Outreach objects
Email accounts
Specification Reviewed · not yet fact-checked Checked against sources 2026-08-03
An email account is a connected sending identity Reply sends and receives through; mailbox is the everyday synonym. Trial includes 2 accounts, Multichannel 5 (monthly) or 10 (annual), Agency plans unlimited; extra mailboxes cost $29/month. Generic domains such as gmail.com are rejected. Each account carries a daily limit, delay, signature, opt-out settings, and MailToaster warm-up.
Email account vs mailbox. Same thing — the app and many pages say "mailbox"; the canonical object name is Email account.
At a glance
| Aspect | Detail |
|---|---|
| What it is | A connected email identity — address, sender name, domain — that Reply sends and receives through |
| Belongs to / Contains | Assigned to sequences (up to 100 accounts per sequence, one account can serve many sequences); receives messages that become conversations |
| Surfaces | UI · REST API · MCP |
| Key limit | 400 emails per day per account on paid plans, 200 on trial; included account counts are plan-based |
| Lifecycle | Connected (green dot) ⇄ disconnected — a disconnected account blocks sending for its sequences until reconnected |
| Does not | Accept generic domains such as gmail.com or yahoo.com for sending, warm itself up (warm-up runs through MailToaster), or detect bounces automatically on Mailgun and other plain SMTP relays |
| Plans | All plans — the number of included accounts differs by plan (see Limits) |
Definition
An email account is a connected email identity — address, sender name, domain — that Reply sends and receives through. "Mailbox" is the common synonym. Sequences execute email steps through the accounts assigned to them, and one account always serves as the default — the main account used to send emails.
Purpose
Email accounts are the execution layer of email outreach: they hold the connection to the provider, the daily sending limit, the sender name and signature, the opt-out settings, and the safety settings that protect sender reputation.
Relationships
| Relationship | Object |
|---|---|
| Assigned to | Sequences — up to 100 accounts per sequence, contacts distributed round-robin |
| Receives | Incoming messages that become conversations; replies are matched by reply detection |
| Protected by | MailToaster warm-up, safety settings, and the Email Health Checker's DNS checks — see Deliverability |
Creation
New accounts are added under Settings → Email Accounts → New email account. Connection methods:
| Method | Use for |
|---|---|
| Single click — Gmail | Google mailboxes with IMAP enabled; with two-factor authentication, connect via Single Click or generate an app password for manual setup (imap.gmail.com port 993, smtp.gmail.com port 465, SSL enabled) |
| Single click — Outlook | Outlook/Office 365 accounts with IMAP enabled — it will not work with IMAP disabled |
| Single click — Exchange | EWS mailboxes on the Microsoft server; the API receives emails instead of IMAP |
| Exchange (on-premises) | EWS on private servers — the Autodiscover button finds the EWS endpoint from your email and password |
| Other Provider | Manual SMTP/IMAP settings; also used for aliases and for split sending/receiving servers (SendGrid, Mailgun) via the I want to use different email servers for sending and receiving emails toggle |
| Import from CSV | Bulk connection from a sample file with the columns Email, Daily Limit, Sender Name, SMTP Host, SMTP Port, SMTP Password, SMTP SSL, IMAP Host, IMAP Port, IMAP Password, IMAP SSL |
Generic domains are rejected. Addresses on generic domains like gmail.com and yahoo.com cannot be added as sending accounts — Reply accepts only business or corporate domains, for deliverability, reputation, compliance, and sending-limit reasons. A generic domain is still fine as your Reply login.
A successful connection shows a green dot next to the email address.
Lifecycle and states
An account is either connected or disconnected. A disconnected account cannot send, which is the most common cause of a stalled sequence — see Why was a mailbox disconnected?. To reconnect a single-click account, hover over it and click the Reconnect icon; a manually connected account has no Reconnect icon and must be removed and added back. After reconnecting, restart affected sequences by turning the toggle off and back on — they resume within 15–20 minutes according to the schedule, and historical reports and statistics are unaffected.
One account is always the default sender; hover and click Make default to change it.
Configuration
| Setting area | What it controls |
|---|---|
| Daily Limit | Maximum emails sent per day from this account — platform ceiling 400 on paid plans, 200 on trial |
| Safety settings → Delay between each email sent | Seconds between individual sends from this mailbox; the higher the delay, the slower the sending. A sequence-level delay also exists in sequence settings |
| Opt-out tab | The unsubscribe text or link appended to every sequence email sent from this mailbox (see Side effects) |
| Warm-up tab | MailToaster warm-up: pause/activate, profile, daily goal |
| Domain Setup tab | The Email Health Checker — verifies SPF, DKIM, DMARC, Domain age, MX records, Address records, and rDNS |
Warm-up is powered by MailToaster and managed from the account's Warm-up tab. Profiles: New email account (brand-new inboxes), Reputation protect (existing inboxes), and Custom profile (your own limits and behavior). The Daily goal and Daily increment control volume, in Ramp-up mode (gradual increase to the goal) or Random mode (a random number within a min–max range each day). Sent folder cleanup removes warm-up emails older than 3 days. Activation fails with an error when no warm-up seats are available on your MailToaster subscription. See Email warm-up.
Unsubscribe options come in three forms: an opt-out link or text at the end of each sequence email (set per mailbox on the Opt-out tab), a custom opt-out link inserted into a step with {opt-out} as the URL, and the List-Unsubscribe header (enabled per sequence). All fields left blank removes the opt-out text entirely.
Domain health is checked by the Email Health Checker on the Domain Setup tab. Once a domain passes cleanly, Reply stops re-checking it automatically — re-run the check yourself after changing DNS records. See SPF, DKIM, DMARC.
Processing behavior
When several accounts are assigned to one sequence, contacts are distributed across them round-robin, and all follow-ups for a contact are sent from the same account as the first email unless that account is removed — the selection logic is specified in How Reply selects a sending mailbox. The account's own daily limit always beats a higher sequence limit. The Reassign email accounts setting (Settings → Emails → Sequence email accounts) auto-assigns contacts that lack a sending account and redistributes contacts when an account is removed from a sequence.
For split-server setups, sending through SendGrid can report bounces to Reply via a SendGrid Event Webhook (Settings → Emails → SendGrid bounce webhooks): Bounce and Spam report events are recorded as bounces, recipient-caused Dropped events likewise, and Deferred events are treated as temporary. Detection covers only emails sent after the webhook was connected. For Mailgun and other SMTP servers, bounces are not detected automatically — export them from the ESP as CSV and mark the prospects in Reply. See Bounce handling.
Side effects
Connecting an account lets Reply send and receive through it — incoming replies are matched to contacts by reply detection. When the opt-out text variant is on and a contact replies with that text, Reply sorts the reply into the Do Not Contact inbox category and assigns the Opted Out status; no further emails are sent unless the status is removed manually. The opt-out text or link is not added to test emails or direct messages sent from a prospect's profile.
Limits
| Limit | Value |
|---|---|
| Emails per day per account | 400 (paid plans) / 200 (trial) |
| Included accounts — trial | 2 |
| Included accounts — Multichannel plan | 5 (monthly) / 10 (annual) |
| Included accounts — Email Volume plan | Scales with the active-contact tier — see Limits |
| Included accounts — Agency plans | Unlimited |
| Additional mailboxes | $29/month each (annual subscriptions are charged through the next billing date) |
| SendGrid Event Webhooks | Up to 5 per SendGrid account (a SendGrid-side limit shared with other tools) |
Deletion behavior
Remove an account by hovering over it in Settings → Email Accounts and clicking the Remove icon. Deleting the default account makes the first mailbox in the list the new default. Deleting an active sending account automatically unassigns its contacts, and the affected sequence's toggle shows a notification to add a new account — after adding one, prospects must be assigned to it manually unless Reassign email accounts is enabled. Sequences without email steps continue as usual.
FAQ
What happens when an email account disconnects?
Its sequences cannot send through it. Reconnect single-click accounts with the Reconnect icon; manually connected accounts must be removed and added back. Restart affected sequences with the toggle — they resume within 15–20 minutes on schedule, with historical data intact. See Why was a mailbox disconnected?.
Can I connect a gmail.com or yahoo.com address?
Not as a sending account — generic domains are rejected at connection, and only business or corporate domains are accepted. A generic domain still works as your Reply login. See Sender reputation.
How many email accounts does my plan include?
Trial: 2. Multichannel plan: 5 on monthly, 10 on annual. Email Volume plans: a fair-usage number tied to your active-contact tier. Agency plans: unlimited. Any plan can add more at $29/month each — see Limits.
How do I connect many mailboxes at once?
Use New Email Account → Import from CSV with the sample file (Email, Daily Limit, Sender Name, and the SMTP/IMAP columns). The same CSV also works for uploading mailboxes to MailToaster warm-up, and several mailbox providers export in this format.
What happens when an account is deleted?
Sending and receiving through it stop, its contacts are unassigned, and the sequence toggle prompts for a replacement account. The first mailbox in the list becomes the new default if the default was deleted. See Connect a mailbox.
Related
Build with Reply
- REST API: docs.reply.io — email-accounts endpoints
- MCP: agents.reply.io/mcp — agents manage accounts, limits, and signatures
- CLI: agents.reply.io/cli