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Configure SMTP and Send Emails from WooCommerce

Using Store Manager to manage your WooCommerce store, you may need to send notifications on order status updates, promotions, and other occasions. Well, you can send those directly from the Store Manager for WooCommerce desktop application. Here is what you can do in particular:

  • Send notifications on order status updates
  • Massively send emails to customers
  • Edit templates
  • Add custom templates
  • Add attachments (invoices, PDF catalog, etc.)
  • Check email delivery status

Configure SMTP Settings in the WooCommerce Store Manager

To be able to send any emails from the Store Manager, the first thing you need to do is configure SMTP settings. For that, open Preferences > Email Settings and expand the Advanced Settings section. Then fill in the required fields:

  • Sender email (usually it’s your corporate mail like info@ or support@)
  • SMTP server name, connection security, and SMTP server port (you can ask your hosting provider for these settings).
  • SMTP server authentication details (Username and password). Note: you may need to allow authentication via a third-party app (Store Manager in this case) with your email service.
  • Email delivery settings: connection timeout, mail send delay, number of attempts to send, day to keep the mail.
  • Address to send test email to.

WooCommerce Store Manager Preferences Email Settings
Configure Email Settings

After you’ve completed the form, press Send Test Email. If the settings are correct, you’ll receive a confirmation to the email you’ve specified:

WooCommerce Store Manager Test Email
Check Test Email

Send Notifications on WooCommerce Order Status Update

Now, when you’ve ensured that emails are sent and delivered, you can proceed with setting up email notifications. Here are the steps to follow.

  1. Prepare a template.
  2. In the Store Manager toolbar, navigate to Tools > Email templates. There you’ll see sample templates that you can use to create your own ones. For that, click the Clone icon and edit the letter's content according to your preferences. To create a template from scratch, press Add Template:

    WooCommerce Store Manager Emails Add Template
    Add a New Email Template

    Enter a name and description for the new template:

    WooCommerce Store Manager Email Template Name
    Give a Name and Description to the New Email Template Name

    If you want to customise your email, you can use the following possibilities:

    • Insert macro (variable), for instance, customer name, order status, etc.
    • Add an attachment (invoice, terms of use, etc.)
    • Add an attachment image.

    To preview your email in the visual editor, click Edit as HTML:

    WooCommerce Store Manager Template Order Status Update Preview
    Preview Email

    When you’ve finished, press Apply the Changes. The template has been saved and now we can use it.

  3. Send email upon changing order status.
  4. In the Orders section, select an order and click Change Status on the toolbar. In the pop-up window, check the option Notify customer using template and select a template from the drop-down.

    WooCommerce Store Manager Order Status Update Notify Via Email
    Change Order Status and Select Email Template

    Note: Upon clicking OK, the email will be added to the queue to be sent to the customer. The letter will be sent according to the delay time you’d specified before in the SMTP settings. During this time, you can revoke the letter by deleting it from the queue.

  5. Check Outgoing Emails.
  6. The Outgoing Emails section shows a list of sent emails. Here you can check email status, delete letters from the queue, view logs if any errors occurred:

    WooCommerce Store Manager Outgoing Emails
    Check Outgoing Emails

    Let’s now check the inbox. Here it is - the notification on order status:

    WooCommerce Store Manager Order Status Update Received
    Check Update on Email Status

Send Quick Emails Massively From the Customers Section

Besides order notifications, there may be a number of occasions when you need to notify customers via email. Thus you may want to tell them about new arrivals, discounts, changes in your terms of use. The steps below will help you to send emails to customers massively.

  1. Go to Users > Customers.
  2. Select the customers to whom the message will be sent.
  3. Click Send Email on the toolbar:

  4. WooCommerce Store Manager Customers Send Email
    Select Customers to Send Email to

  5. Write a message or pick a template.
  6. We’ve prepared a letter that offers a special discount to get former customers back. So we select this template and can preview it below. Everything looks good, so we press Send Email:

    WooCommerce Store Manager Customers Email Send
    Select a Template to Send to Customers

      Useful tip: If you use PDF catalogs or LookBooks to present your products to customers, you can generate it via a Store Manager addon and then send it in the attachment via email massively. Read more about the PDF Catalog (LookBook) Creator possibilities.

      Export Customer Emails to Use With a Third-Party Email Service

      Store Manager for WooCommerce application helps you send emails to your customers via a user-friendly interface. Though, you may need more advanced options like triggered emails, scheduling, setting up email series, and others. you may want to use an email service like MailChimp, or other ones. In this case, you can export customers with their emails and other details and upload them to the email service for further usage:

      WooCommerce Store Manager Export Customer Emails
      Export Customer Emails to a File

      If you haven’t got Store Manager yet, download a free trial and explore all the amazing possibilities it provides for the WooCommerce store owners!

      Send Emails from Store Manager

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