How To Make Woocommerce Send Emails

How to Make WooCommerce Send Emails: A Beginner’s Guide

WooCommerce relies heavily on email communication to keep your customers (and you!) informed about their orders, account updates, and other important events. But what happens when those crucial emails aren’t landing in inboxes? This guide will walk you through everything you need to know to make sure your WooCommerce emails are being sent reliably, helping you maintain a professional and trustworthy online store. We’ll break it down for even the most technically challenged beginners.

Think of it like this: you own a bakery, “Sweet Surrender.” Imagine customers placing online orders for your famous chocolate croissants and never receiving a confirmation email. They’d be left wondering if their order went through, potentially calling you repeatedly, and ultimately becoming frustrated. Reliable email communication is just as vital as baking delicious treats!

Understanding WooCommerce Emails

WooCommerce has several built-in email templates for different triggers. Here’s a rundown of some of the most important ones:

New Order: Sent to you (the store admin) when a new order is placed.
Cancelled Order: Sent to you and the customer when an order is cancelled.
Failed Order: Sent to you and the customer when a payment fails.
Order On-Hold: Sent to the customer when an order is put on hold (e.g., waiting for payment confirmation).
Processing Order: Sent to the customer when their order is being processed.
Completed Order: Sent to the customer when their order is marked as complete and shipped (if applicable).
Refunded Order: Sent to the customer when an order is refunded.
Customer Invoice: Sent to the customer with order details and payment information.
Customer Note: Sent to the customer when a note is added to their order.
Password Reset: Sent to the customer when they request a password reset.
New Account: Sent to the customer when they create a new account on your store.

Checking Your WooCommerce Email Settings

The first step is to make sure WooCommerce is *configured* to send emails in the first place. Here’s how:

1. Log into your WordPress Admin area.

2. Go to WooCommerce > Settings.

3. Click on the “Emails” tab.

Here, you’ll see a list of all the email types we discussed above. For each email type, you can:

Enable/Disable: Turn the email on or off. If an email is disabled, it won’t be sent. Make sure all the important emails are enabled!
Manage: Customize the email content, subject, recipient(s), and other settings. This is where you personalize the emails to match your brand.

Example: You might want to change the subject line of the “Completed Order” email from the default “Your {site_title} order is complete” to something more engaging like “Sweet Surrender: Your Order is on its Way!”

The Problem: WordPress’s Default Email Sending

WordPress, by default, uses the `wp_mail()` function to send emails. This function often relies on the server’s default email configuration, which is not always the most reliable. Many web hosting providers don’t properly configure their servers for sending emails, leading to emails being marked as spam or simply not being delivered.

Reasoning: Imagine Sweet Surrender relying on a rusty old delivery truck. It might break down, deliver the pastries late, or not deliver them at all! `wp_mail()` is like that old truck, it sometimes works, but it’s not the most dependable option.

The Solution: Using an SMTP Plugin

The best way to fix WooCommerce email sending issues is to use an SMTP (Simple Mail Transfer Protocol) plugin. SMTP plugins allow WordPress to send emails using a dedicated email service, which is much more reliable than the default `wp_mail()` function.

Analogy: An SMTP plugin is like upgrading Sweet Surrender’s delivery truck to a brand new, reliable van with GPS tracking. It ensures your emails (pastries!) arrive on time and in good condition.

Here’s how to set up an SMTP plugin (we’ll use WP Mail SMTP as an example, as it’s a popular and easy-to-use option):

1. Install and Activate the WP Mail SMTP Plugin:

Go to Plugins > Add New in your WordPress admin.
Search for “WP Mail SMTP by WPForms”.
Click Install Now and then Activate.

2. Configure WP Mail SMTP:

After activation, you’ll see a setup wizard. Follow the on-screen instructions.
Alternatively, go to WP Mail SMTP > Settings.
You’ll need to choose an SMTP provider. Popular choices include:
SMTP.com: A reliable and dedicated SMTP service.
Sendinblue (Brevo): Offers both SMTP and marketing automation features.
Mailgun: A popular choice for developers.
Gmail: Works for smaller stores, but can be limited.
Other SMTP: Allows you to manually configure your own SMTP server details.

3. Enter your SMTP credentials:

Each provider will require different information, but typically you’ll need:
SMTP Host: The hostname of the SMTP server (e.g., smtp.gmail.com).
SMTP Port: The port used for SMTP communication (e.g., 587 for TLS).
Encryption: The type of encryption used (e.g., TLS or SSL).
Username: Your email address or username for the SMTP service.
Password: Your password for the SMTP service.

Example using Gmail:

Mailer: Select “Other SMTP”
SMTP Host: smtp.gmail.com
SMTP Port: 587
Encryption: TLS
Username: [email protected]
Password: your_gmail_password (or an App Password, see below)

Important Note for Gmail: Google requires you to either enable “Less secure app access” (which is not recommended) or create an “App Password” if you have 2-Step Verification enabled. To create an App Password:

Go to your Google Account settings.
Navigate to Security.
Under “How you sign in to Google”, click “App Passwords”.
Select “Mail” as the app and “Other (Custom name)” as the device.
Give it a name (e.g., “WooCommerce SMTP”).
Google will generate a 16-digit App Password. Use this password in your WP Mail SMTP settings.

4. Send a Test Email:

After configuring the plugin, use the “Email Test” tab to send a test email. This is crucial! If the test email fails, review your settings carefully.
If you don’t receive the test email, check your spam folder. If it’s there, mark it as “Not Spam” to help improve future deliverability.

//Example code for sending a test email directly (less common, but shows the principle)
wp_mail( '[email protected]', 'Test Email from WooCommerce', 'This is a test email to check your SMTP configuration.');

Customizing WooCommerce Emails

Once your emails are sending reliably, you can customize them to match your brand.

1. Go to WooCommerce > Settings > Emails.

2. Click “Manage” next to the email type you want to customize.

3. Customize the following:

Email Subject: Make it clear and concise.
Email Heading: The heading that appears at the top of the email.
Additional Content: Add extra information or a personal message.
Email Type: Choose between Plain text, HTML, or Multipart. HTML allows for more visual customization.

You can use basic HTML tags to format your email content. You can also use WooCommerce’s built-in placeholders to dynamically insert information like order details, customer names, and product information.

Example: In the “Completed Order” email, you might add a personalized thank you message:

“Hi {customer_first_name},

Thanks for your order from Sweet Surrender! We’ve shipped your delicious treats and they should arrive soon. We hope you enjoy them!”

Troubleshooting Common Issues

Emails Going to Spam: This is the most common problem. Using an SMTP plugin, properly configuring your DNS records (SPF and DKIM), and avoiding spammy language in your emails will help.
Emails Not Being Sent at All: Double-check your SMTP settings, ensure the email type is enabled, and check your hosting server’s email logs for errors.
Incorrect Email Content: Review the email templates in WooCommerce settings to make sure the content is accurate and relevant.

By following these steps, you can ensure that your WooCommerce emails are being sent reliably and professionally. This will improve your customer experience, reduce support requests, and ultimately help your online store thrive. So, go forth and bake up some great email communication just like the delicious goodies at Sweet Surrender!