Email Integration Setup

Connect your email accounts to Salestools to send personalized outreach campaigns, track opens and clicks, and manage replies automatically.

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Supported Email Providers

Salestools supports multiple email providers:

Provider	Connection Type	Best For
Gmail / Google Workspace	OAuth (one-click)	Business users with Google
Microsoft 365 / Outlook	OAuth (one-click)	Enterprise users with Microsoft
SMTP/IMAP	Manual setup	Any email provider
Custom SMTP	Manual setup	Dedicated sending servers

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Gmail / Google Workspace Setup

One-Click OAuth Connection

The easiest way to connect Gmail or Google Workspace accounts.

Watch the setup video:

Step-by-Step Instructions

Step 1: Authorize in Google Admin (for Workspace)

If you're using Google Workspace, first authorize the Salestools app:

1. Go to Google Admin Console
2. Navigate to Security → API Controls → Manage Third-Party App Access
3. Click Add App → OAuth App Name or Client ID
4. Enter the Salestools Client ID:

   205009932925-gsdstosg9b4q5pu5tu74c6o5ssfkrqcm.apps.googleusercontent.com

5. Select Trusted access level
6. Apply to your entire domain or specific organizational units
7. Click Save

Step 2: Connect in Salestools

1. Log into Salestools
2. Go to Settings → Email Accounts
3. Click Add Email Account
4. Select Gmail / Google Workspace
5. Click Connect with Google
6. Select your Google account
7. Review and accept the permissions
8. You'll be redirected back to Salestools

Gmail Permissions Explained

Salestools requests these permissions:

• Send emails on your behalf - Required to send campaign emails
• Read emails - Required to track replies and bounce detection
• Manage labels - Optional, for organizing campaign emails

Personal Gmail Accounts

For personal Gmail (not Workspace):

1. Go to Settings → Email Accounts
2. Click Add Email Account → Gmail
3. Sign in with your Google account
4. Accept the permissions
5. Connection complete!

Note: Personal Gmail has sending limits of ~500 emails/day. Consider Google Workspace for higher volumes.

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Microsoft 365 / Outlook Setup

One-Click OAuth Connection

Connect Microsoft email accounts with a single click.

Step-by-Step Instructions

Step 1: Connect in Salestools

1. Log into Salestools
2. Go to Settings → Email Accounts
3. Click Add Email Account
4. Select Microsoft 365 / Outlook
5. Click Connect with Microsoft
6. Sign in with your Microsoft account
7. Review and accept the permissions
8. Click Accept to authorize

Step 2: Admin Consent (for Organizations)

If you're an admin for your organization, you may need to grant consent:

1. Go to Azure AD Portal
2. Navigate to Enterprise Applications
3. Find Salestools
4. Grant admin consent for your organization

Microsoft Permissions Explained

• Send mail as you - Required to send campaign emails
• Read mail - Required for reply tracking
• Read user profile - Required for account identification

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SMTP/IMAP Manual Setup

For email providers not supporting OAuth, or for custom sending servers.

When to Use SMTP/IMAP

• Custom domain email (e.g., you@yourcompany.com)
• Email hosting providers (GoDaddy, Namecheap, etc.)
• Dedicated sending servers
• Outbound email services

Step-by-Step Instructions

Step 1: Gather Your Email Settings

You'll need the following information from your email provider:

SMTP Settings (for sending):

• SMTP Server (e.g., smtp.yourprovider.com)
• SMTP Port (typically 587 or 465)
• Security (TLS/SSL)
• Username (usually your email address)
• Password or App Password

IMAP Settings (for receiving/tracking):

• IMAP Server (e.g., imap.yourprovider.com)
• IMAP Port (typically 993)
• Security (SSL)
• Username
• Password

Step 2: Connect in Salestools

1. Go to Settings → Email Accounts
2. Click Add Email Account
3. Select SMTP/IMAP
4. Enter your email address
5. Fill in SMTP settings:
   • Server: smtp.yourprovider.com
   • Port: 587 (or 465 for SSL)
   • Security: TLS (recommended)
   • Username: Your email address
   • Password: Your password or app password
6. Fill in IMAP settings:
   • Server: imap.yourprovider.com
   • Port: 993
   • Security: SSL
   • Username: Your email address
   • Password: Your password
7. Click Test Connection
8. If successful, click Save

Common SMTP/IMAP Settings

Provider	SMTP Server	SMTP Port	IMAP Server	IMAP Port
GoDaddy	smtpout.secureserver.net	465	imap.secureserver.net	993
Namecheap	mail.privateemail.com	587	mail.privateemail.com	993
Zoho	smtp.zoho.com	587	imap.zoho.com	993
Yahoo	smtp.mail.yahoo.com	587	imap.mail.yahoo.com	993
iCloud	smtp.mail.me.com	587	imap.mail.me.com	993

App Passwords

Many providers require app passwords instead of your regular password:

Gmail App Password:

1. Go to Google Account Security
2. Enable 2-Step Verification if not already
3. Go to App Passwords
4. Generate a new app password for "Mail"
5. Use this 16-character password in Salestools

Microsoft App Password:

1. Go to Microsoft Security
2. Under Additional Security, select App Passwords
3. Create a new app password
4. Use this password in Salestools

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Email Sending Limits

Understanding and respecting sending limits protects your deliverability.

Provider Limits

Provider	Daily Limit	Recommended Daily
Gmail (personal)	500	100-200
Google Workspace	2,000	500-1,000
Microsoft 365	10,000	500-1,000
Outlook.com (personal)	300	100-150

Salestools Limits

Salestools enforces smart limits to protect your sender reputation:

• Warmup Period: New accounts start with lower limits
• Gradual Increase: Limits increase automatically over time
• Hourly Throttling: Emails are spread throughout the day
• Domain Reputation: Limits adjust based on bounce rates

Best Practices

1. Start Slow: Begin with 50-100 emails/day for new accounts
2. Warm Up: Gradually increase over 2-4 weeks
3. Monitor Bounces: Keep bounce rate under 2%
4. Watch Spam Reports: Address any spam complaints immediately
5. Use Multiple Accounts: Distribute volume across accounts

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Email Warmup

Warm up new email accounts to build sender reputation.

What is Email Warmup?

Email warmup gradually increases your sending volume while generating positive engagement signals (opens, replies, moving from spam to inbox).

Enable Warmup in Salestools

1. Go to Settings → Email Accounts
2. Select your email account
3. Enable Email Warmup
4. Configure warmup settings:
   • Starting Volume: 5-10 emails/day
   • Daily Increase: 2-5 emails
   • Target Volume: Your desired daily limit
   • Warmup Duration: 2-4 weeks recommended

Warmup Best Practices

• Start warmup before launching campaigns
• Continue warmup during active campaigns
• Don't disable warmup for at least 2 weeks
• Monitor deliverability metrics during warmup

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Troubleshooting

Connection Issues

"Authentication Failed"

• Verify your username and password
• Use an app password if 2FA is enabled
• Check that less secure apps are allowed (if applicable)
• Verify the app is authorized in your admin console

"Connection Timed Out"

• Verify server addresses and ports
• Check your firewall settings
• Try alternate ports (587 vs 465)
• Ensure your IP isn't blocked

"Certificate Error"

• Ensure you're using the correct security setting (TLS/SSL)
• Check that your email provider's certificate is valid
• Try disabling certificate verification temporarily

Sending Issues

Emails Not Sending

• Check your daily sending limit
• Verify the account is properly connected
• Review error messages in the activity log
• Ensure your email provider isn't blocking sends

Emails Going to Spam

• Check your sender reputation
• Verify SPF, DKIM, and DMARC records
• Review email content for spam triggers
• Warm up your email account properly

Tracking Issues

Opens/Clicks Not Tracking

• Verify IMAP is connected and working
• Check that tracking is enabled in campaign settings
• Some email clients block tracking pixels
• Allow 24-48 hours for tracking data to populate

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Multiple Email Accounts

Add multiple email accounts for higher volume and better deliverability.

Benefits of Multiple Accounts

• Higher Volume: Distribute emails across accounts
• Better Deliverability: Lower volume per account
• Sender Rotation: Automatically rotate between accounts
• A/B Testing: Test different sender names/addresses

Adding Multiple Accounts

1. Go to Settings → Email Accounts
2. Click Add Email Account
3. Repeat the connection process for each account
4. Enable Mailbox Rotation in campaign settings

See Rotate Mailbox for detailed rotation setup.

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Support

Need Help?

• Email: info@salestools.io
• Live Chat: Available in the Salestools dashboard
• Documentation: https://docs.salestools.io

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Last Updated: January 2025 Version: 2.0