Mailboxes, caps and deliverability
Connect a sending mailbox, set its daily cap, send window and warmup ramp, check your sending domain DNS, and clear a deliverability hold without burning the domain.
OutboundSettingsEmail is the single home for the mailboxes that send your outreach. Everything that decides whether your email lands — who may send, how fast, in which hours, on what ramp, from which domain — is on this panel or in the per-mailbox Settings… sheet. This is the page operators get stuck on, so it is worth reading once in full.
Before you start
You need outreach tab access to reach this panel. Connecting and disconnecting a Gmail mailbox is owner-only. Warmup and deliverability actions need outreach edit access, and test sends need email edit access.
Connect and switch a mailbox on
Connect the mailbox
Connect mailbox here as an owner, or SettingsIntegrationsGmail.
Open the mailbox's Settings… sheet
Every per-mailbox control lives in this sheet.
Turn Outreach sending on
Off means the mailbox only syncs mail into your Inbox — it will never send cold email. This is the switch people forget.
Make it the default sender
Test sends and new sequences start from the default mailbox.
Set the cap and the window
A Daily cap and a Send window, covered below.
Fill the sender profile
Sender name, Title, Company and Signature, then Save sender profile.
Check the domain
Run Check DNS on the sending domain, then Send a test email to an address you can open.
Reading a mailbox row
A mailbox's status collapses several facts into one label, worst signal first.
| Status | Means | Sends? |
|---|---|---|
| Reconnect needed | The stored login no longer works | No |
| Deliverability hold | Automatically paused for bounces or complaints | No |
| Sending off | Outreach sending is switched off | No |
| Warming up | On a warmup ramp, so the effective cap is below your typed cap | Yes, fewer |
| Connected | Healthy | Yes |
Because it is worst-first, a mailbox reading Reconnect needed may also be switched off — fix the login, then look again.
Caps and the warmup ramp
The row shows sent today / effective cap. The effective cap is the smaller of what you typed and what the warmup stage allows, which is why a mailbox with a cap of 200 can stop at 40 and be working exactly as intended.
| Warmup stage | Ramp |
|---|---|
| Manual | No ramp — your typed cap applies |
| Phase 1 · 5-day | Ramps over five days |
| Phase 2 · 10-day | Ramps over ten days |
| Phase 3 · 20-day | Ramps over twenty days |
| Production | No ramp — your typed cap applies |
Do not skip warmup on a new domain
A new sending domain that starts at 200 emails a day gets filtered, and the damage lands on the domain rather than the campaign. Advance through the phases as the mailbox matures. If you need headroom for one day, use the temporary boost rather than moving to Production early.
Settings reference
| Setting | What it changes | Default |
|---|---|---|
| Outreach sending | Whether cold outreach may send from this mailbox. Off means the mailbox only syncs into your Inbox. | Off |
| Default sender | Test sends and new sequences start from the default mailbox. | — |
| Daily cap | The maximum sends per day from this mailbox, from 0 to 500. Warmup can hold the effective cap below it. | — |
| Send window | Window start, window end, and Every day or Weekdays. | 9:00 AM to 9:00 PM, every day |
| Use workspace window | Clears this mailbox's own hours so it inherits the workspace window instead. | — |
| Warmup | Advance moves through Manual, Phase 1 · 5-day, Phase 2 · 10-day, Phase 3 · 20-day and Production. | — |
| Temporary cap (Boost daily cap) | Raises the cap for 24 hours only. 0 or blank clears an active boost. | — |
| Sender name / Title / Company / Signature | The identity used in outreach emails from this mailbox. | — |
| Preferred CTA / Tone summary / Voice examples | How the assistant drafts for this sender. | — |
| Domain DNS | Check DNS verifies the sending domain's authentication records. | — |
| Deliverability | Mark investigated clears a bounce or complaint hold once you have looked into the cause. | — |
| Send a test email | Sends a one-off test to the address you type, from this mailbox. | — |
Deliverability holds
The dispatcher pauses a mailbox automatically at 5 bounces or 2 spam complaints in 7 days. That is not a punishment, it is a circuit breaker: those numbers are the point where continuing costs you the domain's reputation.
Open the mailbox sheet → Deliverability
It names the bounces or complaints that triggered the hold.
Find out what happened
Bad list data, a scraped audience, or copy that reads as spam. Fix that before you clear anything.
Mark investigated
This clears the hold and lets the mailbox send again.
Clearing a hold without fixing the cause repeats it
Mark investigated is a statement that you have looked. If the list is the problem, the mailbox will hold again within days — and each round costs domain reputation you do not get back quickly.
Workspace-wide sending controls
Per-mailbox settings sit inside workspace ceilings, under OutboundSettingsAutomation controls. The smallest applicable limit always wins.
| Setting | What it changes | Default |
|---|---|---|
| Sending — dispatcher | When off, queued sends stay queued and no cold email leaves any mailbox. | On |
| Physical mailing address | Legally required on marketing email. Sends are refused without it. | — |
| Daily email cap | The workspace-wide ceiling across all mailboxes, from 1 to 2000. | — |
| New outreach cap | First-touch cold emails per day, from 1 to 1000. Follow-ups and replies are not counted against it. | — |
| Send hour start / end | The workspace sending hours, 0 to 23, in the timezone below. | — |
| Timezone | The timezone the workspace hours apply in. | — |
| Send on weekends | Off restricts sending to Monday through Friday. | On |
| Min minutes between sends | The minimum gap between any two sends, 1 to 240. Useful while warming a new domain. | — |
| From name / From email / Reply-to | The default sender identity for outreach. | — |
Auto-reply has an autonomous mode
The same Automation controls panel holds Auto-reply mode. Draft-first holds replies for your approval. AUTONOMOUS sends replies to prospects with no human review at all, and asks you to confirm because of it. Client emails, receipts and general inbox mail are never auto-replied to in any mode, and the Scope option covering linked CRM leads is rendered disabled and labelled coming soon.
Microsoft 365 mailboxes
Microsoft 365 works for one-time email campaigns and for template-only sequences. It is managed under SettingsIntegrations rather than on this panel, so a Microsoft mailbox does not appear in the mailbox list here with caps and a warmup ramp.
Troubleshooting
| Symptom | Cause | Fix |
|---|---|---|
| A mailbox sends far fewer than its Daily cap | It is on a warmup ramp, so the effective cap is lower | Read sent today / effective cap; Advance the stage, or use the 24-hour boost |
| Deliverability hold on a mailbox | 5 or more bounces, or 2 or more complaints, in 7 days | Investigate the cause, then Mark investigated |
| Nothing sends from a connected mailbox | Outreach sending is off | Switch it on in the mailbox's Settings… sheet |
| Sends stop at a set time each day | The send window closed, or the workspace hours did | Compare the mailbox window with the workspace hours; the narrower one wins |
| Sends are refused before they start | No physical mailing address is saved | Fill it in Automation controls → Sends, then Save controls |
| Check DNS reports missing records | The sending domain is not authenticated | Add the records it names at your DNS host and check again |
| A Microsoft 365 mailbox has no cap or warmup controls | Microsoft mailboxes are managed in Settings → Integrations | Use it for campaigns and template-only sequences |
| Everything is queued but nothing is held | The dispatcher stage is off, or the master pause is on | Check Status and the master pause |