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Outreach Email Overview

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Chris
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Purpose 

The purpose of this article is to provide information to Outreach Users regarding email management within the Outreach Platform.

Intended Audience: 

  • Outreach Users

Outreach Supported Email Providers 

Email Provider Description
Other
  • Other is not a recommended configuration, and Users will need to provide their SMTP Credentials and IMAP Port.
  • Reach out to your Network or System Administrator if you are unsure where to locate these details.
Gmail API (recommended)

  • Connects Outreach to a Gmail server using REST API.

  • Recommended for users operating a Gmail account.

  • Selecting this option provides users with the ability to connect directly to Gmail.
Gmail Password (legacy) / Office 365 
  • Requires user credentials.
  • Not recommended as a user’s primary mailbox.
Exchange Server
  • Connects Outreach to a Microsoft Exchange Server.
  • Recommended for users operating Outlook Web.
  • Users will need to Change/Update their Exchange password to continue.
  • Requires an EWS Endpoint.
    • If you log into email online at https://mail.company-name.com/owa, the endpoint would likely be https://mail.company-name.com/EWS/Exchange.asmx.
    • Perform a Microsoft Connectivity Test if you are still experiencing difficulty locating the URL. On successful completion, the .asmx link will provide the EWS Endpoint needed.
    • For more information regarding EWS Endpoint configuration and discovery, refer to Managing Exchange Web Services in Office 365.

Note: If you cannot find the EWS Endpoint, or if the auto-discover does not populate the required information, contact your network or system administrator as applicable for further direction.
Office 365 OAuth (recommended)

  • Connects Outreach to Microsoft/Office 365 mailboxes over Microsoft Graph API which is the most up-to-date and secure approach supported by Microsoft.

  • Recommended for all users operating a Microsoft/Office 365 account.
Office 365 OAuth (legacy)
  • Connects Outreach to Microsoft/Office 365 mailboxes over Microsoft EWS API.
  • Supported for backward compatibility purposes. Not recommended to use. Choose only if the case option listed above (Graph API-based) cannot be used.

Office 365 Basic Auth
  • Connects Outreach to Microsoft/Office 365 mailboxes using username and password.
  • Supported for backward compatibility purposes. Not recommended to use. Choose only if the case options listed above cannot be used.
Microsoft Hybrid Modern Auth
  • Connects Outreach for customers using the on-prem with 2-factor authentication (2FA) methods.

Mailbox Limits:

Each email provider has a set of sending limits users should be aware of to avoid issues in a given workflow.  

Gmail 

Google's email limit is 2000 per account per day. If your Gmail account is new or flagged, the limit is decreased to 500. For more information, refer to the Gmail sending limits in G Suite.

Microsoft Exchange Server (2010, 2013) 

Limits are set by the organization's IT department as the server is hosted by the organization. Contact the network or system admin as applicable for additional information. 

Outlook 365 

  • Personal / Home (i.e. Outlook.com)
  • Business / Enterprise
    • 10,000 per day, 30 per minute, and 500 recipients per email. For more information refer to the Exchange Online Limits.

Mailbox Notifications 

When a mailbox gets disabled and Outreach is unable to connect, a banner appears across the top of the Outreach Platform notifying users that the mailbox is no longer syncing with Outreach. 

MailboxNotConnectedBanner_01.png

To continue using the mailbox connection, users need to reconnect the applicable email account with Outreach. 

For more information regarding re-connecting an email account, refer to the How To Connect a Primary Email to Outreach.

Email Formatting 

When copying and pasting content from one source into Outreach, some of the formatting will also be copied. To ensure text is consistent, Outreach recommends removing the formatting or reformatting the content by using the text and formatting options within the email, template, or snippet. 

TextFormattingTools_01.gif

Adding Images to an Email 

Adding images to your emails can help catch the attention of your prospects and illustrate the message in your email.

To ensure your images are the correct size when received, they should be resized prior to inserting them in your email templates. There are several free and easy to use image resizing websites and your computer likely has basic image editing tools built-in. 

Note: The body of a template has to be ~65KB or less. This means your GIF/image has to be small enough so that the images plus the body's text is under 65KB. 

Additional Resources: 

How To Connect a Primary Email to Outreach

Gmail Sending Limits in Google Workspace

Limits for Outlook.com mailboxes and messages

Exchange Online Limits

Avoiding Spam Filters

Text Editor FAQs

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