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Documentation Index

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Mailboxes are dedicated email accounts affiliated to your company domain that power outbound sales in Reevo. They act as the sending engine for your sequences, maintaining individual sender reputations to ensure high deliverability while Reevo handles the technical setup. Properly configured mailboxes are essential for running automated campaigns, tracking engagement metrics, and utilizing the platform’s optimization features. What mailboxes actually do for your business:
  • Professional Branding: Route all outbound campaign emails through your affiliated domain instead of personal addresses
  • Build Sender Reputation: Automatic warmup and health monitoring to reduce the probability spam filters
  • Campaign Automation: Powering multi-step email sequences with tracking and analytics
  • Centralized Control: Managing all outbound communication from one platform
The separation between outbound mailboxes (for cold outreach) and your primary email accounts (for business communications) is a best practice that protects your organization’s email reputation while enabling scalable prospecting efforts.

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Prerequisites

  • Admin access to organizational settings
  • Appropriate subscription plan with mailbox allocation
  • Understanding of team email volume requirements

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Step-by-Step Instructions

Only users with Admin role permissions can create, purchase, or configure mailboxes. You can set up a connected mailbox without purchasing a domain but it is not recommended.

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1. Domain Setup

  1. Navigate to Settings → Email setup → Domains tab
  2. Click Add domain to purchase a new domain through Reevo
    1. Each domain purchased must be purchased with at least one mailbox
  3. Wait for domain configuration (up to 24 hours for DNS setup)
  4. Verify domain health status shows as ready before proceeding
Learn more about purchasing domains in this article

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2. Understand Mailbox Types

There are two types of mailboxes are available:
  • Managed: Mailboxes purchased through the platform with full health monitoring
  • Connected:  Mailboxes that link existing external email accounts (like Gmail)
Connected and Managed mailboxes serve different purposes across Reevo’s platform. While both types can send emails, their use cases vary based on deliverability needs, workflow requirements, and platform features. Understanding these differences helps you choose the right mailbox type for each business scenario. Below are the main benefits by mailbox type:

Managed (Recommended)

✅ Designed for high-volume sequence campaigns with automatic warmup✅ Include health monitoring and deliverability optimization✅ Support configurable sending quotas and rotation✅ Support bulk email verification and enrichment✅ Focus on outreach rather than meeting coordination❌ Not used for calendar integration

Connected

✅  Calendar sync and meeting scheduling✅  Send meeting invitations from your professional email✅  Best for low-volume, personalized sequence outreach✅  Maintain your existing email provider relationship✅  Gmail accounts connect via Google Sign-In - no manual credentials needed✅  Sends through the Gmail API for improved deliverability and reply threading❌ No health monitoring (besides spam and DNS for custom domains only)❌ Limited by provider rate limits
Your choice impacts email deliverability, tracking capabilities, and platform integration across sequences, prospecting, and meeting workflows.

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3. Set Up Your Mailbox

  1. In Settings → Email setup → Mailboxes tab, click Add mailbox
  2. Choose “Create a new mailbox” Mailbox Set Up Managed Pn
  3. Select an existing domain. Mailbox Set Up Choose Domain Pn
  4. Configure mailbox settings: Mailbox Set Up Mailbox Settings Pn
  • You can purchase up to 5 mailboxes per domain. You have complete freedom to name mailboxes in whatever way helps you stay organized. Outbound emails always show the owner’s name and the official domain - never the internal mailbox label.
  • Set warmup limit (recommended: 10 emails per day initially)
  • Configure daily sending limit (recommended: 40 emails maximum)
  • Assign an owner from your team. The owner of the mailbox will show up as the sender in outbound emails.
  • (Optional) Add a signature
  • To use the mailbox for prospective outreach, it is important that this option is enabled by checking the box. Mailbox Set Up Enable Mailbox Sequences Pn
  1. Review the summary and complete your mailbox purchase.
  2. Newly created managed mailboxes enters a warmup period that typically takes 14 business days to complete. To learn more about this process refer to this article
Mailbox management works together with domain purchasing and email verification to create a complete email infrastructure.The warmup process and health monitoring systems are designed to protect sender reputation while maximizing deliverability. Regular monitoring of mailbox health helps maintain optimal campaign performance and prevents deliverability issues before they impact outreach efforts.

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Import a Connected (Existing) Mailbox via SMTP/IMAP

  1. Ensure you have admin credentials in the external email account (i.e. Google Workspace)
  2. In Settings → Email setup → Mailboxes tab, click Add mailbox
  3. Choose “Import and existing Mailbox” Mailbox Set Up Connected Pn
  4. Configure mailbox settings:
    • Different provides may require an app-specific password (different from your account password) to connect your external mailbox. As an example: Here’s how to create one with Google. Check with your mailbox provider if the account password does not work.
    Mailbox Set Up Connected Settings Pn

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Import a Gmail Mailbox via Google Sign-In

Connect an existing Gmail or Google Workspace mailbox using your Google account. This method sends through the Gmail API directly - no manual credential entry, better deliverability, smarter retry handling, and replies that stay properly threaded in conversations.
Google Workspace accounts with custom domains (e.g. you@yourcompany.com) are strongly recommended for sequences. If connecting a free Gmail account, it should have at least 7 days of regular personal use first. Do not create a Gmail account exclusively for outreach - Google may flag or disable accounts not used for regular personal email.
Gmail mailboxes connected via Google Sign-In cannot be enrolled in Reevo’s warmup service. Sending defaults to 10 emails per day with a 40-minute delay between sends to protect your deliverability. These limits can be adjusted in mailbox settings, but changing them is not recommended as it may harm your sender reputation.
  1. In Settings → Email setup → Mailboxes, click Add mailbox
  2. Choose Import Google mailbox
  3. Read the Gmail usage guidance, then click I understand, continue
  4. Complete Google Sign-In in the popup window that opens
  5. When prompted, grant the requested Gmail permissions
  6. Once authorized, the popup closes and the mailbox appears in your list
Allow popups from Reevo in your browser if the window does not open. The connection times out after 5 minutes if not completed.

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4. Mailbox Management

All created mailboxes will appear in Settings → Email setup → Mailboxes. You can track the following fields:
  • Type
    • Managed = @outbound
    • Imported External = Connected
  • Associated Domain
  • Status
  • Sequence enrollment settings
Mailbox Set Up Managing Pn

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Troubleshooting / FAQs 

An associated domain is needed for mailboxes to function properly. Domains provide the foundation for email authentication and deliverability. Without a verified domain, Reevo-managed mailboxes cannot be created for outbound campaigns.
Yes. Gmail and Google Workspace accounts can be connected using the Import Google mailbox option in the Add mailbox modal. The Google Sign-In flow connects your account without requiring manual SMTP or IMAP credentials. Sending routes through the Gmail API, which improves deliverability and reply threading compared to the legacy SMTP/IMAP import path. Connected mailboxes show “Unavailable” health status since Reevo cannot monitor external account health, but they can be used in sequences.
Yes, settings like signatures and sending preferences can be edited by mailbox owners and admins. However, core settings like the email address and domain cannot be changed after creation.
New mailboxes and domains need to build reputation gradually because email service providers treat them with suspicion by default. The recommended approach:
  • Starting with very small volumes (tens, not hundreds)
  • Ramping up gradually over several weeks
  • Avoiding sudden jumps in sending volume
  • Keeping target volumes low even after successful ramp-up
Only users with Admin role permissions can access organizational settings and view mailbox usage metrics. Ask your organization administrator for access if you need to monitor mailbox allocation.
When you approach your mailbox limit, the Usage dashboard will show your current consumption alongside plan limits. Contact your account representative to upgrade your plan or purchase additional mailbox capacity before you run out.
Connected mailboxes sync with your existing email providers like Google Workspace. Reevo-managed mailboxes are created within Reevo and include automatic warming, health monitoring, and deliverability optimization features.
Yes, you can mix connected and Reevo-managed mailboxes based on your team’s needs. Many organizations use connected mailboxes for personal communication and Reevo-managed mailboxes for outreach campaigns.
Reevo-managed mailboxes include automatic warming, domain health monitoring, and deliverability optimization features that improve inbox placement for sales outreach sequences.
You can add or remove mailboxes at any time, but switching a specific mailbox from connected to Reevo-managed requires creating a new mailbox and updating your sequences and workflows.
Reevo automatically warms new mailboxes, monitors domain health, and optimizes sending patterns to improve inbox placement. These features are exclusive to Reevo-managed mailboxes.
Domain health measures DNS configuration and authentication at the domain level (1-10 scale). Mailbox health measures individual deliverability performance based on bounces, engagement, and warmup progress. Both contribute to overall email success and are tracked separately.
Mailboxes are tied to your verified domains and help maintain sender reputation. Proper mailbox management ensures your emails reach prospects’ inboxes and avoid spam filters.
The Usage dashboard provides organization-level mailbox metrics. For detailed email performance analytics, use the reporting features to track open rates, reply rates, and other engagement metrics.
Mailbox usage resets at each billing cycle start. Your next billing date is displayed at the top of the Usage page to help you plan accordingly.
When archiving a mailbox with active sequences, you’ll be prompted to handle the sequences. Options include stopping the sequences, or reassigning them to different mailboxes to avoid disruption.
When enabling a non-outbound mailbox for sequences, you’ll see: “Using your own mailbox for sequences is not recommended. This may affect deliverability and your sender reputation.”
This status indicates that your mailbox purchase is being processed. The system is provisioning your mailbox, which typically completes within one hour. Newly created mailboxes go through a warm up period of ~14 days.
Yes, when purchasing outbound mailboxes, you can up to 5 mailboxes to a domain in a single transaction. All mailboxes will share the same settings you configure.
When using multiple mailboxes, sequences automatically distribute sends across them to maintain natural sending patterns and prevent any single mailbox from exceeding volume limits.
Your browser may be blocking popups from Reevo. Allow popups for the Reevo app in your browser settings, then try again. The popup must be completed within 5 minutes or the connection attempt will time out.
Reevo needs the gmail.modify permission to send and sync email on your behalf. If you declined any permissions on the Google consent screen, the connection cannot complete. Click Import Google mailbox again and accept all permissions when prompted.
The Gmail address you authorized is already linked to a mailbox in your Reevo organization. Each email address can only be connected once. If you need to refresh an existing connection, use the reconnect option from that mailbox’s settings page instead of starting a new import.
If Reevo loses access (e.g. you changed your Google password or revoked app permissions), the mailbox will show a connection error. Open the affected mailbox’s settings page and use the reconnect option. This launches the same Google Sign-In popup and restores the connection without creating a duplicate.
Google Sign-In uses the Gmail API - more reliable sending, automatic retries, proper reply threading, and no credential entry. SMTP/IMAP works with any email provider but requires server credentials and an app-specific password. For Gmail and Google Workspace accounts, Google Sign-In is the recommended option.
Gmail mailboxes connected via Google Sign-In cannot be enrolled in Reevo’s warmup service. Sending defaults to 10 emails per day with a 40-minute delay between sends to protect your deliverability. These limits can be adjusted in mailbox settings, but changing them is not recommended as it may harm your sender reputation. For higher-volume outreach, use a Reevo-managed mailbox instead.