Libwana.net allows you to connect your own email gateway and use it to send emails directly from the platform. Once your email gateway is configured, you can send individual emails, bulk email campaigns, and send emails to contacts imported through CSV files.

Setting up an Email Gateway is required before you can start sending emails. Sending Domains and Tracking Domains are additional, optional configurations that can help improve email authentication, deliverability, branding, and tracking.

This guide explains the complete email gateway setup process.

What You Need Before Getting Started

Before adding an email gateway, make sure you have valid SMTP credentials from your email service provider.

Depending on your provider, you will normally need:

SMTP Host

SMTP Port

SMTP Username

SMTP Password

Sender Email Address

Encryption type, such as TLS

Access to your domain's DNS settings if you want to configure a Sending Domain

A domain or subdomain if you want to configure custom tracking

Your SMTP settings will vary depending on your email provider. Always use the credentials supplied by your provider.

Step 1: Open the Gateway Section

Log in to your Libwana.net account.

From the left-hand navigation menu, click Gateway.

The Gateway section provides three messaging options:

Email

SMS

WhatsApp

Select Email.

You will now see three email-related sections:

Email Gateways – Connect the SMTP server that will actually send your emails.

Sending Domains – Configure and authenticate your own sending domain using DNS records. This is optional.

Tracking Domains – Configure a custom domain or subdomain for email tracking. This is also optional.

To start sending emails, begin with Email Gateways.

Step 2: Add a New Email Gateway

Open the Email Gateways tab and click + Add Gateway.

The Add Email Gateway window will appear.

Enter the basic gateway information.

Gateway Name

Enter a name that will help you identify this email gateway.

For example:

Business SMTP

or

Company Email Gateway

The gateway name is primarily used to identify the connection inside your Libwana.net account.

Sender Email Address

Enter the email address that should be used as the sender.

For example:

noreply@yourdomain.com

Use an email address that your SMTP provider permits you to send from.

Gateway Type

Select SMTP as the gateway type.

After selecting SMTP, additional configuration fields will become available.

Step 3: Enter Your SMTP Details

Enter the SMTP credentials provided by your email service provider.

Host

Enter your SMTP server hostname.

For example, your provider may give you a hostname similar to:

smtp.yourprovider.com

Do not copy SMTP credentials from another Libwana.net account. Use the details supplied specifically for your email service.

Port

Enter the SMTP port specified by your provider.

A commonly used port for SMTP with TLS is:

587

However, the correct port depends on your provider.

Encryption

Choose the encryption method required by your SMTP provider.

For example:

Standard Encryption (TLS)

Using an encrypted SMTP connection is recommended whenever your provider supports it.

Username

Enter your SMTP username.

This may be an email address or a separate SMTP username generated by your provider.

Password

Enter your SMTP password or SMTP credential.

Keep this information private and never share your SMTP password publicly.

Step 4: Configure Sending Limits (Optional)

Libwana.net also provides an optional Sending Limits section.

You can expand this section if you want greater control over the rate at which messages are sent.

Available settings include:

Min Delay Per Message (Sec)

Defines the minimum delay between individual email messages.

Max Delay Per Message (Sec)

Defines the maximum delay between messages.

Pause After N Messages

Allows you to pause sending after a specified number of messages.

Pause Duration (Sec)

Determines how long Libwana.net should pause before continuing.

Reset Counter After N Messages

Allows the message counter to reset after the specified number of messages.

These options can be useful when your SMTP provider has sending or rate limits.

If you don't require custom sending limits, you can leave this section at its default settings.

Always follow the sending limits imposed by your email provider.

Step 5: Save Your Email Gateway

After entering all required information, review the configuration carefully.

Click Save.

Your new gateway should now appear in the Email Gateways list.

You will be able to see information such as:

Gateway Name

Gateway Type

Default status

Gateway Status

Available actions

Step 6: Enable the Email Gateway

After creating your gateway, make sure its Status is enabled.

If you want this gateway to be automatically selected as your primary email gateway, you can also enable the Default option where appropriate.

A saved gateway that is disabled will not be ready for normal sending, so always check its status before creating an email campaign.

Test Your Email Gateway

Before sending emails to a large contact list, we strongly recommend sending a test email.

From the Email Gateways list, locate your gateway and select the Send Test option.

The Send Test Email window will open.

Enter an email address that you can access in the Recipient Email field.

Then click:

Send Test

Check the recipient inbox and confirm that the email was successfully received.

If the email arrives successfully, your basic SMTP gateway configuration is working.

If it does not arrive, check your SMTP host, port, username, password, sender address, encryption settings, and your provider's sending permissions.

Optional: Configure a Sending Domain

Your SMTP gateway is the main requirement for sending emails through Libwana.net.

However, you can additionally configure a Sending Domain to authenticate your domain.

Go to:

Gateway → Email → Sending Domains

Add the domain that you want to use for email sending.

Libwana.net will provide the DNS records that need to be added to your domain's DNS configuration.

You can normally manage these records through your domain registrar, DNS provider, or hosting control panel.

Examples include Cloudflare, GoDaddy, Namecheap, and other DNS providers.

Configure Your DNS Records

After adding a Sending Domain, Libwana.net may provide authentication records including:

DKIM – Email Signing

DKIM helps cryptographically sign outgoing emails so receiving email services can verify that the message genuinely originated from an authorized source for your domain.

Libwana.net will display the required:

Record Type

Hostname / Name

Value / Content

Copy the values displayed in your own Libwana.net account and add them to your DNS provider.

If the DKIM value is too long for your DNS provider, Libwana.net may provide a Split Format option.

Do not copy DKIM values from another user's account or from a tutorial screenshot. Your account's generated values should be used.

SPF – Sender Authorization

SPF helps specify which servers are authorized to send email for your domain.

Libwana.net will display the required TXT record details.

If your domain already has an SPF record, do not blindly create a second SPF record. Instead, follow your DNS/email provider's instructions for incorporating the required authorization into the existing SPF policy.

DMARC – Delivery Policy

DMARC provides instructions to receiving email services about how messages that fail email authentication should be handled.

Libwana.net will provide the appropriate:

Record Type

Hostname / Name

Value / Content

Add the displayed values to your DNS settings.

Step 7: Verify Your DNS Records

After adding the required DNS records, return to the Sending Domain in Libwana.net.

Click:

Verify DNS Records

Libwana.net will check the configuration.

When successfully configured, the authentication checks can show statuses such as:

DKIM: Pass
SPF: Pass
DMARC: Pass

Your Sending Domain can then show an Active status.

DNS Changes Can Take Time

DNS changes are not always detected immediately.

Depending on your DNS provider and existing DNS settings, propagation can take some time and in certain cases may take up to 24–48 hours.

If verification fails immediately after adding the records, wait and try Verify DNS Records again later.

Optional: Add a Tracking Domain

Libwana.net also allows you to configure a custom Tracking Domain.

Go to:

Gateway → Email → Tracking Domains

Click:

+ Add Tracking Domain

Enter the tracking domain or subdomain you want to use.

For example:

track.yourdomain.com

Using a subdomain specifically for tracking is recommended instead of using your main domain directly.

Click Add Domain.

Libwana.net will display the DNS configuration required for the tracking domain, such as the appropriate CNAME target. Add the displayed record through your DNS provider and then use the verification option after DNS propagation.

Once verified, the tracking domain can be used for supported email tracking functionality.

Required vs. Optional Email Configuration

It is important to understand which configuration you actually need.

Email Gateway – Required

This connects your SMTP provider to Libwana.net and enables email sending.

Sending Domain – Optional, but recommended when appropriate

This allows you to configure domain authentication such as DKIM, SPF, and DMARC. Correct authentication can help establish domain legitimacy and support deliverability.

Tracking Domain – Optional

This allows you to use a custom domain or subdomain for supported email tracking links and related tracking functionality.

Therefore, if you simply want to start sending emails, configure your Email Gateway first. Sending and Tracking Domains can be configured afterward.

What Can You Do After Setup?

Once your Email Gateway is configured, enabled, and successfully tested, you can use Libwana.net's email features according to your account and plan.

You can:

Send an email to an individual recipient

Send emails to multiple contacts

Create bulk email campaigns

Import contacts using CSV files

Send campaigns to imported contacts

Organize recipients using contact groups

Use templates for reusable email content

Manage campaigns from your dashboard

Monitor supported campaign and delivery information

For large campaigns, we recommend sending a test email first and confirming that your gateway and sender configuration are working correctly.

Troubleshooting Email Gateway Setup

If your email gateway isn't working, check the following before contacting support.

Authentication failed: Verify your SMTP username and password. Some providers use dedicated SMTP credentials rather than your normal account password.

Connection failed: Confirm the SMTP Host, Port, and Encryption settings.

Test email isn't received: Check the recipient's spam/junk folder and verify that the sender address is permitted by your SMTP provider.

Gateway saved but emails aren't sending: Make sure the gateway's Status is enabled.

DNS verification is pending: Confirm that the DNS record Type, Hostname, and Value exactly match the information displayed in your Libwana.net account, then allow time for DNS propagation.

DKIM verification fails: Make sure the complete DKIM value has been entered. If your DNS provider has a character-length restriction, use the split format provided by Libwana.net where applicable.

SPF verification fails: Check whether your domain already has an SPF record. Avoid creating conflicting SPF policies.

Tracking Domain remains pending: Check that the required CNAME record has been added correctly and allow time for DNS propagation.

Email Sending Best Practices

To maintain reliable email sending, only send messages to recipients who have legitimately agreed to receive your communications.

Keep your contact lists accurate and up to date, avoid purchased or scraped email lists, provide appropriate unsubscribe options for marketing messages, and comply with applicable anti-spam and privacy requirements.

You should also monitor the sending limits and policies of your SMTP provider, particularly when running large bulk email campaigns.

Conclusion

Setting up an Email Gateway in Libwana.net gives you a central place to manage email sending for individual messages and bulk campaigns.

The essential setup is simple:

Gateway → Email → Email Gateways → Add Gateway → Enter SMTP Details → Save → Enable Status → Send Test Email

For a more complete email configuration, you can then optionally add:

Sending Domain → Configure DKIM/SPF/DMARC → Verify DNS

and:

Tracking Domain → Add Subdomain → Configure DNS → Verify

Once your SMTP gateway is working, you are ready to start building your contact database and sending email campaigns through Libwana.net.