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Outgoing email

Everything WordPress sends goes through the WP Mail SMTP Pro plugin (wp-admin > WP Mail SMTP). That covers the Gravity Forms notifications, the WordPress core account and update notices, and the plugin's own weekly report. Nothing else on the site sends email. The Freshsales lead push is a web request, not an email (see Trial sources), and the mailboxes at @nutritionistpro.com are Microsoft 365, not this server (see Domain and DNS).

The list below was taken from the plugin's Email Log on 2026-10-27. The log keeps six months, so the counts cover 2026-04-27 to 2026-10-27, 882 emails in total.

How it is set up​

  • Mailer: 365 / Outlook, using the plugin's one-click setup, connected as the Microsoft 365 account cawood@axxya.com. It was switched from Amazon SES on 2026-10-27; every email in the log before then went through SES.
  • From email: leads@axxya.com, with Force From Email on, so every email leaves from that address whatever the form or plugin asks for. Because the Outlook connection is the cawood@axxya.com account, sending as leads@axxya.com needs that account to have Send As permission on the leads@axxya.com mailbox in Microsoft 365, which it has; without it every email fails with ErrorSendAsDenied. See Granting Send As. The forms' Reply-To addresses (below) are not affected by the force setting, so replies still go to leads@axxya.com or sales@axxya.com.
  • From name: "Nutritionist Pro™" is the default. Gravity Forms sets its own name on each notification.
  • Email Log: on, six-month retention, without storing message bodies or attachments. Open tracking and click tracking are both on. Click tracking rewrites every link in every email to a https://nutritionistpro.com/wp-json/wp-mail-smtp/v1/e/... redirect, which is why links copied out of a received email look like that; never paste those links into another email or page. Each tracked link carries its destination inside the link itself, so an email that has already been sent keeps sending clicks to the address it was sent with. Changing a link in a form, or in the plugin's tracking table, only affects emails sent afterwards; keep an old file online until the emails that link to it no longer matter.
  • Weekly summary: on; sent to the site's administration email.
  • Administration email (Settings > General): cawood@axxya.com. WordPress sends its core notices there.

To check that a change to the mailer works, use WP Mail SMTP > Tools > Email Test, then look at the Email Log: the Mailer column shows which mailer sent each email.

The emails​

Diet Analysis demo request​

Sent when someone submits the Gravity Forms form 2, "Diet Analysis Module", on /demo-for-diet-analysis/ (the desktop trial sign-up). Two emails go out together, 292 of each in the six months:

  • "A lead submitted the demo for Diet Analysis" (notification "Notify the sales team"): to leads@axxya.com, sender name "Diet Analysis Demo Requested", Reply-To sales@axxya.com. Tells sales a desktop trial lead has signed up.
  • "Your requested demo link for Diet Analysis Module" (notification "Email Sent to the lead"): to the address the visitor typed in the form's Email field, sender name "Nutritionist Pro™", Reply-To leads@axxya.com. Gives the lead the demo download link.

The same pair for form 4, "Menu Creation Module", on /demo-for-menu-creation/, 61 of each:

  • "A lead submitted the demo for Menu Creation": to leads@axxya.com, sender name "Menu Creation Demo Requested", Reply-To sales@axxya.com.
  • "Your requested demo link for Menu Creation Module": to the lead, sender name "Nutritionist Pro™", Reply-To leads@axxya.com.

Contact Us form (not sent in practice)​

Form 5, "Contact Us form", has an active notification, "Message from our contact us page on NPRO": subject "New submission from Contact Us form", to leads@axxya.com, sender name "Our Contact us form", Reply-To leads@axxya.com. It would be sent on every submission, but the /contact/ page no longer shows the form: its last entry is from 2026-03-10 (spam) and the log has none of these emails. Forms 1 and 3 ("znotused ...") are inactive and send nothing.

WordPress plugin and core updates​

  • "[Nutritionist Pro™] Some plugins were automatically updated": to the administration email, after each run of WordPress's automatic plugin updates that updated something. 123 in six months, the most frequent notice after the demo emails.
  • "[Nutritionist Pro™] Your site has updated to WordPress 7.x.y": to the administration email, after an automatic core update. One per release.

WordPress account emails​

Sent by WordPress core when an account changes. They go to the person whose account it is, and some also to the administration email.

  • "[Nutritionist Pro™] Password Reset": to the user who clicked "Lost your password?" on the login page, with the reset link. 12 in six months.
  • "[Nutritionist Pro™] Password Changed" and "[Nutritionist Pro™] Email Changed": to the user, confirming the change, when a password or account email is changed in their profile.
  • "[Nutritionist Pro™] New User Registration" and "[Nutritionist Pro™] Login Details": when an administrator adds a user under Users > Add New with the notification box ticked. The first goes to the administration email, the second to the new user with a link to set a password. Three of each, all on 2026-10-13.

WP Mail SMTP's own emails​

  • "Your Weekly WP Mail SMTP Summary for nutritionistpro.com": to the administration email once a week, with the week's sent and failed counts. Two in May and June were titled with the origin IP instead of the domain, from before the site URL was fixed in wp-config.php on 2026-07-26 (see Changes in 2026). It can be turned off under WP Mail SMTP > Settings > Misc.
  • "WP Mail SMTP: HTML test email to ...": only when someone sends a test from Tools > Email Test.

Granting Send As​

The Outlook mailer sends with the connected account (cawood@axxya.com) but puts leads@axxya.com in the From line, so the connected account needs Send As on the leads@axxya.com mailbox. "Send on behalf" is not enough; it fails with the same error. Any of these, as an Exchange or Microsoft 365 administrator:

  • Microsoft 365 admin centre (https://admin.microsoft.com): Users > Active users, or Teams & groups > Shared mailboxes if leads@axxya.com is a shared mailbox. Open leads@axxya.com, go to the Mail tab, Mailbox permissions > Send as > Add permissions, choose the connected account, and save.

  • Exchange admin centre (https://admin.exchange.microsoft.com): Recipients > Mailboxes, open leads@axxya.com, Delegation tab, Send as > Edit > Add members, choose the connected account, and save.

  • Exchange Online PowerShell:

    Connect-ExchangeOnline
    Add-RecipientPermission -Identity leads@axxya.com -Trustee cawood@axxya.com -AccessRights SendAs -Confirm:$false
    Get-RecipientPermission -Identity leads@axxya.com

The permission can take up to an hour to apply. Send the test from WP Mail SMTP > Tools > Email Test again after that. If the connected account changes, grant Send As to the new one, or connect the mailer as leads@axxya.com itself and no grant is needed.

When email stops sending​

Open WP Mail SMTP > Email Log. Each row has a status dot (sent or not sent) and a Mailer column; open a failed row with View Log to see the mailer's error.

  • ErrorSendAsDenied from 365 / Outlook: the connected account has lost Send As on leads@axxya.com, or a new account was connected. See Granting Send As.
  • 403 UnrecognizedClientException: The security token included in the request is invalid from Amazon SES: the saved SES access key has been deleted or deactivated. This is what ended the SES setup.
  • The weekly summary email reports failed counts, but it is sent through the same mailer, so it does not arrive when the mailer is broken. Check the log itself after any change to accounts or keys in Microsoft 365 or AWS.

To resend demo emails that failed, use Gravity Forms rather than the Email Log, which does not store message bodies: Forms > Entries, pick the form (the dropdown at the top switches between them), tick the entries, choose Bulk actions > Resend Notifications, and pick the notifications to send. Check the entries for spam first.

Open items​

  • The Amazon SES credentials are still saved in the plugin's settings. If SES will not be used again, deactivate the IAM access key they belong to in AWS and clear the SES fields.
  • When the administration email changes (Settings > General), the update notices and the weekly summary follow it.