Mailboxes

Outreach sends every pitch from a mailbox your organization owns, and replies come back to that inbox and to the app's Inbox. You connect a Gmail (Google Workspace) account, an Outlook (Microsoft 365) account or any other mailbox with IMAP and SMTP once, and your whole team and every project can send from it.

Open Settings, then the Mailboxes tab, to connect a mailbox, set how its emails sign off, reconnect one that lapsed or disconnect one you no longer use. Nothing sends until you approve and launch a sequence, or Spot or your agent does where you set "Emails and posts to publishers" to Apply at once.

What you see

Each mailbox is one row: the address, a provider badge (Gmail, Outlook or IMAP) and a status badge.

An Active mailbox also shows its "Sign-off name" field and a "Signatures" section. A mailbox past your plan's count reads "Not sending: over your plan's mailbox limit".

Connect a mailbox

1. Open Settings, then Mailboxes.
2. Press "Connect Gmail" for Gmail or Google Workspace, "Connect Outlook" for Outlook or Microsoft 365, or "Connect other email" for any other provider with IMAP and SMTP.
3. Sign in and approve access on the connection screen. Some Microsoft 365 organizations require an administrator to approve the connection first, and the screen says so when yours does. For other email, type the address and its password there, and the IMAP and SMTP server details when they are not found on their own (your provider's help pages list them). You sign in on a hosted page, so sourcesignal never sees your password.
4. You come straight back. The row reads Pending, then Active. If the page says "The connection did not go through", try again or connect a different account.

The setup wizard and the setup checklist offer the same buttons. On the deck's "Connect a mailbox" card, "Connect Outlook" sits beside "Connect Gmail" and "Connect other email" is under More. The "Set up" menu in Outreach opens this tab from its "Mailboxes" row.

Before you connect other email

• Gmail and Google Workspace. Use "Connect Gmail", not other email.
• Microsoft 365. Use "Connect Outlook", because Microsoft 365 turns off password sign-in over IMAP.
• Use the full email address. The user name on the connection screen must be the mailbox's full email address. A mailbox that signs in with a bare user name cannot be connected, and Settings, then Mailboxes says so.
• App passwords. Many providers with two-step sign-in, such as iCloud and Yahoo, ask for an app password on the connection screen instead of the usual one. You create it in that provider's account settings.

Set the sign-off name and signatures

These are what a recipient reads at the foot of every pitch.

• Sign-off name. Type the name emails from this mailbox sign off with, then press "Save". Leave it blank for no name.
• Add a signature. Open "Signatures", press "Add signature", name it (for example, the client it is for), paste plain text or HTML copied from your mail client, check the "As recipients see it" preview, then press "Save signature". The first one becomes the default.
• Set default. Anything that has not chosen a signature uses the default.
• Edit. Saving updates every unsent email that uses that signature. Which signature signs a draft is settled when the draft is made.
• Archive. The signature leaves every picker but is never deleted. Drafts already approved with it keep it, and projects that pointed at it fall back to the mailbox default.

The signature is added at send, below the draft rather than inside the text you edit, and it also signs your Inbox replies. The one set in your mail app is not added: Gmail, Outlook and other mail apps add a signature only in their own compose window, and mail sent from here never passes through it. If the preview warns that a logo is pasted in as image data, host the logo at a URL instead, or recipients see a broken image.

Choose the sender for a project

In a project's settings, the "Outreach identity" card sets:

• "Send from": one of your active mailboxes, or "No preference: use any active mailbox".
• "Signature": "Mailbox default", another of that mailbox's signatures, or "None: this client's mail goes out unsigned".
• "Contact number for invoices": optional. The AI draft gives it to a publisher who asks, and it never goes into your signature.

Press "Save identity". New drafts use the new sender. Drafts already in review keep theirs. Until a project picks a sender, its drafts go out from whichever mailbox was connected first.

Per-mailbox limits

Every mailbox has its own sending window, daily cap and minimum gap between two emails. They protect the address, and they apply to every sequence and project that sends from it.

To change them, open any draft in Outreach, press its "Sends" chip, expand "Mailbox limits", set the values and press "Save limits". Anything past the daily cap waits for the next day. A project's own window can narrow the mailbox's window, never widen it: see Sending schedule and limits.

Reconnect a mailbox that reads Reauth required or stopped sending

When a provider's authorization lapses, or an IMAP mailbox's password changes, the mailbox reads "Reauth required" and its scheduled emails wait. The Engine room, the Outreach queue and the Inbox composer all tell you so.

1. Open Settings, then Mailboxes. The "Reconnect…" button in the Outreach queue brings you here too.
2. Press "Reconnect" on the mailbox.
3. Approve access on the connection screen, signed in as the same address. For an IMAP mailbox, type its details again, with the new password if it changed.
4. The mailbox reads Active again. Its sign-off name, signatures, waiting drafts (approval kept), live sequences and project defaults carry over.

Reconnect keeps the same mailbox: nothing new is added, so it never counts toward your plan twice. Only a mailbox still reading Pending starts a new connection when you press Reconnect, and on a plan already at its mailbox count that is refused with a line such as "Your Brand plan allows 1 mailbox. Upgrade to connect more." If you see it, contact Support before you disconnect anything.

An Inbox reply that could not send is kept. Send it again once the mailbox is Active.

Disconnect a mailbox

1. Press "Disconnect". The dialog reminds you that nothing sends from the address afterwards, and that reconnecting later makes a new connection.
2. Read what is using it: live sequences mid-conversation, drafts in the review queue and projects that send from it by default. Or it says "No outreach is using this mailbox."
3. When live sequences or drafts use it, choose under "What happens to it":
   • "Move it to another mailbox": pick the address. Live sequences continue from it, drafts return to Needs review with that sender, and projects that defaulted to the old address send from the new one.
   • "Stop it": live sequences stop and their unsent emails are skipped. Drafts stay in review but cannot be approved until they have a sender. Projects that defaulted to the address are left without one.
4. Confirm with "Disconnect and move", "Disconnect and stop outreach" or "Disconnect".

Nothing already sent is recalled or deleted. A disconnected mailbox leaves the list and stops counting toward your plan. If only projects default to it, there is nothing to choose: they are left without a default sender until you pick one in "Outreach identity". With no other active mailbox, only "Stop it" is offered, so connect a second one first if the outreach should keep sending.

Move sequences to another mailbox

The sender can only be changed on a draft, so a live sequence keeps its own until you reconnect or disconnect that mailbox. A draft whose mailbox cannot send cannot launch, and says "Pick a connected, active mailbox to send from."

Limits

• A trial has its own mailbox count, shown in Settings.
• Pending and Reauth required mailboxes count. Disconnected ones do not. The number does not reset monthly.
• A connection you abandon on the provider's page can count for a short while.
• With more mailboxes connected than your plan covers, the ones connected first send. The rest show "Not sending: over your plan's mailbox limit", stay connected, keep receiving replies and send again once the plan covers them. See Plans and limits.

Good to know

• Any member can connect a mailbox, set a sign-off name and change mailbox limits. Signatures and a project's "Outreach identity" need an owner or admin. See Members and roles.
• Each Inbox thread names the mailbox it runs through, and your replies go out from it. See The inbox.
• An agent connected over MCP can read your mailboxes and their status, but never connects one. See Agent scopes and limits.