How to Connect Any Email Provider to Zapier Using SMTP and IMAP

A practical field guide from Automation Ace.

The short answer

To connect any email provider to Zapier, add IMAP by Zapier as a trigger and SMTP by Zapier as an action, then enter your provider's IMAP and SMTP server settings: hostname, port, encryption, email address, and password or app password. Once connected, new emails can start Zaps and Zaps can send email from your address, even if your provider has no dedicated Zapier app.

New to the protocols? Read SMTP vs IMAP first. Wondering whether a provider app would be simpler? See the comparison of every email option.

Step 1: gather your provider's settings

Search your provider's help center for “IMAP settings” and “SMTP settings,” or check the email client setup page in your hosting control panel. Write down:

• IMAP host (for example imap.example.com or mail.example.com), port (usually 993), and encryption (SSL/TLS).
• SMTP host (for example smtp.example.com), port (587 with STARTTLS or 465 with SSL/TLS), and encryption.
• Username, usually the full email address.
• Password or app password.

Step 2: create an app password if required

Providers that use two-factor authentication often require an app password, a separate password generated for one application. iCloud, Yahoo, and some hosted providers work this way. Google and Microsoft have tightened or removed password-based access for many account types, so for Gmail and Outlook the dedicated Zapier apps with OAuth are usually the better route. Always check your provider's current policy.

Store app passwords in a password manager, label them by purpose, and revoke them when the automation is retired. See access management with 1Password.

Step 3: connect IMAP by Zapier

1. Create a Zap and choose IMAP by Zapier as the trigger app.
2. Choose New Email (or New Mailbox to react to new folders).
3. Add a new connection and enter the IMAP host, port, encryption, username, and password.
4. Select the mailbox or folder to watch. A dedicated folder filled by a server-side rule is best.
5. Test the trigger to pull in a recent email, and check which fields are available to map.

Use clear connection labels such as “IMAP – support@ (host)” if you connect several mailboxes, and see authentication tips for connecting apps.

Step 4: connect SMTP by Zapier

1. Add an action step and choose SMTP by Zapier → Send Email.
2. Add a new connection with the SMTP host, port, encryption, username, and password.
3. Set the from address to the authenticated mailbox, then map To, Subject, and Body from earlier steps.
4. Send a test to an address you control and check the headers for SPF and DKIM pass results.

Step 5: set up deliverability

• SPF authorizes your mail server to send for your domain.
• DKIM signs messages so receivers can verify them.
• DMARC tells receivers what to do with unauthenticated mail and sends you reports.

Your host usually provides the exact DNS records. Without them, automated email is more likely to land in spam.

Troubleshooting common connection errors

For Zap-level issues after connecting, see why a Zap is not triggering, why Zapier keeps asking to reconnect, and how to troubleshoot Zapier workflows.

After connecting: build safely

• Test without live data before turning the Zap on. See how to test a Zap.
• Prevent loops by never sending into the watched folder.
• Document the connection: mailbox, owner, app password location, and which Zaps use it. See what happens when the person who built it leaves.

Next, pick a workflow from 10 practical SMTP and IMAP use cases or read how to automate email without Gmail or Outlook. Connect your mailbox with IMAP by Zapier and SMTP by Zapier.

Frequently asked questions

How do I connect my email provider to Zapier if it has no app?

Use IMAP by Zapier to trigger Zaps from new email and SMTP by Zapier to send email. Enter your provider's IMAP and SMTP hostnames, ports, encryption type, email address, and password or app password.

Where do I find my IMAP and SMTP settings?

Your email provider's help center or hosting control panel lists them, usually on an email client setup page. Search for IMAP settings and SMTP settings for your provider.

Why does Zapier say my IMAP authentication failed?

The most common causes are an incorrect password, a provider that requires an app password with two-factor authentication, or IMAP access being disabled in the mailbox settings.

Should I use IMAP and SMTP for Gmail or Outlook?

Usually not. The dedicated Gmail and Microsoft Outlook apps in Zapier use OAuth and offer richer triggers and actions, and both providers restrict password-based access for many accounts.

Why are emails sent through SMTP by Zapier going to spam?

Missing SPF, DKIM, or DMARC records, or sending from an address that does not match the authenticated account, are the most common causes. Configure DNS records for your sending domain.