Configure SMTP for reader emails

Readers may receive three types of emails from KnowledgeOwl:

  • Reader welcome emails: system-generated; sent when a reader is granted access to your knowledge base to send a welcome message with their login information
  • Password reset emails: system-generated; sent when the reader has requested a password reset or an administrator has reset their password
  • Subscription notification emails: optional; only sent when Subscriptions have been enabled + the reader has opted in to subscriptions + there is new/updated content to notify them about

The two system-generated reader emails (reader welcome and password reset) are sent from You can change the email address these are sent from, but sometimes that arrangement will flag the emails as spam. To ensure delivery of your reader welcome and password reset emails, you can configure your reader emails to use your own or a third-party SMTP email server.

To use this option, you must have at least one SMTP service defined in Your Account > SMTP. See SMTP for more information on configuring SMTP services.

Once you're sure an SMTP service exists that you can use:

  1. Click on your profile icon/name in the upper right.
  2. Select Readers from the dropdown to access the Readers area of your account.
  3. Open the Settings tab.
  4. Scroll to the SMTP Settings section.
  5. Select the SMTP service you'd like to use in the Custom SMTP dropdown. If there are no options, this means no SMTP service has been configured for your account. See SMTP for more information on configuring these services. (You'll likely need help from an IT admin!)
  6. Once you've selected the Custom SMTP you'd like to use, click the Send Test Email button. This allows you to send a test email to confirm that the SMTP is properly working. It allows you to be sure all's well before you turn things on.
  7. This will open a pop-up where you can specify the email address you'd like to send the test to. Enter the test recipient email address and click Send Email.
  8. If anything is improperly configured, you'll get an error message. This should be one of two types:
    • Basic validation: we'll alert you if the email address you've entered doesn't follow standard email address conventions or if any fields have been left blank. 
    • SMTP provider validation: if the error comes from the call to your SMTP provider, we'll return the error message they provide
  9. If everything is properly configured, you'll see a confirmation message:
  10. You should receive a sample reader welcome email containing some fake info. It should look something like this:
    Sample SMTP test reader welcome email
  11. Once your test email looks good, check the Enable SMTP box to Use SMTP to send all reader emails.
    Enable SMTP and save
  12. Save your changes.

All reader welcome emails and reader password reset emails will now send using the SMTP details you provided. See Customize your reader password reset emails and Customize your reader welcome emails for more information on further customizing those emails.