Skip to content

Gmail “Send mail as” — @apexstem.org (Cloudflare Email Routing)

Prerequisite: Email Routing forwards are working (domain_and_dns.md Option B).

Cloudflare does not provide SMTP. Sending through Gmail’s SMTP with a verified @apexstem.org From address is the usual free approach.

Who sets up what:

Address Who configures Send mail as
hello@, sponsorships@ Founder (same Gmail inbox)
treasurer@ Spouse (their Gmail inbox)
board@ All 3 trustees — via Google Group (see §4)

1. DNS (once per domain — Cloudflare DNS)

Add or merge SPF so both Cloudflare (inbound) and Google (outbound via Gmail) are allowed:

Type Name Content
TXT @ v=spf1 include:_spf.mx.cloudflare.net include:_spf.google.com ~all

If an SPF record already exists, edit it to include both include: clauses (only one SPF TXT on @).

DMARC (monitoring, recommended):

Type Name Content
TXT _dmarc v=DMARC1; p=none; rua=mailto:hello@apexstem.org

Use p=none until mail is stable. Tighten later with counsel/IT.

2. Google App Password (each person sending from Gmail)

Each trustee uses their own Google account that receives the forwards.

  1. Enable 2-Step Verification: Google 2FA
  2. Create App Password (Mail / Other): App passwords
  3. Copy the 16-character password (use once in Gmail SMTP setup)

Workspace accounts use admin policies; consumer Gmail works as above.

3. Add addresses in Gmail (founder & treasurer)

Repeat for each address that forwards to this Gmail inbox.

Gmail → ⚙️ Settings → Accounts and Import → Send mail as → Add another email address

Field Value
Name Apex STEM Education (or your name for treasurer mail)
Email e.g. hello@apexstem.org

Treat as an alias:
- ✅ Check for sponsorships@ if it forwards to the same inbox as hello@
- ⬜ Uncheck if you want separate identities (optional)

SMTP:

Field Value
SMTP server smtp.gmail.com
Port 587
Username Your full @gmail.com address
Password App Password (not your normal Google password)
Secured connection TLS

Verify: Gmail sends a code to hello@… → Cloudflare forwards to your inbox → enter code or click link.

Add sponsorships@apexstem.org the same way on the founder inbox.

Treasurer: Spouse repeats §3 on their Gmail for treasurer@apexstem.org only.

4. Sending as board@ (Google Group)

board@ should forward to a Google Group with all 3 trustees.

A. Group settings (groups.google.com → your apex board group)

  • Posting: All members can post (or Managers and members)
  • Who can contact group: Group members / appropriate restriction
  • Enable posting as the group (wording varies: allow send as group email)

B. Post as the group

  • Compose at groups.google.com as the group, or
  • In Gmail: if the group appears under “From”, select board@apexstem.org

C. Optional — each trustee “Send mail as” board@

Only works if Google allows the group address as an alternate identity for members. If verification fails, use the Group web UI for official board mail.

Do not point all trustees’ personal “Send mail as” at board@ unless each can receive verification at the Group.

5. Daily use

  • Compose → choose From: hello@, sponsorships@, or treasurer@
  • Reply → Gmail usually selects the address the message was sent to
  • Default: Settings → Send mail as → set default for new messages if desired

Signatures (example):

--
Apex STEM Education
hello@apexstem.org | apexstem.org

6. Limitations (know these)

Topic Note
DKIM Mail sent via Gmail SMTP is signed as Google; SPF+DMARC p=none is typical at first
“Send as” ≠ role security Anyone with your Gmail password can send; protect accounts
Board mail Prefer Group for board@ so all trustees see threads
Later Google Workspace nonprofit gives native @apexstem.org mailboxes

7. Checklist

  • [ ] SPF includes Cloudflare + Google
  • [ ] DMARC p=none with rua=
  • [ ] Founder: hello@ + sponsorships@ Send mail as
  • [ ] Spouse: treasurer@ Send mail as
  • [x] Board: board@ Send mail as / Group posting — working (May 2026)
  • [ ] Board: test mail to board@ reaches all 3 trustees
  • [ ] External test: send from hello@ to a non-Gmail address