# Email accounts

> The specification of Reply email accounts (mailboxes) — plan-based allowances, connection methods from single-click to CSV bulk import, per-account delays, DNS health checks, opt-out settings, and MailToaster warm-up.

**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.**

_Status: Reviewed — human-edited, facts not yet confirmed against the product._

> **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](/specifications/sequences) (up to 100 accounts per sequence, one account can serve many sequences); receives messages that become [conversations](/specifications/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](/specifications/sequences) — up to 100 accounts per sequence, contacts distributed round-robin |
| Receives | Incoming messages that become [conversations](/specifications/conversations); replies are matched by [reply detection](/behavior/reply-detection) |
| Protected by | MailToaster warm-up, safety settings, and the Email Health Checker's DNS checks — see [Deliverability](/capabilities/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 |
| Export from Zapmail | Bulk connection of Zapmail mailboxes, driven from Zapmail: select the mailboxes, click **Export**, choose Reply as the platform, and paste your Reply API key from Settings → API Key |

**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.

**Zapmail exports** are queued from the Zapmail side and land in the Reply workspace the
API key belongs to — the key is unique per user and workspace. On an Email Volume plan, an
export that would push you past the mailbox limit shows a confirmation first; **Proceed**
opens the billing summary so the plan can be upgraded before the export finishes, and an
export that stays inside the limit runs through without interruption. Connecting mailboxes
to Reply does not connect them to MailToaster — for warm-up, export the same mailboxes from
Zapmail again, choose MailToaster under **All connected platforms**, and sign in with the
MailToaster account details, having first linked that MailToaster account to Reply.

## 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?](/troubleshooting/mailbox-was-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 |
| Signature section | The signature added to every email sent from this mailbox — name, job title, company website, social links — edited in a text editor or pasted as HTML source |
| 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](/learn/email-warm-up).

**Signature** is set per mailbox: open **Settings → Email Accounts**, click the mailbox,
open the **Signature** section, compose in the text editor, and save. It can carry your
name, job title, company website, and social links, and it then appears in every email sent
from that mailbox. When a signature copied from elsewhere does not paste in cleanly, build
it as HTML and paste the source code instead — Reply's own email signature generator
returns HTML for exactly this.

**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. With the link variant, the words
that become the hyperlink must sit inside curly brackets — for example
`Would you like to unsubscribe? Just {click this link} to opt-out.` Text saved without
brackets is sent as plain words with no link behind them, which is the usual explanation
for a missing opt-out hyperlink; **Regenerate** offers another wording if you would rather
start from a fresh variant.

**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. Several domains can be rechecked in one go: tick the mailboxes
on the Email Accounts page and click **Retest domain health** in the bulk-actions toolbar
(on a phone, the same entry sits in the actions menu). Reply confirms that the check has
started and clears the selection. The check runs once per domain even when several selected
mailboxes share one, skips domains already **Under testing...**, and can take up to 10
minutes; each card shows **Under testing...** with its **Last updates** value set to the
moment the check was queued, then refreshes on its own when results arrive. A failed request
keeps your selection so you can retry. See [SPF, DKIM, DMARC](/learn/spf-dkim-dmarc).

A health check that never completes usually means the test message never arrived — the
provider blocked it on the way out rather than Reply failing to run the test. Check the
sending mailbox for a bounce addressed to Reply's health-check address, which names the
cause; Microsoft tenants that are new or on a trial commonly return a
`550 5.7.708 Service unavailable. Access denied, traffic not accepted from this IP` error
and need permission from Microsoft support to send through a third-party tool. If you
administer the mail platform, check the message trace or email logs for the test message
sitting blocked or in outbound quarantine, release it, and allow the health-check address
through your outbound policy. Re-run the test once the block is cleared.

## 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](/behavior/mailbox-selection). 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](/behavior/bounce-handling).

## Side effects

Connecting an account lets Reply send and receive through it — incoming replies are matched
to contacts by [reply detection](/behavior/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](/reference/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?](/troubleshooting/mailbox-was-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](/learn/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](/reference/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. Zapmail mailboxes
have a native path that runs from the Zapmail side: select them there, click **Export**,
choose Reply, and paste your Reply API key. Warm-up is a separate step — export the same
mailboxes to MailToaster as well, because connecting them to Reply does not connect them to
MailToaster.

### How do I find one mailbox among hundreds?

Type into the **Search** field in the Email Accounts toolbar, next to the view selector and
the filters. It matches part of either the mailbox email or the mailbox name, ignores case,
and updates the list shortly after you stop typing. Search works in both the list view and
the domain (grouped) view, and stacks with the tags, domains, and owners filters, so results
respect both at once. In the domain view, matching domains expand automatically and domains
with no match are hidden while the search is active. Clearing the field restores the full
list, and if nothing matches you get the standard empty state.

> Search changes what the list shows, not what you have selected. Bulk actions still apply to
> every mailbox you ticked, even after a search hides some of them — a bulk **Retest domain
> health** covers the whole selection. **Select all**, by contrast, takes the mailboxes
> matching the active search and filters at that moment.

### 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](/how-to/connect-a-mailbox).

## Related

- [Connect a mailbox](/how-to/connect-a-mailbox)
- [Configure sending limits](/how-to/configure-sending-limits)
- [Mailbox selection](/behavior/mailbox-selection)
- [Deliverability](/capabilities/deliverability)
- [Limits](/reference/limits)

## Build with Reply

- REST API: [docs.reply.io](https://docs.reply.io/api-reference/introduction) — email-accounts endpoints
- MCP: [agents.reply.io/mcp](https://agents.reply.io/mcp) — agents manage accounts, limits, and signatures
- CLI: [agents.reply.io/cli](https://agents.reply.io/cli)