Overview
Email is the most important tool in cold outreach, and 96% of prospecting teams use it in cold outreach. Get it right, and using email as part of a multichannel outbound strategy can lead to more meetings and more meaningful relationships with your ideal prospects.
But domain setup and maintenance for cold outreach can be complicated and costly. There's a lot that can go wrong. Luckily, Apollo offers out-of-the-box domains and mailboxes ready for your team to use.
To get started, purchase a new domain, add mailboxes, and assign email addresses to your team. You can purchase domains and mailboxes at the same time, as domain age isn't a prerequisite. You can even generate lookalike domains to match your main website. Apollo handles the domain authentication for you. Once your mailbox is active, warm it up and follow email best practices before beginning outreach.
The number of domains and mailboxes you can purchase depends on your Apollo plan. Apollo displays your available allowance and the applicable credit cost during checkout. If you've reached your plan limit, upgrade your plan before purchasing additional domains or mailboxes. If your team uses a legacy plan, your limits and credit costs may differ.
Check out the following sections to purchase a domain or mailbox.
Purchase a Domain
To purchase a domain, you need permission to access domain and email purchase flows. If you don't have access, reach out to an Apollo admin at your organization for help.
To purchase a domain:
- Launch Apollo and go to Settings > Email setup and health > Domains.
- Click Add > Add domain.
- Enter your primary domain, preferred domain, or use keywords to search for a new related domain.
- Click Search.
Pro-tip: Don't mess with the spelling on your domains. For example, heyapollo.io or hey.apollo.io are okay, but heyapo11o.io could be flagged as suspicious, impacting your domain reputation. Additionally, be sure to correlate with your main domain. For example, if your domain is heyapollo.io and your email mentions Apollo.io, mailbox providers are more likely to consider the domain legitimate because both entities reference each other.
- Apollo generates a list of suggested domains. Select each domain you want to use. You can select up to 10 domains.
- Apollo shares the credit cost for each domain you choose.
- Enter your DMARC email. When you purchase a domain, Apollo handles domain authentication for you, but the DMARC email is where reports about email security and authentication failures are sent.
- Enter a redirect URL.
Apollo recommends that you use your primary domain as the redirect URL. The redirect URL is used for the newly purchased domain so it doesn't look like an abandoned site and will have some authenticity.
DMARC aggregate reports (RUA) can be high-volume, especially right after you enable DMARC. To avoid flooding your inbox, Apollo recommends using a dedicated mailbox instead of a personal inbox, or routing reports to a third-party DMARC monitoring service that can ingest and summarize them for you.
- Click Next.
- Enter your profile details. This information is required to register your new domain.
- When finished, click Next.
- Review your domain registration. Click Register Domains.
Domains and mailbox purchases are non-refundable. Review your domain, profile details, redirect URL, DMARC email, and credit costs before you register domains.
- Apollo registers your domain. This process can take a few minutes.
You have now purchased a domain. You can create and assign mailboxes for the domain right away, as domain age isn't a prerequisite for purchasing mailboxes. Once a mailbox is active, enable email warmup immediately. As a deliverability best practice, allow the new domain and mailbox time to build sender reputation before using them for cold outreach.
Create and Assign a Mailbox
To purchase and assign mailboxes, you need permission to access domain and email purchase flows. If you don't have access, reach out to an Apollo admin at your organization for help.
To purchase a mailbox:
- Launch Apollo and go to Settings > Email setup and health > Domains.
- Click Add > Connect mailbox.
- Select Purchase domains and/or mailboxes.
- Click Continue.
- In the Owner section, search for and select the team member who will own the mailbox. Verify the first and last name.
- In the Delivery & provider section, select a mailbox type:
| SMTP | Generate a standard mailbox that uses Apollo SMTP and IMAP servers. Choose this if you want a basic mailbox that you can connect to any email client or service using the generated credentials. |
|---|---|
| Google Workspace | Generate a fully managed Google Workspace mailbox under your domain. Apollo automatically provisions the account and returns the credentials. |
| Microsoft Outlook | Generate a fully managed Microsoft 365 (Outlook) mailbox under your domain. Apollo automatically provisions the account and returns the credentials. |
The first mailbox you purchase for a domain sets that domain's mailbox type: SMTP, Google Workspace, or Microsoft Outlook. Apollo ties the domain to that provider, so any future mailboxes you purchase for the same domain use the same mailbox type.
- (Optional) Enter a forwarding address where all email to your new mailbox is sent.
- Select one or more domains. If you haven't purchased a domain yet, you can purchase a domain and its mailboxes at the same time. You don't need to wait for the domain to age before purchasing mailboxes.
You can only purchase mailboxes for domains that you've purchased directly on Apollo. Apollo-purchased mailboxes have a sending limit of 200 emails per 24 hours to protect your sender reputation. This limit still applies when using SendGrid or Mailgun. If you need to send more emails per day, consider purchasing additional mailboxes.
- Review the mailbox summary. Click Next.
Domains and mailbox purchases are non-refundable. Review the mailbox owner, provider, domain, forwarding email, and credit costs before you complete the purchase.
- Click Purchase to confirm.
- Apollo creates the mailbox for the user you selected.
If the status shows Pending, Apollo is still creating your mailbox. This usually finishes quickly, but it can take longer based on your mailbox type and how long DNS updates take to propagate. Here are the estimated timeframes by mailbox type:
| SMTP | Usually ready in a few seconds, but can take up to 24 hours. |
|---|---|
| Google Workspace | Usually ready in a few minutes, but can take up to 48 hours due to Google propagation time. |
| Microsoft Outlook | Usually ready within a few hours, but can take up to 72 hours due to DNS propagation and required manual steps. |
After you purchase a mailbox, it may appear as pending in Settings > Email setup and health > Mailboxes while Apollo provisions it in the background. Once the status changes to Active, the mailbox is ready to use in Apollo.
You have now purchased and assigned a mailbox for your domain.
If you purchased a Google Workspace or Microsoft Outlook mailbox, complete these steps before Apollo can automatically link it to the assigned user:
- Google Workspace: Open Gmail.com in a separate browser tab and log in with credentials from Apollo. This initializes the account so Apollo can complete the link.
- Microsoft 365 (Entra ID): An admin must grant consent in Entra ID > Enterprise applications > Apollo > Permissions > Grant admin consent. This allows Apollo to provision and link the mailbox.
After your mailbox is active, complete these steps before beginning outreach:
- Warm up your mailbox - Enable warmup right away so your mailbox builds sender reputation before you start outreach.
- Set your mailbox preferences - Adjust sending limits, signature, and other settings before you start outreach.
As a best practice, Apollo recommends that you run email warmup for a minimum of 6 weeks before using the mailbox for cold outreach. Learn more email deliverability tips in Apollo's ebook Outbound Sales.
Set Mailbox Preferences
To set your mailbox preferences:
- Launch Apollo and go to Settings > Email setup and health > Mailboxes.
- Click the ... beside your mailbox to take additional actions.
| Action | Description |
|---|---|
| Refresh aliases | Refresh the email aliases available for the mailbox. |
| Configure mailbox | Manage mailbox settings like signature, sending limits, opt-out, and open tracking. |
| Check deliverability | Check the deliverability of your mailbox. |
| Send emails from Sendgrid | If you actively use Sendgrid, enable the Sendgrid integration for your mailbox and send emails from Sendgrid. |
| Send emails from Mailgun | If you actively use Mailgun, enable the Mailgun integration for your mailbox and send emails from Mailgun. |
| Unlink mailbox | Unlink the mailbox from the user. |
Pro-tip: While you're at it, configure your email unsubscribe link to automatically append an unsubscribe link to each email you send from Apollo. Unsubscribe links allow recipients to quickly and easily unsubscribe from outreach — rather than marking your message as spam which can damage your sender reputation.
You have now set your mailbox preferences. Continue to some next best steps.
FAQs
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Frequently asked questions |
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| How many domains and mailboxes can I generate? | How do I use warm up on my mailbox? | How many credits do domains and mailboxes cost? |
| Do I own the domain or mailbox after I purchase it? | How do I manage DNS records for my domain? | Can I reassign a mailbox to another user? |
| Can I access my mailbox outside Apollo? | How can I update the forwarding address for a purchased mailbox? | How do I add a DMARC RUA tag for a purchased domain? |
| Why is my purchased mailbox still pending or not linking? | How do I delete a domain? | |
How many domains and mailboxes can I generate?
The number and type of mailboxes you can link depend on your Apollo plan:
- Basic: Link up to 1 mailbox per user.
- Professional: Link unlimited Google Workspace and Microsoft 365 mailboxes, plus up to 5 custom IMAP or SMTP mailboxes per user.
- Organization: Link unlimited Google Workspace and Microsoft 365 mailboxes, plus up to 15 custom IMAP or SMTP mailboxes per user.
If you have reached your mailbox limit, upgrade your plan or unlink a mailbox before linking another. If your team uses a legacy Apollo plan, your limits may differ. Check your plan details in Apollo for the limits available to your team.
How many credits do domains and mailboxes cost?
Apollo uses credits to register domains and purchase mailboxes:
- Domain registration: 1,500 credits per domain each year
- Apollo SMTP mailbox: 300 credits per mailbox each month
- Google Workspace mailbox: 800 credits per mailbox each month
- Microsoft 365 mailbox: 1,500 credits per mailbox each month
During checkout, Apollo calculates and displays the total credit cost based on the unit cost and the number of domains or mailboxes you select. Review the total before completing your purchase. Domain and mailbox purchases are non-refundable.
How do I use warm up on my mailbox?
After creating a new mailbox, Apollo recommends you use email warmup for a minimum of 6 weeks before beginning cold outreach.
To use email warmup:
- Launch Apollo and go to Settings > Email setup and health > Mailboxes.
Office 365 mailboxes need SMTP AUTH enabled before warmup can run. Not sure if it's on? Ask your Office 365 admin.
- Toggle Start warm up beside your mailbox.
- Choose Automated warmup.
Complete the steps to enable warm up.
Learn more about how to use email warmup.
How do I delete a domain?
To delete a domain:
- Launch Apollo and go to Settings > Email setup and health > Domains.
- Click ... beside your domain, then select Delete domain.
FYI: Deleting a domain is irreversible.
You have now deleted a domain.
Do I own the domain or mailbox after I purchase it?
Domains and mailboxes incur credits and are non-refundable. Check the pricing page on Apollo for information on the exact credit cost.
| Domain | Domains are provisioned on an annual basis using credits. As long as your plan is active and you have available credits, your team retains full access to the domain, including the ability to manage your DNS records. If your credits run out, or your plan changes, your domain may be deactivated. |
|---|---|
| Mailbox | Mailboxes are provisioned on a monthly basis using credits. As long as your plan is active and you have available credits, your team retains full access to the mailbox. If your credits run out, or your plan changes, your mailbox access may be deactivated. |
How do I manage DNS records for my domain?
To manage DNS records for your domain:
- Launch Apollo and go to Settings > Email setup and health > Domains.
- Click ... beside your domain, then select Advanced settings.
- Click Add record to add a DNS record.
When you add an MX (mail exchange) record to a domain you purchased through Apollo, enter the priority as a three-digit number, such as 010, 020, or 100. This matches the format Apollo expects and can help prevent validation errors.
- Select an existing record to manage it, or click Delete beside it to delete a record.
- When finished, click Save.
You have now managed DNS records for your domain.
Can I reassign a mailbox to another user?
Yes, you can reassign a mailbox to another user by unlinking it from its current user, then assigning or connecting it to another user.
To unlink a mailbox:
- Launch Apollo and go to Settings > Email setup and health > Mailboxes.
- Use filters or search to find the mailbox.
- Click ... beside the mailbox, then select Unlink mailbox.
- (Optional) Select a forwarding address.
- Click Unlink mailbox.
Learn more about how to unlink a mailbox on Apollo.
Can I access my mailbox outside Apollo?
Yes. If your purchased mailbox supports external access, use the credentials Apollo provides after purchase or in the mailbox configuration.
To access mailbox configuration:
- Launch Apollo and go to Settings > Email setup and health > Mailboxes.
- Click ... beside your mailbox.
- Click Configure mailbox.
- Use the available mailbox credentials or configuration details to log in to third-party email clients, including but not limited to the following:
To log in to Gmail or Outlook directly, generate a Google Workspace or Microsoft Outlook mailbox.
How can I update the forwarding address for a purchased mailbox?
With a forwarding email, replies or inbound emails sent to your purchased mailbox are automatically forwarded to your selected forwarding email address.
To change the forwarding email for a purchased mailbox:
- Launch Apollo and go to Settings > Email setup and health > Mailboxes.
- Under Mailboxes, find your purchased mailbox.
- Click ... beside your mailbox, then select Configure mailbox.
- Update the forwarding email address.
- Click Save.
You have now updated your forwarding address.
How do I add a DMARC RUA tag for a purchased domain?
To add or update the DMARC RUA tag for a domain you purchased through Apollo:
- Launch Apollo and go to Settings > Email setup and health > Domains.
- Select your purchased domain.
- In the domain settings, find the DMARC email field.
- Enter the email address where you want DMARC aggregate (RUA) reports delivered.
Use a dedicated DMARC inbox or a monitoring tool address instead of your personal inbox. DMARC aggregate reports can be high volume and include raw diagnostic data that is easier to manage in a separate mailbox.
- Click Save.
After you save, Apollo updates the domain's DMARC record to include rua=mailto:your_email. DNS changes can take 24 to 72 hours to appear in diagnostics and monitoring tools due to propagation.
Why is my purchased mailbox still pending or not linking?
Your purchased mailbox may show Pending while Apollo finishes provisioning it in the background. If it stays Pending after the usual provisioning window, wait 30-60 minutes, and then refresh Settings > Email setup and health > Mailboxes.
If the mailbox shows Active but still does not link, check for provider-specific permission issues. For Google Workspace, your Google Workspace admin may need to trust the Apollo app before the link succeeds.
If the mailbox is still Pending after the expected window, or still does not link after these checks, reach out to Apollo support.
Next Steps
Use these resources to boost your success with deliverability and sending strategies:
| Use Email Warmup | Let Apollo automatically warm up your new mailbox to build trust with providers and prime your domain for outreach. |
|---|---|
| Email Deliverability Best Practices | Follow email deliverability best practices to avoid common spam traps that could derail your outreach efforts. |
| Configure Your Email Unsubscribe Link | Make sure every email stays compliant when you configure your unsubscribe link on Apollo. |
| Set Email Sending Limits | Control volume and avoid sending spikes by configuring email sending limits per mailbox. |
| Monitor Your Mailbox Deliverability Score | Use Apollo's real-time health deliverability dashboard to track mailbox deliverability and take action before issues arise. |
| Edit the Sending Mailbox on Contacts in a Sequence | Easily switch the sending mailbox on contacts in a sequence to manage workloads or shift outreach by sender identity. |
| Use A/B Tests in Sequences | Quickly test and optimize message variations with A/B tests to see what drives the best engagement in your email sequences. |
Looking for more email deliverability tips? Join Apollo's Email Deliverability 101 webinar to learn from seasoned sales pros about how to use your domains for maximum deliverability. And check out Apollo's master class How to Write Cold Emails Anyone Will Respond To.