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Email accounts

Set up your email accounts and link them to sequences
19 articles

Reply and different ESPs

In Reply, you can connect a mailbox with different servers for sending and receiving emails. This option works best in these cases: - for mass email systems such as SendGrid or Mailgun - for email aliases How to set up a connection with SendGrid: First, you'll need to check the settings on the SendGrid side. Here is what you need: 1. Go to the Email API tab and select Integration Guide. 2. Choose the SMTP Relay option. 3. Create an API key by clicking the Create Key button. 4. Copy the generated key (the key = mailbox password in Reply). Once you get the settings from SendGrid, you can move to Reply: 1. Navigate to the Email Accounts tab of the Settings page. 2. Click the New email account button. 3. In the setup dialog window, select Other Provider and click Continue. In mailbox settings, enable the I want to use different email servers for sending and receiving emails toggle and start with the IMAP settings: 1. In the User Name field, paste the email address you want to receive replies. 2. In the IMAP Host field, enter the address of the IMAP server (imap.gmail.com for Gmail accounts). 3. In the IMAP Port field, enter the port of the IMAP server (993 for Gmail accounts). 4. Toggle on the Enable SSL option (for Gmail accounts). 1. Mark the Replies should go to a different email address check box. 2. In the Email field, enter the email connected to SendGrid. 3. Set the User Name to apikey. 4. In the Reply To field, enter the email from the IMAP User name field. 5. In the Sender Name field, enter your name. 6. In the SMTP Host field, enter smtp.sendgrid.net. 7. In the SMTP Port field, enter 465 (or 25) 8. In the Password field on the SMTP side, enter the password from SendGrid. 9. Enable the SSL option with the 465 port, and leave it disabled for 25. 💡Important: Reply can detect SendGrid bounces automatically. To enable automatic bounce detection, add your SendGrid API key in Settings → Emails → SendGrid API key for bounce webhooks. Reply will use this key to subscribe to SendGrid webhooks and detect bounced emails automatically. Make sure your API key has the following permission enabled: Mail Settings → Event Notification → Full Access. If the webhook connection stops working, you'll receive a notification in the Notification Center and via email. For Mailgun or other third-party ESP connections, bounces are not detected automatically. The best way to keep track of bounced emails is to: - Export bounced emails from your ESP as a CSV file. - Import the CSV file into Reply. - Mark prospects as Bounced, add them to a dedicated list on the People page, or blacklist them.

Last updated on Oct 15, 2026

Email accounts page overview

The Email accounts page is where you can connect and manage the email accounts you use for sending from Reply. From here, you can connect existing mailboxes, purchase domains and mailboxes, check your domain setup, manage mailbox settings, and filter your email accounts. 🎥 See the video below for an overview of the Email accounts page. https://www.youtube.com/watch?v=hr2tofWapCI To access the page, go to Settings → Email accounts. Connect email accounts To connect an existing email account: 1. Click New email account. 2. Choose how you'd like to add it: - Import from CSV - Create manually 👉 See also: - Import mailboxes from CSV - Step #1: Connecting an email account Purchase domains and mailboxes If you don't have a mailbox yet, you can purchase domains and mailboxes directly through Reply. To do this: 1. Click Purchase domains. 2. Choose between: - New domains - Pre-warmed domains 👉 See also: - Buying domains & mailboxes - Pre-warmed domains View and manage email accounts By default, email accounts are grouped by domain. You can switch between List view, which shows all email accounts in one list, and Domain view, which groups them by domain. You can also use the search bar to quickly find a specific mailbox. In Domain view, you can see: - Number of mailboxes - Total emails sent from the domain - Domain setup status 💡 If there's an issue with your domain setup, you can check the details in the Email health checker and make the necessary changes. Below each domain, you can see the mailboxes connected to it. You can check the following details for each mailbox: - Status (🟢 active, ⚪ hasn't started sending yet, 🔴 disconnected) - Tags - Total emails - Daily emails - Owner Mailbox actions You can manage individual mailboxes using the actions available next to each one: - Reconnect - Edit warm-up settings - Make default - Remove 💡 The default email account is used as the default sender for your campaigns. If you remove the default email account, the first mailbox in the list will automatically become the new default sender. You can also select multiple mailboxes and perform bulk actions: - Move to sequence - Add/remove tags - Retest domain health - Edit settings - Delete 👉 See also: Bulk actions for email accounts Filters Smart filters make it easier to find the mailboxes you need. You can filter by: | Filter | Description | | --- | --- | | Owner | Filter by mailbox owner. | | Sequence | Filter by the sequence an email account is assigned to. | | Tags | Filter by assigned tags. | | Domains | Filter by domain. | | Email account type | Filter by how the email account is connected: Gmail Manual, Gmail, Exchange On-Premises, Exchange Single Click, Outlook, or Other provider. | | Domain validation status | Filter by the current domain validation status: Configured, Action Needed, Attention Required, Under Testing, Connectivity Issues, or Missing Emails. | | Ramp-up | Filter by whether ramp-up is set or not set. | | Delay between emails | Filter by whether a delay is set or not set. | | Signature | Filter by whether a signature is set or not set. | | Opt-out mode | Filter by the configured mode: opt-out link or opt-out text. | You can combine multiple filters to narrow down the results and find the email accounts you need.

Last updated on Oct 16, 2026

Email Account's Health Checker Overview

The Email Health Checker tool helps you improve your email deliverability by checking the email account's DNS settings. It's a crucial step for successful email campaigns, so we will guide you on the setup. Here is what you need to do: - go to the Email Accounts of your Settings - click on your domain and check the Domain Setup tab Email Health Checker checks SPF, DKIM, DMARC, Domain age, MX records, Address records, and rDNS. If all the settings are green, you are good to go! If there are any errors on your checks, click on them to expand the details. Fixing DNS settings Here is what you need to set up your DNS: - go to your hosting website - sign in to your account - open DNS manager for a domain 💡 Important: your domain host is where you purchased your domain. You can sign in with your username and password when purchasing it. If you don't know who your domain host is, check this article: Identify your domain host. - How to set up MX, A, rDNS, SPF, DKIM and DMARC and authenticate your emails - How to set up SPF, DKIM and DMARC: Google Workspace and GoDaddy - How to set up SPF, DKIM and DMARC: Google Workspace and Namecheap - How to set up SPF, DKIM and DMARC: Office 365 and Namecheap - [How to set up SPF, DKIM and DMARC: other mail & hosting providers](How to set up SPF, DKIM and DMARC: other mail & hosting providers providers) - How to set up MX records for any other mail provider [list] - How to set up MX records for Office 365 SPF A Sender Policy Framework (SPF) record is an email authentication method. It stops the fabrication of sender names, also known as email spoofing. This record defines the list of IP addresses or hosts who can send emails from your domain. To fix the SPF record, you need a list of server IP addresses you want. SPF DNS record needs to be uploaded in TXT format. - TXT value: v=spf1 [mail provider value] ~all (other options: -all/?all) Here is a sample SPF record: v=spf1 mx include:_spf.google.com ip4:65.254.224.19 -all | v=spf1 | mx | include | ip4:66.96.128.0 | -all | | --- | --- | --- | --- | --- | | Sets the SPF version being used. | Allows the domain’s MX details to send an email. | Includes Google mail servers as authorized servers. | This IP address will pass. | Any other IP address will fail. | The -all column refers to the servers that aren’t listed in the SPF record and cannot send emails from your domain. You may read more about SPF syntax here. 💡 Important: There can only be one SPF record per domain. One hostname = one SPF record. Multiple SPF records can cause deliverability issues. Maximum number of DNS lookups = 10. All values should be added to one line. DKIM DomainKeys Identified Mail (DKIM) is a secure, encrypted digital signature added to the header of your emails. It helps the receiver verify that your domain is authorized. The signatures are not visible to users as it is done at the server level. Here is how you can create a DKIM record: - Determine which domains can send outbound mail on its behalf. - Create the DKIM public/private keys and the policy record. The ‘public’ key will be used in your public-facing DNS TXT record with a policy record. You can use SocketLabs or EasyDMARC tools to generate private keys. Just specify your domain name and the selector being used. DKIM format: v=DKIM1; p=yourPublicKey Sample DKIM record: v=DKIM1;k=rsa;p=MIGfMA0GCSqGSIb3DQEBAQUAA4GNADCBiQKBgQDeIhtCv3vUinyhKiKtZ8efjHGGo8gE1T+o7gLrvo6yRtdz9ICe6Fz5sgz0WYFW5nCV4DmaTcS25TfgWKsLggG | v=DKIM1 | p | | --- | --- | | Sets the SPF version being used. | yourPublicKey | DMARC Another standard security protocol is DMARC or Domain-based Message Authentication, Reporting & Conformance. DMARC announces what an email receiver should do with the non-aligned mail it gets. Sample DMARC record: “v=DMARC1; p=reject; pct=100; rua=mailto:[email protected]”. You can check the below table to get an idea of DMARC tags. | v=DMARC1 | p | pct | rua | | --- | --- | --- | --- | | Sets the SPF version being used. | Policy of organizational Domain | Percentage of Messages | Report for URI (Aggregate) | Domain age Unlike other DNS records, domain age cannot be changed. It is an indicator that shows how long a domain has been used. However, domain age does not refer to how long you have owned a website name, but rather when Google indexed that domain first. To check your domain age, you can use these tools: who.is or Dupli Checker. MX record Mail exchanger (MX) records are responsible for directing emails to the specified mail servers. They are also crucial for sending and receiving emails. MX records will reflect which mail server is responsible for that domain. Sample MX record: $TTL 1200 example.com. IN A 93.184.216.34 example.com. IN MX 10 mail1.example.com. example.com. IN MX 10 mail2.example.com. example.com. IN MX 50 mail3.example.com. Explanations of fields: - Example.com - your domain name. - MX - record type. - Name: The domain or subdomain for the MX record. Use @ to deliver email to your root domain, or use a subdomain such as www or mail. - Priority: The order in which the record is evaluated and used. Lower priorities will be read before higher priorities. - Value: The mail server's address, such as smtp.secureserver.net. - TTL: How long the server should cache information. The default setting is 1 hour. 💡 Important: MX should correspond with the mail provider. Users may use Email security tools, that will be added to MX records instead of Mail provider MX. A Record When you add a record to your DNS server, you choose a mail name that will be added in front of your domain (mail.com). It is A record (Address Record) that is also called the fully qualified domain name of your server. It will resolve to your IP address, so everyone knows how to contact your mail server. For example, you can use it for store.website.com or blog.website.com and point it to where you have your store. A record maps a domain name to the IP address (Version 4) of the computer hosting the domain. For example, an A Record points a logical domain name, such as "google.com," to the IP address of Google's hosting server, "74.125.224.147". Wrap up After updating your DNS records, run the Email Health Checker again to verify everything is set up correctly. It's crucial to have all records accurate, as a single error could lead to being blacklisted. You can also find our handy article on email deliverability here.

Last updated on Oct 16, 2026

Connecting email alias

An email alias is an additional email address that redirects incoming messages to your primary email inbox. It allows you to send and receive emails using an alternative address without creating a separate email account. When you connect an email alias to Reply, the platform uses your primary email account's connection to send outreach campaigns from the alias address. This helps you manage multiple sending addresses from a single connected mailbox. To connect an email alias to Reply, follow these steps: 1. Navigate to the Email Accounts tab of the Settings page. 2. Click the New email account button. 3. In the setup dialog window, select Other Provider and click Continue. In mailbox settings, enable the I want to use different email servers for sending and receiving emails toggle. Then proceed to IMAP settings: 1. In the User Name field, use your primary email ([email protected]). 2. In the IMAP Host field, enter the address of the IMAP server (imap.gmail.com for Gmail accounts). 3. In the IMAP Port field, enter the port of the IMAP server (993 for Gmail accounts). 4. In the Password field, enter the password for your primary mailbox. If 2FA is enabled in Gmail, you will need to use an app password instead of your regular password. Here is an article on how to create the app password. 5. Toggle on the Enable SSL option (for Gmail accounts). Now move to the SMTP section: 1. In the Email field, enter the alias email address ([email protected]). 2. Make sure your User Name field has your primary mailbox ([email protected]). 3. In the Reply to field, use the primary mailbox you want to receive replies to ([email protected]).  4. In the Sender Name field, paste your name. 5. In the SMTP Host field, enter smtp.gmail.com (for Gmail accounts).  6. In the SMTP Port field, enter 465.  7. In the Password field, enter the password for your alias mailbox. If it is a Gmail account with 2FA enabled, you will need to use an app password instead of your regular password. Here is an article on how to create the app password. 8. Toggle on the Enable SSL option (for Gmail accounts). Once you are done with the setup, click the Test button and ensure the color of the dots is green: It means your alias is well-connected to Reply.

Last updated on Oct 14, 2026

How do I set up my opt-out text/link and unsubscribe header?

There are three options to customize your unsubscribing options in Reply: 1. An opt-out link/text at the end of each sequence email 2. A custom opt-out link for each email step 3. An unsubscribe header An opt-out variant at the bottom of each sequence step The first option is perfect if you want your unsubscribing option to be the same for all the emails sent from your mailbox. Here is how you may set everything up: - Go to the Email Accounts tab of your Settings - Select the desired mailbox - Choose the Opt-out tab Whichever one is highlighted in blue is currently on. If you keep the text variant, our system will sort the contact's text reply to the Do Not Contact inbox category and assign the Opted Out status. We will not be sending any emails unless you manually remove this status. If you keep the link option on, your prospects can unsubscribe in one click instead of replying. You may edit both the text at the bottom of the email and the text shown on the Opt-out page. While we recommend keeping either of the variants on to comply with the CAN-SPAM policy, you may remove the opt-out text by leaving all fields blank. 💡 The opt-out text/link is not added to the test emails (emails sent from the step template), and direct messages (emails sent from a prospect's profile). Placing a custom opt-out link in your email If you wish each sequence step to have a custom opt-out text, you may set it up separately inside the sequence (after removing the initial option). Here is what you need to do: - Open the step editor and select the place to insert an opt-out link. - Click the Insert/edit link button.  In the Url field, enter {opt-out}. We will convert this text into an opt-out link. - In the Text to Display field, paste the text of the link (for example, click here).  - Save the changes. Important: If Plain Text Sending Mode is activated and you have an opt-out link in your email, the link will be replaced with the opt-out text added in the settings for this email account. Unsubscribe header: an extra way to opt out The Unsubscribe Header is an additional way for people to unsubscribe from your emails, particularly useful in marketing outreach. It offers a compliant method for recipients to opt out of your emails, especially when using the Plain Text Sending Mode. Even if the opt-out links are removed, the unsubscribe header remains, providing an alternative way for recipients to unsubscribe. Keep in mind that the visibility of this header depends on the email provider, so it should be considered an extra option rather than the primary one. To enable the Unsubscribe Header: 1. Navigate to your sequence settings. 2. Turn on the Enable List-Unsubscribe header for all emails from this sequence toggle.

Last updated on Oct 16, 2026

Import email accounts from CSV

If you need to add multiple email accounts at once, you can import them from a CSV file. Here are the steps👇: 1. Download a sample CSV file. 2. Make a copy and add the details for the email accounts you want to import. 3. Go to Settings → Email accounts. 4. Click New email account. 5. Select Import from CSV and upload your file. 6. (Optional) Select Import to MailToaster if you also want to add the accounts for warm-up. CSV fields Make sure your CSV file includes the following fields: - Email – The email address you want to connect. - Daily Limit – The maximum number of emails that can be sent from the account each day. - Sender Name – The name that will appear as the sender. - SMTP Host – The address of the SMTP server used to send emails (smtp.gmail.com for Gmail). - SMTP Port – The port used to connect to the SMTP server (465 for Gmail). - SMTP Password – The password used to authenticate with the SMTP server. - SMTP SSL (optional) – Enter TRUE if SSL is required, or FALSE if not. - IMAP Host – The address of the IMAP server used to receive emails (imap.gmail.com for Gmail). - IMAP Port – The port used to connect to the IMAP server (993 for Gmail). - IMAP Password – The password used to authenticate with the IMAP server. - IMAP SSL (optional) – Enter TRUE if SSL is required, or FALSE if not. 💡 Important: Bulk import works only for email accounts that use SMTP for sending emails. - Outlook Single-Click accounts can't be imported in bulk because each account requires individual authorization. - Gmail accounts can be imported in bulk if 2-step verification is enabled and you use an app password for each account instead of Single-Click authorization. Import email accounts from mailbox providers Some mailbox providers let you export your accounts and import them into Reply using the same CSV file. These include: - Mailreef (supports direct API integration with Reply, as well as CSV files) - Mission Inbox - Mailscale - Inframail - Mailforge - InboxAutomate - Zapmail (also supports a native integration with Reply)

Last updated on Oct 16, 2026

Buying domains & mailboxes

Reply lets you buy custom domains and set up mailboxes directly from the Email Accounts page. You can register new domains, configure mailboxes, and have them provisioned in Reply (and MailToaster, if your account is linked). 💡 Important: Mailboxes can only be created using domains purchased in Reply, not your existing domains. This article explains how the process works and how billing is handled. Where to start 1. Log in as the team owner. 2. Go to Settings → Email Accounts. 3. Click Purchase domains. Step 1: Register the domain purchaser 1. After clicking Purchase domains, enter the required details: - First name - Last name - Email address - Company name - Country, City, Address Line, and other fields. 2. Click Verify & Continue. Step 2: Choose your domain and provider 1. Select your email provider (Google or Microsoft). 💡The provider cannot be changed after the domain is selected. 2. Enter your company name or keywords in the domain search field. 3. Click Check availability and review the suggested domain names and pricing. 4. Select one or multiple domains and click Validate. If a domain is available, it will be highlighted in green. The displayed price is the final cost for one year. Step 3: Configure mailboxes 1. Click Configure mailboxes. 💡 You can create up to 5 mailboxes per domain. 2. Add mailboxes either manually or via CSV (bulk setup). Add mailboxes manually To add mailboxes manually: - Enter the required details, such as Name, First name, and Last name. - Select a Reply user in the Assign to user field. You can assign mailboxes to yourself or other team members. Add mailboxes via CSV (bulk setup) Upload a CSV file with these required fields: - First name - Last name - Username (for example, [email protected]) - Domain (domain.com) - Selected user (your Reply account) 💡You can download a sample CSV file and use it as a template. Admin mailbox If you create multiple mailboxes, select one as the admin mailbox. 💡Important: - The admin mailbox cannot be deleted individually. - If the admin mailbox is deleted, all mailboxes under that domain will be deleted. MailToaster & warm-up By default, newly purchased mailboxes are added to MailToaster for warm-up. You can manage this using the Need to warmup toggle. Since these are new domains, we highly recommend completing a proper warm-up to build your sending reputation. (Optional) Set up website redirect After adding mailboxes, click Next to set up a redirect. This automatically redirects anyone who clicks on your domain link in the email to your main website. This step is optional, so you can skip it and proceed directly to payment. Step 4: Complete purchase 1. Click Buy selected. 2. You'll see the payment summary: - Domains (Extended features) - Mailboxes - Additional email account seats (if any) 3. Confirm payment. Billing Domains Domains are one-time annual purchases. They're charged in full at the time of purchase, are valid for one year, and are not tied to your Reply subscription. Domains remain active even if all mailboxes are later deleted. Mailboxes (Seats) Mailboxes are billed as subscription seats. For monthly subscriptions, mailbox seats are billed monthly, and adding or removing seats will adjust your next billing cycle. For annual subscriptions, seats are billed annually, and any seats added mid-cycle are prorated for the remaining period. Changing a mailbox name does not result in additional charges. How seat billing works Billing is based on the number of seats you've purchased, not on mailbox names. Adding a mailbox that increases your total number of seats will trigger a charge. Removing a mailbox does not issue a refund. - Example: If you replace a mailbox with another → there's no extra charge. - Example: If you add a new mailbox → you're charged for an additional seat. - Example: If you add a second seat, then delete one → no refund will be issued. How seats are displayed in Reply On the Email Accounts page, you'll see: - Purchased mailbox seats – total seats you've paid for - Occupied mailbox seats – mailboxes currently in use - Available seats – paid seats not yet assigned This makes it easy to know whether adding a new mailbox will trigger extra charges. Renew your domain You can renew domains purchased through Reply directly from the Email Accounts page. Before your domain expires, you'll see the renewal price and expiration date. Reply also sends email reminders when it's time to renew. When renewing your domain, you can choose to renew both the domain and your mailboxes, or renew only the domain and create new mailboxes at the current price. 💡 Mailboxes older than one year may cost more to renew due to Google's pricing policy. Pre-warmed domains can't be renewed through Reply. After purchase After successful payment, the domains will be registered, and mailboxes will be provisioned and connected to Reply within 48 hours. Supported mailboxes will also be exported to MailToaster if your account is linked. 💡 Newly purchased Microsoft mailboxes remain locked for 4 days to protect deliverability and will automatically unlock once that period ends. You will see a shopping cart icon next to the email accounts and domains you've purchased, so you can easily identify them. If you want to add more mailboxes later, click on the domain and click Add mailboxes.

Last updated on Oct 15, 2026

Warm-up settings in Reply

Email warm-up in Reply is powered by MailToaster. In this article, we'll show you how to manage and adjust warm-up settings directly in Reply, without switching to MailToaster. This is especially useful if you're part of a team where another teammate has already linked MailToaster and you don't have direct access. Before you start, make sure your MailToaster subscription is linked to your Reply account and your mailboxes are added. 👉Related articles: - Getting started with MailToaster - Syncing email accounts to MailToaster Activate/Pause warm-up After connecting your email account to MailToaster in the Warm-up tab in your email account settings, you can use the toggle to pause or reactivate warm-up for that mailbox. Select a warm-up profile You can choose or change the warm-up profile for your email account: - New email account – For brand-new inboxes - Reputation protect – For existing inboxes where you want to maintain sender reputation - Custom profile – Define your own warm-up limits and behavior. Set your own metrics to control what percentage of warm-up emails are opened, removed from spam, replied to, or marked as important. Edit the daily goal You can control how your warm-up progresses by setting: - Daily goal – Maximum number of warm-up emails sent per day - Daily increment – How many emails are added to the daily limit each day You can set your daily goal in two ways: - Ramp-up mode – Set a starting number and daily increment. The system gradually increases the number of warm-up emails sent each day until it reaches your daily goal. - Random mode – Set a minimum and maximum limit. Each day, a random number of emails within that range will be sent. 💡Important: The daily goal you set for warm-up applies only to emails sent through MailToaster. Emails sent from Reply follow Reply's own daily limits. You can also enable Sent folder cleanup. When turned on, emails older than 3 days are automatically removed from the Sent folder. Update mailbox settings In the Mailbox Settings section, you can review and update your email account warm-up details if needed. Check your warm-up status You can check the warm-up status of each email account from the Email Accounts page. The warm-up icon shows the current status of each email account: - ⚪ – The email account hasn't been added to warm-up. - 🟠 – Warm-up is active and working. - 🔴 – Warm-up is inactive because of an error or configuration issue.

Last updated on Oct 16, 2026

Bulk actions for email accounts

Sometimes you may need to apply the same changes to multiple email accounts at once. In this article, we'll show you how to use bulk actions to update and manage your email accounts. To apply bulk actions 👇: 1. Go to Settings → Email Accounts. 2. Select the email accounts you want to update. 3. Choose the action you need. Move to sequence Assign multiple email accounts to a sequence. Assign to tag Tags help you organize and track your email accounts. For example, you can create tags for different teams or purposes and assign them to multiple email accounts. To create and assign a new tag: 1. Click Assign to tag. 2. Click Create tag. 3. Enter a name for your tag. 4. Select the tag. 5. Click Apply to assign it to the selected email accounts. Remove tags Remove existing tags from multiple email accounts. 💡You can't delete email account tags. If you no longer need a tag, remove it from your email accounts or rename it. Retest domain health If your domains had errors earlier, you can retest them after making the necessary fixes. Edit settings You can update settings for multiple email accounts. When you select Bulk edit, you'll see three tabs: Safety, Email signature, and Opt-out. Safety In the Safety tab, you can update: - Total number of emails (daily sending limit); - Ramp-up settings (enable/disable ramp-up, edit the starting amount and the ramp-up value); - Delay between each email sent. Select the settings you want to edit, enter the new values, and click Save. Email signature You can use the editor to update your signature, format the text, upload images, add HTML code, and more. Opt-out You can edit the opt-out text, switch between using opt-out text or an opt-out link, and customize the confirmation message shown after a contact opts out. Delete email accounts Delete multiple email accounts.

Last updated on Oct 16, 2026