.