WooCommerce Email Overload? Here’s How to Control Notifications with WP Mail SMTP
Are you drowning in WooCommerce emails? As your online store grows, the sheer volume of order confirmations, shipping updates, and other notifications can quickly become overwhelming – not just for you, but also for your customers. Thankfully, you can fine-tune your WooCommerce email settings and route them effectively using WP Mail SMTP, ensuring only the right emails reach the right people. This guide will walk you through the process, even if you’re a complete beginner.
Imagine this scenario: You’re running a bustling online bookstore. With every book sold, WooCommerce sends emails – new order, processing order, completed order, customer invoice… It quickly becomes a lot! You want customers to receive order confirmations and shipping updates, but maybe you don’t need a separate email for *every* stage of order processing. Let’s learn how to streamline this.
Why Use WP Mail SMTP?
Before we dive into tweaking WooCommerce email settings, let’s quickly touch on why you should use WP Mail SMTP. By default, WordPress (and WooCommerce) uses the `wp_mail()` function to send emails. This often results in emails landing in spam folders because they’re not properly authenticated.
WP Mail SMTP solves this by connecting your WordPress site to a proper SMTP server (like Gmail, Sendinblue, Mailgun, etc.). This authenticates your emails, drastically improving deliverability and ensuring they actually reach your customers’ inboxes. Think of it as upgrading from sending a letter via a friend to using a trusted postal service.
Step 1: Setting Up WP Mail SMTP (If You Haven’t Already)
If you haven’t already, the first step is to install and configure the WP Mail SMTP plugin. Here’s a quick rundown:
1. Install the Plugin: Go to Plugins > Add New in your WordPress dashboard and search for “WP Mail SMTP by WPForms.” Install and activate it.
2. Run the Setup Wizard: The plugin will guide you through a setup wizard. Follow the instructions, choosing your preferred mailer (e.g., Gmail, Sendinblue, Mailgun, Outlook.com, or other SMTP). You’ll need to authenticate your site with the chosen mailer.
3. Test Your Configuration: Send a test email to make sure everything is working correctly. If you don’t receive the test email, double-check your settings and connection details.
Step 2: Controlling WooCommerce Email Notifications
Now for the fun part: customizing WooCommerce email notifications. There are a couple of ways to achieve this. We’ll start with the built-in WooCommerce settings.
#### 1. Disabling Emails Directly in WooCommerce Settings
WooCommerce offers a basic level of control over its email notifications directly within its settings:
1. Navigate to WooCommerce Settings: Go to WooCommerce > Settings in your WordPress dashboard.
2. Click on the “Emails” Tab: You’ll see a list of default WooCommerce emails: New order, Processing order, Completed order, Cancelled order, Failed order, Order on-hold, Customer invoice/order details, Customer note, Reset password, New account.
3. Manage Each Email: Click “Manage” next to each email type to configure it. Here, you can:
- Enable/Disable: The most important setting! Uncheck the “Enable this email notification” box to completely disable it. For example, if you find the “Processing order” email redundant, you can disable it here.
- Recipient(s): This determines who receives the email (usually the store owner).
- Subject & Heading: Customize the subject and heading of the email.
- Email Type: Choose the email format (HTML, Plain text, Multipart).
Example:
Let’s say you want to disable the “Processing order” email sent to the admin (you). You would:
1. Go to WooCommerce > Settings > Emails
2. Click “Manage” next to “Processing order”
3. Uncheck the “Enable this email notification” box
4. Click “Save changes”
#### 2. Advanced Control: Using Code Snippets (for Experts!)
If you need *more* granular control than the WooCommerce settings provide, you can use code snippets (PHP code added to your theme’s `functions.php` file or via a code snippets plugin). Be extremely careful when editing your theme’s `functions.php` file or using code snippets. Incorrect code can break your website. It’s recommended to use a code snippets plugin.
Example 1: Preventing emails based on order status
This snippet prevents sending the “Order on-hold” email.
add_filter( 'woocommerce_email_enabled_order_on-hold', 'custom_disable_order_on_hold_email', 10, 1 );
function custom_disable_order_on_hold_email( $enabled ) {
return false; // Disable the "Order on-hold" email
}
Explanation:
- `add_filter()`: This function adds a filter to a specific WooCommerce email.
- `woocommerce_email_enabled_order_on-hold`: This is the filter hook for the “Order on-hold” email. Other hooks exist for different email types (e.g., `woocommerce_email_enabled_new_order`). You can generally find these hooks by inspecting the WooCommerce core code or searching online.
- `custom_disable_order_on_hold_email`: This is the name of your custom function. You can change the name to anything you like, but ensure it’s unique and descriptive.
- `$enabled`: This variable holds the current “enabled” status of the email (true or false).
- `return false;`: This sets the enabled status to `false`, effectively disabling the email.
Example 2: Conditional Email Sending (Advanced)
Let’s say you only want to send a “Completed Order” email if the total order value is over $100. This requires more complex logic.
add_filter( 'woocommerce_email_enabled_customer_completed_order', 'custom_conditional_completed_order_email', 10, 2 );
function custom_conditional_completed_order_email( $enabled, $order ) {
$order_total = $order->get_total();
if ( $order_total > 100 ) {
return $enabled; // Send the email if the order total is over $100
} else {
return false; // Don’t send the email if the order total is under $100
}
}
Explanation:
- This example also uses the `woocommerce_email_enabled_customer_completed_order` filter.
- We access the `$order` object to get the order total using `$order->get_total()`.
- We then use a conditional statement (`if`) to check if the order total is greater than $100.
- If it is, we return `$enabled`, which means the email will be sent (because we’re essentially doing nothing).
- If it’s not, we return `false`, disabling the email.
Important Considerations When Using Code Snippets:
- Backup Your Website: Always back up your website before making any changes to your theme’s `functions.php` file. This allows you to easily restore your site if something goes wrong.
- Use a Child Theme: If you’re editing your theme’s `functions.php` file, use a child theme. This prevents your changes from being overwritten when you update your main theme.
- Test Thoroughly: After adding a code snippet, thoroughly test your website to ensure it’s working correctly. Place test orders to verify that emails are being sent (or not sent) as expected.
- Use a Code Snippets Plugin: Plugins like “Code Snippets” are a safer and more organized way to manage custom code.
Step 3: Test and Refine
After making changes to your WooCommerce email settings, it’s crucial to test them. Place test orders, cancel orders, and try different scenarios to ensure that the right emails are being sent (or not sent) to the right people. Monitor your email deliverability using WP Mail SMTP’s logs or by checking your spam folder regularly.
Key Takeaways:
- WP Mail SMTP is crucial for email deliverability. It authenticates your emails, preventing them from landing in spam.
- WooCommerce settings allow basic control over email notifications. You can enable/disable emails and customize their content.
- Code snippets offer advanced customization. But use them with caution and a backup!
- Testing is essential to ensure your email settings are working as intended.
By following these steps, you can gain complete control over your WooCommerce email notifications, ensuring a smoother and more efficient experience for both you and your customers. No more email overload! Remember to always prioritize a good user experience and provide clear communication at the right moments. Good luck!
