API docsAgent tools

Set up

Manage your mailboxes

In short

How do I change my default mailbox and keep domain health up to date?

The default sender is yours alone, not the team's, and deleting it hands the role to your most recently connected mailbox. Search narrows what the Email Accounts list displays without disturbing your selection, while the filters drawer also decides which domains a bulk retest reaches. A domain that reaches Configured leaves the automatic weekly schedule for good, so retest it by hand whenever delivery starts slipping.

Goal

An email accounts list you can steer: the intended default sender, a quick route to any single mailbox, and domain health figures you know are current rather than historical.

Preconditions

  • Two or more connected mailboxes, if you want to move the default between them.
  • The team-settings management right. Without it the controls on this page are visible but

inactive, each with a tooltip saying so. See workspaces and roles.

  • The filters drawer is still being rolled out and is not present in every workspace yet.

Steps

  1. Open Settings and select the Email Accounts tab. Open the mailbox you want as your default sender and mark it as the default; the flag moves off whichever mailbox held it before. This choice belongs to you personally; every teammate on the same team keeps a separate default, and moving yours leaves theirs untouched.
  2. Delete a mailbox from its row in the list. When the one you delete was your default, the role passes to the most recently connected of your remaining mailboxes. Any of your sequences left with no mailbox at all picks that new default up on its own; contacts already queued against the deleted mailbox are a separate matter and have to be re-assigned from the sequence's people list.
  3. Expect two stops on the way out. A mailbox still assigned to a sequence is not removed on the first attempt: Reply names the sequences holding it and waits for you to confirm. A mailbox from a pre-warmed bundle asks twice and makes you type DELETE into the confirmation field; clicking outside that dialog closes it without removing anything and without explaining that nothing happened.
  4. Use the search box above the list to find one mailbox among many. It matches anywhere inside either the address or the display name, ignores capitalization, runs in your browser against the mailboxes already loaded, and refreshes the list a moment after you stop typing. Searching changes what is on screen and leaves your current selection alone.
  5. Open the filters drawer to narrow the list by Owners, Sequences, Tags, Domains, Email account type, Domain validation status, RampUp, Delay between emails, Signature or Opt-out mode. The opt-out filter offers Link and Text. If a filter combination returns an empty list where you expected results, clear the drawer and try again: when the panel cannot apply a filter, the result is an empty list with no message rather than an error.
  6. Retest domain health across several mailboxes at once: tick the mailboxes, then run the bulk domain retest from the actions above the list. Reply de-duplicates by domain, so ten mailboxes on one domain produce one check. Domains already sitting at Under testing… are left alone by the bulk run; retest such a domain on its own to force it through. The request is built from what the filters currently leave visible, so change a filter after selecting and the hidden domains quietly drop out of it.
  7. Read the result in the domain status column. Configured means everything graded passed, Attention required flags something worth fixing, Action needed means a check failed, Under testing… means the check is running, Connectivity issues means the mailbox itself could not be used, Missing email means the probe never arrived, and Unknown means the domain has not been graded yet.

> Reconnecting a purchased mailbox over and over runs into a limit that spans several days. > The message you see when you hit it understates how many attempts you actually get, and > the countdown it offers can read as 0 minutes 0 seconds while a full wait is still > running. Contact support rather than working from those figures.

Expected result

The default marker sits on one mailbox and no other. Searching or filtering reshapes the list on screen in place. A bulk retest moves the selected domains into Under testing… and then to a graded status.

Verification

Search for the mailbox you promoted and confirm the default marker is on it alone. After a bulk retest, watch the domains you selected change status; on a large account the checks are deliberately spread over roughly four hours, so give them time rather than reading a slow result as a failure. A domain that never leaves its previous status was filtered out of the request; clear the drawer and run it again.

What happens next

Reply re-checks domains on a schedule: a full pass every Sunday at 00:00 and 03:00 UTC that skips anything already checked in the previous six hours, and a narrower daily pass at 06:00 UTC covering domains at Unknown, Action needed, Connectivity issues or Under testing…. A check that stalls for more than half an hour is marked failed and picked up again later.

Three gaps in that schedule matter. A domain that reaches Configured drops out of it permanently: if its SPF, DKIM, DMARC or MX records break afterwards, nothing notices, so retest by hand whenever open or delivery rates slip. A domain that fails three checks in a row also stops being checked automatically. Domains on a free plan are never on the automatic schedule at all. Domains sitting at Attention required stay in the weekly rotation as normal. For the records themselves see Set up DNS, SPF, DKIM and DMARC and A domain fails the DNS check; to set the volume each mailbox carries, see Configure sending limits.

Common mistakes

  • Filtering the list and then running a bulk retest; only the visible domains are sent, and the confirmation reads identically whether every domain was queued or none were.
  • Taking an empty filtered list at face value: an unavailable filter returns nothing instead of an error, which looks the same as owning no mailboxes.
  • Trusting a Configured badge indefinitely; it records the last check that ran, not the state of your DNS today.
  • Assuming the top of the list inherits the default sender after a deletion; the newest connection does.
  • Reading the health check as a DNS lookup. It sends a real probe email from your mailbox and grades the headers on arrival, which is why it consumes one send, reports Connectivity issues when the mailbox cannot send at all, and reports Missing email when the probe never lands. It grades DKIM, DMARC, SPF, MX, the A record, reverse DNS and domain age, warns on domains younger than 60 days, and treats reverse DNS as passed for Microsoft mailboxes and relay setups where it cannot apply.

Build with Reply

  • REST API: docs.reply.io – email-account endpoints, including filtered listing
  • MCP: docs.reply.io/mcp – let an agent read and change mailbox settings