Overview
After you connect your mailbox on Apollo, find qualified contacts that match your ideal customer profile and begin your outreach through email as part of a multichannel campaign.
You can interact with emails in a variety of places on Apollo.
| Location | Use case |
|---|---|
| On contact profiles | Best for viewing individual email threads with specific contacts. |
| On sequences | Best for managing emails to be sent in a sequence. |
| On tasks | Best for actioning your assigned manual emails. |
| Emails | Best for a holistic overview of all emails across contacts and sequences. |
Whether you send emails in sequences or directly to contacts, use the emails hub on Apollo for an overview of emails to all your contacts. Gain insights like when an email was delivered, or why an email wasn't sent, and take action on follow-up emails. You can also access an email analytics dashboard directly from your emails hub to dig into metrics related to your entire team's email performance.
Apollo shows emails sent in sequences to contacts who work at your organization. However, Apollo doesn't show one-off internal emails to maintain privacy.
Check out the following sections to view, respond to, and manage emails on Apollo.
View and Respond to Emails
To view and respond to emails, you need email permission. To view emails across your team, you need the email visibility permission can see emails from all users.
To view and respond to emails:
- Launch Apollo and click Emails.
- Apollo shows all of the emails across contacts and sequences from you and your team.
- Click Show filters to use filters to narrow your results.
You can use the following filters to find emails:
| Filter | Description |
|---|---|
| Status | Not to be confused with email status for contacts, this filter allows you to find emails by delivery status, like drafted, delivered, replied, or bounced. |
| From user | Use this filter to find emails from a specific user. |
| Sentiment | Apollo automatically analyzes email sentiment in replies, allowing you to filter by sentiments like willing to meet or unsubscribed. |
| From email | Filter for emails from specific email addresses. |
| Sequences | Find emails from specific sequences. |
| Contact lists | Filter by contact lists. |
| Date range | Find emails from a specific date or timeframe. |
| Not sent reason | Find emails by a not sent reason, like missing dynamic variable. When an email is missing a dynamic variable, it usually means a contact, account, or AI research field is missing on the contact. |
| Email opened | Filter by opened emails, a minimum number of opens, or the date the email was last opened. |
You need to activate open tracking to filter by or view an email's open status. You should only enable open tracking if you're following email best practices and know when to use open tracking for specific campaigns. You should deactivate open tracking after any campaign experimentation.
- Hover over an email status to view more insights.
- To view more details, click the email.
- For undelivered or draft emails, draft the email or use the AI assistant to personalize a message, then send the email.
- For sent messages, Apollo shows the original email and any subsequent replies from the contact. Click ⤺ to reply to the thread.
- Compose your reply, and add dynamic variables, links, or images. When finished, click Reply now, or click Schedule to schedule delivery later.
Struggling for the right touch when emailing a contact? Use AI research to learn more about a prospect, then craft highly personalized emails based on your research.
- Click ... beside an email to take an action.
- Depending on the status of the email, you can take the following actions:
| Action | Description |
|---|---|
| Mark interested | The contact is interested in a meeting. This updates the contact stage to interested. |
| Edit | Edit a drafted email. |
| Delete | Delete a drafted email. |
| Delete email and finish sequence | Delete a drafted email and mark the contact as finished in the sequence. |
| Schedule | Schedule a drafted email. |
| Reply to thread | Reply to a contact directly from the email thread. |
| Show diagnostics information | View email diagnostics information like scheduled date, email attempt history, and self-opens and self-clicks. |
| CRM sync history | View sync history with a connected CRM integration. |
| Retry | Retry a bounced or undelivered email. |
| Skip email and continue sequence | Skip the email and move the contact forward in the sequence. |
| Unmark as reply | Unmark an email you've replied to as replied. |
- Alternatively, check multiple emails to take an action in bulk:
- Reschedule: Choose to reschedule immediately, in 1 hour, 2 hours, 24 hours, the next business day, 7 days, or 30 days. You can set a specific date and time.
- Email from different user: Change the email you use to message the selected contacts. If a scheduled email is in an active sequence, you can also change the send-from email for all subsequent steps.
- Delete: Delete the selected emails.
- Skip: Skip the selected emails and move the contact forward in the sequence.
- Retry undelivered emails: Retry bounced or undelivered emails.
- Export: Export the selected emails to a CSV file.
You have now viewed and responded to emails on Apollo.
To dive deeper into email diagnostics across your team, check out Access Email Analytics.
FAQs
| Frequently asked questions | ||
|---|---|---|
| Does Apollo sync emails to my CRM? | What permission do I need to view all team emails? | If a contact replies to an email, does Apollo stop messaging them in a sequence? |
| Can I manually log an email from outside Apollo? | Why was my email not sent? | Why is my email stuck in a scheduled status? |
Does Apollo sync emails to my CRM?
If you use Salesforce or HubSpot as your CRM, you can enable emails to sync to your CRM:
- Salesforce: Configure Salesforce push settings for activities to allow email syncing.
- HubSpot: Configure HubSpot push settings for activities to allow email sync.
What permission do I need to view all team emails?
It depends on the type of emails you want to view.
- Outbound emails sent within Apollo: To see all team outbound emails sent within Apollo, you need the permission for email visibility can see outbound emails sent within the Apollo platform and replies to those emails, but not other emails.
- All team emails: To see all team emails, including those not sent within Apollo, you need the permission for email visibility can see all emails from other users.
Depending on the type of email you want to see, you may need to edit your permission profile. An Apollo admin at your organization can help.
If a contact replies to an email, does Apollo stop messaging them in a sequence?
By default, Apollo automatically marks a contact as finished in a sequence when they reply to an email. This stops any remaining steps from sending and helps prevent unnecessary follow-up.
If you need to adjust this behavior, you can for an individual sequence or across multiple sequences using a ruleset. To update a single sequence, go to Sequences and open your sequence. Click Settings, and then click ✕ to remove the existing sequence ruleset if necessary. Click Default triggers and uncheck "Mark contact as finished in sequence when there is a reply." When finished, save your updates.
Can I manually log an email from outside Apollo?
No, it isn’t possible to manually log an email without sending it through Apollo. However, you can record outside communication by logging it as a note, task, or meeting, depending on the type of interaction. Navigate to the contact profile in Apollo, and find the Activities feed. Click Log activity, and select an activity type. Copy and paste your communication.
Why was my email not sent?
Here are the top reasons why an email might not send in Apollo:
| Sequence setup | You may have sequence rules such as "do not send when another contact from the same account replied," or "do not send to certain contact or account stages." If a contact or related account falls under one of these conditions, Apollo will mark the email as not sent. Learn more and how to resolve it. |
|---|---|
| Unverified email address | If it's your first time sending an email to a contact with an unverified email, Apollo won't send the email as a failsafe. Unverified emails have a 60-80% success rate. Try to send the email again. |
| Mailbox missing or removed | If the mailbox originally assigned to send the sequence step is disconnected or unassigned, Apollo will block the email. Go to Settings > Mailboxes to check the status of your mailbox. Reconnect or verify the mailbox if needed. Then return to the email and retry sending, or select a different mailbox in the sequence step settings. If a team member has left, you can unlink their mailbox and choose another mailbox to replace it. |
Check out Troubleshoot Sending Emails to explore additional not sent reasons and troubleshooting tips.
Why is my email stuck in a scheduled status?
You may have exceeded your email sending limits on Apollo. If you haven’t exceeded Apollo’s sending limits but the email is still delayed, it may be due to your mailbox provider, like Gmail or Outlook, throttling sends. These providers enforce hourly or daily caps that override any sending limits set in Apollo. If you don't believe you're experiencing sending limit issues, the delay is likely due to your sequence sending schedule which controls the day and time that you send out sequence emails.
Next Steps
Keep up the momentum with these next steps:
| Email Deliverability Best Practices | Learn how to improve deliverability, avoid spam folders, and increase response rates. Apollo's guide covers domain setup, sending behavior, and writing emails that sound human and authentic. |
|---|---|
| A/B Test Your Sequence Messages | Run A/B tests in your sequences to compare subject lines, messaging, or timing. Use the results alongside open and click rates to find out what drives engagement. |
| Troubleshoot Sending Emails | Emails may fail to send if you're over Apollo’s send limits, your mailbox provider is throttling delivery, or your sequence has timing restrictions. Learn how to check send statuses, diagnose scheduled delays, and resolve errors across providers. |
| Troubleshoot Bounced Emails | Emails can bounce due to invalid addresses, blocklists, spam filters, or DNS issues. Apollo's troubleshooting guide walks through all the major bounce types, so you can determine what went wrong and how to fix it. |
| How to Send Cold Emails in Apollo | A crash course on cold emailing with Apollo that shows you how to find perfect leads, set up sequences to stand out in inboxes, and manage prospect tasks to promote nonstop lead generation. Pro-tip: Go from learner to badge earner by taking a short quiz, then show off your smarts on LinkedIn with a certification! |