Connect Email Accounts
Connect your email accounts to send campaigns and sync your inbox. Mailneo supports Gmail, Microsoft Outlook, and any IMAP/SMTP provider. This guide covers setup, authentication, and deliverability optimization.
Supported Providers
Gmail
- One-click OAuth setup
- Full inbox sync support
- Automatic token refresh
- Google Workspace compatible
Microsoft Outlook
- Microsoft OAuth integration
- Office 365 and personal accounts
- Full inbox sync support
- Exchange Online compatible
IMAP/SMTP
- Any email provider
- Custom mail servers
- App passwords supported
- TLS/SSL encryption
Connecting Gmail
OAuth Setup
- Go to Settings → Email Accounts → Add Account.
- Select "Gmail" from the provider list.
- Click "Connect with Google" to open the OAuth flow.
- Select your Google account and review the permissions requested.
- Click "Allow" to grant Mailneo access.
- Your Gmail account is now connected and ready to use.
Permissions Required
- Send email: Required for sending campaigns from your account.
- Read email: Enables inbox sync and reply tracking.
- Manage labels: Allows organizing synced emails.
Google Workspace Accounts
If using a Google Workspace account, your admin may need to approve Mailneo in the Admin Console → Security → API Controls. Contact your IT administrator if you see an "app blocked" error.
Connecting Microsoft Outlook
OAuth Setup
- Go to Settings → Email Accounts → Add Account.
- Select "Microsoft Outlook" from the provider list.
- Click "Connect with Microsoft" to open the OAuth flow.
- Sign in with your Microsoft account credentials.
- Review and accept the permissions requested.
- Your Outlook account is now connected.
Supported Account Types
- Personal accounts: @outlook.com, @hotmail.com, @live.com
- Work accounts: Office 365, Microsoft 365, Exchange Online
- School accounts: Educational Microsoft tenants
Office 365 Admin Consent
For Office 365 work accounts, your organization's admin may need to grant consent for Mailneo. If you see a "Need admin approval" message, contact your IT administrator.
Connecting IMAP/SMTP
Use IMAP/SMTP to connect any email provider that doesn't support OAuth (e.g., custom mail servers, older providers, or specific corporate setups).
Required Information
| Field | Description |
|---|---|
| Email Address | Your full email address |
| IMAP Host | e.g., imap.example.com (for inbox sync) |
| IMAP Port | Usually 993 (SSL) or 143 (TLS) |
| SMTP Host | e.g., smtp.example.com (for sending) |
| SMTP Port | Usually 465 (SSL) or 587 (TLS) |
| Password | Account password or app-specific password |
Common Provider Settings
Yahoo Mail
IMAP: imap.mail.yahoo.com:993 | SMTP: smtp.mail.yahoo.com:465 | Requires app password
Zoho Mail
IMAP: imap.zoho.com:993 | SMTP: smtp.zoho.com:465
iCloud
IMAP: imap.mail.me.com:993 | SMTP: smtp.mail.me.com:587 | Requires app password
ProtonMail
Requires ProtonMail Bridge for IMAP/SMTP access
App-Specific Passwords
Many providers (Gmail with 2FA, Yahoo, iCloud) require app-specific passwords instead of your main account password. Generate one in your email provider's security settings.
Managing Email Accounts
Default Sending Account
- Set a default account per team for campaign sends.
- Override the default when creating individual campaigns.
- Each team member can have their own connected accounts.
Account Health Status
- Connected: Account is working and ready to send.
- Needs Attention: Token expiring soon or minor issues detected.
- Disconnected: Token expired or access revoked—requires reconnection.
Reconnecting Accounts
OAuth tokens can expire or be revoked. To reconnect:
- Go to Settings → Email Accounts.
- Find the disconnected account and click "Reconnect".
- Complete the OAuth flow again.
- Scheduled campaigns will automatically resume after reconnection.
Email Deliverability
Proper email authentication dramatically improves deliverability. Configure these DNS records for your sending domain.
SPF (Sender Policy Framework)
- Specifies which servers can send email for your domain.
- Add a TXT record to your DNS:
v=spf1 include:_spf.google.com ~all - Include all legitimate sending sources in your record.
DKIM (DomainKeys Identified Mail)
- Cryptographically signs emails to prove they're from your domain.
- Add the DKIM public key as a TXT record (provided by your email service).
- Gmail and Outlook automatically handle DKIM for their services.
DMARC (Domain-based Message Authentication)
- Tells receiving servers what to do with failed SPF/DKIM checks.
- Start with a monitoring policy:
v=DMARC1; p=none; rua=mailto:dmarc@yourdomain.com - Gradually move to
p=quarantinethenp=rejectas you verify legitimate sources.
Building Sender Reputation
New email accounts or domains need to build sender reputation before sending high volumes.
Best Practices
- Week 1: Send 10-20 emails per day to engaged contacts.
- Week 2: Increase to 50-100 emails per day.
- Week 3-4: Gradually scale up, monitoring bounce rates.
- Maintain consistent sending patterns for best results.
Signs of Poor Reputation
- High bounce rates (>5%)
- Emails landing in spam folders
- Low open rates compared to benchmarks
- Receiving spam complaints
Rate Limits & Sending
Provider Limits
| Provider | Daily Limit | Notes |
|---|---|---|
| Gmail (free) | 500/day | Per rolling 24 hours |
| Google Workspace | 2,000/day | Per rolling 24 hours |
| Outlook (free) | 300/day | Plus hourly limits |
| Office 365 | 10,000/day | Varies by plan |
Mailneo Rate Limiting
- Campaigns are automatically paced to stay within provider limits.
- Set custom batch sizes and delays in campaign settings.
- Monitor sending status in the campaign dashboard.
- Failed sends are automatically retried with exponential backoff.
Inbox Sync
Enable inbox sync to see replies and track engagement in the Unified Inbox.
Sync Features
- Real-time sync: New emails appear within minutes.
- Thread grouping: Conversations are automatically threaded.
- Reply detection: Know when contacts respond to campaigns.
- Cross-account view: See all inboxes in one place.
Troubleshooting
Common Issues
OAuth connection fails
Check if third-party app access is enabled. For Google Workspace, ensure admin has approved Mailneo. Try using an incognito window.
IMAP authentication error
Verify your password or app-specific password. Check that IMAP is enabled in your email settings. Ensure correct host/port.
Emails not sending
Check account connection status. Verify you haven't hit provider rate limits. Review spam folder for bounce notifications.
High bounce rate
Clean your contact list for invalid emails. Check email authentication (SPF/DKIM/DMARC). Reduce sending volume and increase gradually.