Overview
Link your mailboxes with Apollo to gain full functionality of core engagement tools like emails, sequences, conversations, meetings, and more. Your linked mailboxes send your emails on Apollo. You can unlink your mailboxes from Apollo at any time.
While Gmail is the preferred mailbox provider (MBP) to get the most out of Apollo's functionality, Apollo supports many different mailbox providers and custom email servers. For a list of supported MBPs and standards, sneak a peek at supported mailbox providers.
Apollo considers email addresses that use the following characters to be invalid:
example--domain.comexample..domain.comexample@.domain.comexample.@domain.comexample-@domain.comexample@-domain.com
Connect a different mailbox if your email address includes any of these characters.
Check out the following steps to link your mailboxes on Apollo.
Link Your Mailbox (Gmail and Outlook)
Apollo doesn't support Google groups. You'll encounter an error if you link a Google group to Apollo. Use an individual mailbox instead.
To link your mailbox to Apollo:
- Launch Apollo and click Settings > Mailboxes.
- Click Link mailbox to add a new mailbox.
- Choose either Google or Outlook as your mailbox provider. Review and check to agree to Apollo's terms of service, then click Link mailbox.
- If you're already signed in to your email account, select the account that you want to link. Otherwise, enter your email address and password to sign in. Review and agree to the permissions required.
Want to learn more about the permissions Apollo needs when you link your email or calendar? Check out Apollo Data Overview > What permissions does Apollo need access to when I connect my email or calendar?.
To understand how Apollo uses data, check out How data sharing works with the Apollo data contributor network.
Your mailbox has now been linked. Apollo recommends that you continue to configure your mailbox to avoid deliverability issues.
Depending on your Apollo plan, you can connect up to 15 mailboxes per user. Consider linking multiple mailboxes to follow email best practices, set sending limits, and keep your domain safe.
Link Your Mailbox (Other)
To link a mailbox other than Gmail or Outlook:
- Launch Apollo and click Settings > Mailboxes.
- Click Link mailbox to add a new mailbox.
- Click Other, then enter your email address. Review and check to agree to Apollo's terms of service, then click Link mailbox.
- If you use a mailbox provider that Apollo recognizes, such as Yahoo or iCloud, Apollo redirects you to your email provider sign-in. Follow the steps to sign in to your account.
- If Apollo can't determine the mailbox type, select your email provider or click See all providers.
- Follow the steps to sign in.
- Alternatively, click Custom IMAP settings to log in with IMAP, then enter your mailbox credentials, which should include:
- Email address
- Email password
- IMAP host
- Port number
- SMTP host
- If you're unsure where to find these credentials, contact your email mailbox provider for help. Once you've added your credentials, click Log In.
You have now connected your mailbox to Apollo. Apollo recommends that you continue to configure your mailbox to avoid deliverability issues.
To ensure that your linked mailbox doesn't encounter issues sending emails, monitor the deliverability score and follow Apollo's recommendations to adjust your settings or behavior.
Repeat these steps to link additional mailboxes.
Depending on your Apollo plan, you can connect up to 15 mailboxes per user. Consider linking multiple mailboxes to follow email best practices, set sending limits, and keep your domain safe.
If you use Nylas Mail, you may experience a mailbox linking limit not associated with Apollo. Contact Nylas Support to learn more.
Mailbox Configuration
To configure your mailbox:
- During mailbox linking, click Check mailbox configuration, or alternatively, navigate to Settings > Mailboxes, then click ... > Check mailbox health beside the mailbox.
- Add a signature to the emails you send from your mailbox. Emails sent outside of Apollo from this mailbox won't include your Apollo email signature.
- Set email sending limits to control the number of emails sent from your mailbox. To keep your domain safe, aim to keep your email activity as close to average as possible. If your sending limits are too high, you're more likely to encounter deliverability issues.
- Add an unsubscribe link to the emails you send.
Only enable open tracking if you have a healthy domain reputation, have been actively following email best practices for a while, and know when to activate and deactivate open tracking strategically for campaign experimentation. Deactivate open tracking when you're not running specific experiments.
If you already use SendGrid for transactional or marketing emails, and you don't want to use open tracking, deactivate open tracking on SendGrid as well.
- Select a custom tracking subdomain or create a new one. Subdomains help protect your primary domain and improve email delivery rates. Apollo recommends that the subdomain match the domain of your linked mailbox.
- Use an email address with an authenticated domain. This helps verify email senders, which means your emails are more likely to be trusted. The SPF, DKIM, and DMARC authentication standards are commonly used to authenticate domains.
You have now connected your mailbox to Apollo. Repeat these steps to link additional mailboxes.
To ensure that your linked mailbox doesn't encounter sending issues, monitor the mailbox deliverability score, and follow Apollo's recommendations to adjust your settings or email behavior.
You can edit your mailbox configuration at any time. To do so, click Settings > Mailboxes. Then, click ... > Check mailbox health.
Troubleshoot Mailbox Linking
Why can't I connect my mailbox?
Amend your settings if your domain is set up under post office protocol (POP/POP3)
Nylas Mail, Apollo's third-party provider for non-Gmail email syncs, doesn't support connecting to mailbox accounts via POP/POP3. Check with your provider's support team to see if your domain is set up under POP/POP3 as default. Most mail providers who support POP3 also support the IMAP standard and can connect to Apollo via SMTP. Nylas Mail also supports the SMTP standard.
Check with your colleagues
You can only link each unique mailbox to one Apollo instance at a time. If you or your team have already linked a mailbox to another Apollo account, you need to unlink it from the first account before you can connect it to a different one.
Turn your Gmail service on
If you encounter an error when you try to link a Gmail mailbox, your team's Google admin may have turned off the Gmail service for your account.
To resolve the issue:
- Contact your Google Workspace admin to enable the Gmail service for your account, then follow the steps above to connect your account with Apollo.
- If the issue persists, contact Google Workspace Support to inspect your account.
For more information, refer to the Control Gmail Access For Your Organization's Users article in the Google Knowledge Base.
Check your domain settings
If Apollo routes you to a Google login page when you're trying to link a Microsoft mailbox:
- Ask your IT admin to remove the following TXT record from your Domain Name System (DNS):
v=spf1 a mx include:spf.google.com - Try to link the mailbox again.
Check the error status (non-Gmail)
If you've connected a non-Gmail mailbox to Apollo and encounter an error, refer to this Nylas error status glossary to help identify and address the specific cause of error.
If you're still having issues connecting a mailbox to your Apollo account, support is only a message away! Reach out to Apollo support for more help.