Link Your Mailbox to Apollo.io

Article author
Sarah Malone
Updated

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Overview

Link your mailboxes with Apollo to gain full functionality of core engagement tools, like emails, sequences, conversations, meetings, and more.

While Gmail is the preferred Email Service Provider (ESP) to get the most out of Apollo's functionality, Apollo supports many different email providers and custom email servers. For a list of supported ESPs and standards, sneak a peek at Supported Email Service Providers (ESPs).

 
A Big Difference

Your user email is your login to Apollo. You can also sign in to your Apollo account with any of your linked mailboxes. However, your linked mailboxes sends your messages, not your user email,. You must link a mailbox to start sending those sweet, sweet emails.

Refer to the following steps to link your mailboxes to Apollo.

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Avoid Special Characters

Before connecting a mailbox, keep in mind that Apollo considers email addresses that use the following characters to be invalid:

  • example--domain.com
  • example..domain.com
  • example@.domain.com
  • example.@domain.com
  • example-@domain.com
  • example@-domain.com

If your email address includes any of these characters, please consider connecting an alternative mailbox.

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Link Your Mailbox (Gmail and Outlook)

 
Google Groups, Beware!

Apollo does not support Google groups. If you try to link a Google group to Apollo instead of an individual mailbox, you'll be left high and dry!

To link your mailbox to Apollo:

  1. Launch Apollo and click Settings > Mailboxes.
  2. Click Link mailbox to add a new mailbox. Link a mailbox.
  3. Choose either Google or Outlook as your email provider. If you are already signed in to your email account, select the account that you want to link. Otherwise, you need to provide your email account credentials.

    Click the checkbox to agree to Apollo's terms of service, then click Link mailbox. Link a mailbox.
     
    Tell Me More!

    Want to learn more about the permissions Apollo needs when you link your email or calendar? Refer to this FAQ. For a more comprehensive data sharing overview, refer to this article.

  4. Your mailbox has now been linked. Apollo recommends that you continue to configure your mailbox to ensure that you do not experience deliverability issues.

    To do so, click Check mailbox configuration. Move to mailbox configuration.
  5. For each step of the mailbox configuration process, adjust the settings per the highlighted prompts. Apollo's guidance helps you optimize your mailbox setup.

    When you finish a step, click Complete to move to the next step. If you prefer to not address a step, click Skip this step.
  6. Add a signature to the emails you send from your mailbox. Emails sent directly from your connected mailbox outside of Apollo will not include your Apollo email signature. Add a signature.
  7. Set your email sending limits to control the number of emails being sent from your mailbox. If your sending limits are set too high, you are more likely to encounter deliverability issues. Set sending limits.
  8. Add an opt-out link to the emails you send, and enable open tracking to keep track of your email open rate. Add opt-out link and open tracking.
  9. Set up a custom tracking subdomain to improve the delivery rates for the emails you send. Set up a custom tracking subdomain.
  10. Utilize 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. Use domain authentication.

You have now connected your mailbox to Apollo. Repeat these steps to link additional mailboxes.

To ensure that your linked mailbox does not encounter issues sending emails, monitor the deliverability score and follow Apollo's recommendations to adjust your settings or behavior.

To edit your mailbox configuration, click Settings > Mailboxes. Then, click additional options (...) > Check mailbox health for the mailbox that you want to adjust.

Use domain authentication.

 
Number of Connected Mailboxes

Depending on your 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. For more info on Apollo pricing and to compare Apollo plans, refer to the pricing page.

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Link Your Mailbox (Other)

To link a mailbox to Apollo this is not Gmail or Outlook:

  1. Launch Apollo and click Settings > Mailboxes.
  2. Click Link mailbox to add a new mailbox. Link a mailbox.
  3. Click Other, then enter your email address.

    Click the checkbox to agree to Apollo's terms of service, then click Link mailbox. Link a mailbox.
  4. If you use a mailbox provider that Apollo recognizes, such as Yahoo or iCloud, Apollo redirects you straight to your email provider's sign-in screen. Follow the steps to sign in to your account. Email provider sign-In screen
  5. If Apollo cannot determine the type of mailbox your email address uses, you are prompted to select your email provider. Click See all providers. Select your email provider screen
  6. Select your email provider and follow the steps to sign in. List of providers
  7. Click Custom IMAP settings if you want to log in with IMAP. Custom IMAP settings option
  8. Enter your mailbox credentials, which should include:
  • Email address
  • Email password
  • IMAP host
  • Port number
  • SMTP host
  • If you are unsure where to find these credentials, contact your email mailbox provider for help. Once you've added your credentials, click Log In. Enter Your Credentials
  • You have now connected your mailbox to Apollo. Repeat these steps to link additional mailboxes.

    To ensure that your linked mailbox does not encounter issues sending emails, monitor the deliverability score and follow Apollo's recommendations to adjust your settings or behavior.

    To edit your mailbox configuration, click Settings > Mailboxes. Then, click additional options (...) > Check mailbox health for the mailbox that you want to adjust.

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    Unlink Mailboxes

    You can unlink your mailboxes from Apollo at any time. For more info on the steps to take, hop into Unlink a Mailbox from Your Apollo Account.

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    Troubleshooting: 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, does not 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:

    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:

    1. Ask your IT admin to remove the following TXT record from your Domain Name System (DNS): v=spf1 a mx include:_spf.google.com
    2. 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 understand the specific cause of error.

     
    Speak to Support

    If you're still having issues connecting a mailbox to your Apollo account, we're only a message away! Reach out to Apollo support for more help.

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