This chapter outlines everything you need to do after setting up the ESPs and domains, and before starting the email warm-up process:
Email authentication protocols
Email forwarding
Email account setup
Third-party SMTP providers
Email tracking
Custom tracking domain
After purchasing the domains, selecting an ESP, and creating email accounts, the next step is to add DNS records to these email accounts. This involves setting up DKIM, DMARC, SPF, and MX records.
MX (Mail Exchange) Record
Purpose: Specifies the mail servers responsible for receiving emails on behalf of the domain.
Format: Points to a mail server hostname and includes a priority value to determine the order of preference if multiple mail servers are listed.
Without the MX setup, you won't be able to receive or send emails. Follow the instructions for MX record setup using the links below:
SPF (Sender Policy Framework) Record
Purpose: Prevents email spoofing by specifying which mail servers are permitted to send emails on behalf of the domain.
Format: Includes a list of authorized IP addresses or hostnames.
Follow the instructions for SPF record setup using the links below:
DKIM (DomainKeys Identified Mail) Record
Purpose: Verifies the authenticity of email messages by linking a domain name to an email, allowing the recipient to confirm that it was genuinely sent by the domain owner.
Format: Involves publishing public keys in the DNS.
For DKIM record setup, follow the instructions in the links below:
DMARC (Domain-based Message Authentication, Reporting, and Conformance) Record
Purpose: Defines how the recipient’s email server should treat messages that do not pass SPF or DKIM checks, and offers a way for senders to get reports on email authentication issues.
Format: Includes policy settings and reporting addresses.
To set up a DMARC record, follow the instructions in the links below. Before setting up Gmail DMARC, make sure to read this.
Email Forwarding
Configuring email forwarding prior to launching bulk email campaigns ensures that you receive all responses and inquiries in a centralized location. This step enhances communication efficiency and helps avoid delays or missed opportunities in your outreach efforts.
This section includes instructions for setting up automated email forwarding in Outlook and Gmail.
Set Up Email Forwarding in Gmail
Open Gmail and sign in to the account from which you wish to forward messages.
In the top right corner, click on the "Settings" gear icon, then select "See all settings."
Navigate to the "Forwarding and POP/IMAP" tab.
In the "Forwarding" section, click on "Add a forwarding address." Then add another email account where you'd like this inbox to forward correspondence.
A verification message will be sent to the specified address. Click the verification link within that message.
Return to the settings page for the Gmail account you're forwarding messages from and refresh your browser.
Again, go to the "Forwarding and POP/IMAP" tab.
In the "Forwarding" section, select "Forward a copy of incoming mail to."
Choose the desired action for the Gmail copy of your emails; we recommend selecting "Keep Gmail's copy in the Inbox.
Click "Save Changes" at the bottom of the page.
Email Forwarding Setup in Outlook
For Outlook 2013 & Outlook 2016
Open Outlook and choose "File" from the top menu on the left.
Select "Manage Rules & Alerts" to configure email forwarding.
If you have multiple addresses, select the one you want to apply the rule to.
Click on "New Rule" to create a new email management rule.
Choose "Start from a blank rule" and select "Apply rule on messages I receive." Click "Next" to proceed.
Set your preferred forwarding conditions, such as forwarding emails from specific individuals or those marked as important. Customize the rule description as needed.
Select the emails to which you want the rule to apply and click "OK."
After editing the rule description, click "Next" to continue the configuration.
In the next window, select "forward it to people or public group." Use the provided link to add the email address where you want the emails forwarded.
If necessary, create exceptions to exclude specific emails or spam from being forwarded.
Name your forwarding rule for easy identification and select "Turn on this rule" when you're ready to activate it.
On Outlook.com
Begin by logging into your Outlook.com email account.
Locate "Settings" in the upper right corner of the screen.
A pop-up box will appear. Click on the "Forwarding" tab to access the forwarding settings, as shown below.
Set up your forwarding address by following the provided options on the screen.
On Outlook 365
Sign in to your Office 365 account.
Go to the top of the screen and find the "Rules" option.
In the "Rules" section, click on "Edit Rules" to adjust your email forwarding settings.
Look for the "+" symbol at the bottom of the screen. On a PC, you might see "Inbox rules." Select this option and then choose "New."
Give your rule a name for easy identification. Set the rule parameters based on your preferences.
Click on "Forward To" to define the action for incoming emails.
Enter the email address to which you want to forward messages and confirm by clicking "Ok."
Email Accounts Setup with pipl.ai
To get started with pipl.ai you need to perform the following two steps before creating any campaigns:
1. Connect your email with your pipl.ai account
2. Enable the email warmup feature in pipl.ai
In this article, we will learn the ways you can connect your email with pipl.ai.
Connecting your email with pipl.ai
Since, email marketing requires you to have a dedicated email id, and to make your campaigns effective, you are advised to use your business domain email id.
There are three ways that you can connect your email with pipl.ai
1. Using the business email id created in Google Workspace
2. Your (Personal) Gmail
3. Any other SMTP provider
We will explore how to connect each of the above listed emails with your pipl.ai account. The first three steps as shared below are the same for connecting any of the above listed email types with pipl.ai.
Common steps
1. Login to your pipl.ai account.
2. Click on Email Accounts in the left menu panel
3. Click on the Add New Account button given at the top right corner of the page.
Once you click on Add New Account, the “Choose provider” popup will appear on your screen.
👉 From here, you are free to choose which of the above-listed email account types you want to connect and use.
4. Click on the desired option, and then click on the Continue button to proceed with next steps of the configuration. For example, in the video shared below, the option “Google Workspace” is selected.
We have explained the integration of each of the email types below.
▶️ Video Link: https://app.supademo.com/demo/_5ZpM1z10eqYi3qxECCkK
Connecting pipl.ai with Google Workspace
You can follow the steps explained below or watch a quick video demonstrating the steps to connect your Pipl.ai account with Google Workspace.
Video: Connecting Pipl.ai with Google Workspace
Steps to perform in Pipl.ai
Follow the first three common steps as explained above, and then implement the steps shared below.
1. On the “Choose Provider” popup, select Google Workspace and then click on “Continue” to proceed.
2. The next popup screen displays the next steps, copy the Client-ID. Please refer to step 5 in the video shared above.
3. Once you have copied the Client-ID, navigate to your Google Admin Console.
Steps to perform in your Google Workspace Admin Console
1. On your Google Admin Console, follow the path:
Security > Access and Data Control > API controls (in the left side menu).
2. On the API controls screen, click on MANAGE THIRD-PARTY APP ACCESS. It will take you to the “App Access Control” screen.
3. In the “App Access Control” screen, click on Add app in the “Configured apps” section and select the first option “Configure an OAuth app” from the dropdown.
4. Upon selecting the “Configure OAuth App” option, you will be redirected to a new screen which is basically a wizard to add configuration for a third-party app, which, in our case is pipl.ai.
5. Paste the Client-ID that you copied from your pipl.ai account here and click on “Search” to proceed.
6. Select Pipl.ai from the App name section.
7. Select OAuth Client ID by check marking the checkbox and click on the Select button to proceed to the next step.
8. The next step is to select the scope of this configuration setting in your Google admin console account.
👉 You can either apply it to all of the users in your Google Workspace Admin Console or you can create organizational units and apply the setting on the org-level. Consider organization units as departments/teams of your business. For example, the department of Marketing. So, you can group the email ids of Marketing team members under the org-unit “Marketing”.
[Your Google Workspace Name] (all users): Select this option if you want to apply the integration settings to all of the user accounts in your admin console.
Select org units: Select this option if you want to apply the integration settings only to the specific accounts.
❗ You will need organizational units created in your Google Admin Console beforehand if you want to select “Select org units.” You can create a new organizational unit from your Google admin dashboard and add the individual users to that org-unit. Learn more about Google Workspace org units.
9. After defining the scope, click on the Select button to proceed.
10. Select the Trusted option in the Access to Google Data section. This will enable your pipl.ai account to have the required permissions to your Google data. Click on the “Continue” button to proceed.
❗ Pipl.ai does not share any sensitive information outside of your account. Learn more about our privacy and data protection policies.
11. On the next screen, review the App Name, Client ID, Scope and Access to Google Data settings. Click on the Finish button to complete the setup process. The page will refresh, and Pipl.ai will appear under the Configured apps in your Google Admin Console.
▶️Steps in action: Configurations in your Google Workspace Admin Console
▶️ Video Link: https://app.supademo.com/demo/vRuYJKQFXq50wWSCTO-Q_
Verifying the connection success
Now, if you log into your Pipl.ai account, and go to the list of Email Accounts, you will notice that the selected email account has been added to the list i.e., it is successfully connected with your Pipl.ai account.
You are all set to embark on a successful email marketing journey 🚀 You just need to enable the Warm Up 🔥 feature for your account.
Connecting Pipl.ai with Gmail (Personal)
Follow the first three Common Steps explained above. Once you are on the Choose Provider popup, perform the following steps or watch the video shared at the end of these steps:
Select the second option, Gmail (Personal), and click on the Continue button
❗Before you fill in the following details and proceed, please make sure you have enabled IMAP Settings and created an App Password from your Gmail Account. Learn more about it.
Upon clicking on the Continue button, the Connect Your Gmail Account form will come up with the following details to be filled in:
1. Sender Name
First name: Enter your first name as you want it to appear in the pipl.ai dashboard.
Last name: Enter your last name in this field.
2. Login Details
Email: Here, you will enter your Gmail address.
Password: In this field, you will enter the App Password that you have generated from your Gmail account.
3. Click on the Connect button to proceed.
Upon successful connection, your Gmail account will be added to the Email Accounts page in your pipl.ai account. A notification of success will also appear on the top of the page.
Now, you can enable the Email Warmup feature for your email, and get ready for an exciting email marketing experience! 🚀
▶️Steps in action: Connecting Pipl.ai with Gmail (personal)
▶️Video Link: https://app.supademo.com/demo/opeXCVhXD0avkxgBh1OVF
Connecting Pipl.ai with any other SMTP provider
Follow the first three Common Steps explained above. Once you are on the Choose Provider popup, perform the following steps or watch a quick demo video given at the end of these steps:
1. Select the last option “Any Provider” to connect using your custom IMAP and SMTP settings.
2. Click on the Continue button to proceed.
3. A new form Connect Your Email Account via IMAP & SMTP will come up on your screen
4. You will need to provide the following information to add your custom IMAP/SMTP email:
a. Sender Info: As the name suggests, this piece of information contains the sender's information like First Name, Last Name, and Email.
b. Incoming Server (IMAP): You can get the IMAP details from your email service provider. If you are using custom/shared hosting, you can get this information by logging into your Cpanel and navigating to the Email section.
The following are the two values that are required in this section:
IMAP Host: You need to provide IMAP Host which is normally a URL from your hosting provider.
IMAP Port: This information is also provided by your email hosting provider. However, the commonly used values are:
993 for SSL/TLS
143 for non-SSL/TLS
❗Please make sure to mark the “Enable SSL/TLS” check box if you are using the SSL/TLS otherwise leave it unchecked if you are proceeding with non-SSL settings.
c. Outgoing Server (SMTP): You can get the SMTP details from your email service provider. If you are using custom/shared hosting, you can get this information by logging into your Cpanel and navigating to the Email section.
The following are the two values that are required in this section:
SMTP Host: You need to provide SMTP Host which is normally a URL from your hosting provider.
SMTP Port: This information is also provided by your email hosting provider. However, the commonly used values are:
465 for SSL/TLS
587 for non-SSL/TLS
❗Please make sure to mark the “Enable SSL/TLS” check box checked if you are using the SSL/TLS otherwise leave it unchecked if you are proceeding with Non-SSL settings.
d. IMAP Login Details:
IMAP login details include the following two input parameters:
i. Username: The username is usually your email address.
ii. Password: Enter your email address password in this input field.
e. SMTP Login Details:
SMTP login details include the following two input parameters:
i. Username: The username is usually your email address.
ii. Password: Enter your email address password in this input field.
❗If your IMAP and SMTP login details are the same, you can mark the “Use Same Login for SMTP Server” checkbox and it will replicate your IMAP details for your SMTP without you having to re-enter the same details.
5. Click on the Connect button to proceed.
Upon successful connection, your Gmail account will be added to the Email Accounts page in your pipl.ai account. A notification of success will also appear on the top of the page.
Now, you can enable the Email Warmup feature for your email, and witness the magic of astounding email marketing outcomes! 🚀
▶️Steps in action: Connecting Pipl.ai with any other SMTP provider
▶️Video Link: https://app.supademo.com/demo/yUJT9zJ8LcmmisSkizNUR
Connect other providers via SMTP/IMAP
When connecting a non-Google or non-Microsoft email account to Pipl.ai, you'll need to use IMAP/SMTP protocols.
👉IMAP is responsible for retrieving messages, whereas SMTP is used for sending them.
Steps to connect non-Google or non-Microsoft email with Pipl.ai
1. Login to your piple.ai account.
2. Click on Email Accounts in the left menu panel
3. Click on the Add New Account button at the top right corner of the page.
Once you click on Add New Account, the “Choose provider” popup will appear on your screen.
4. Select the last option “Any Provider” to connect using your custom IMAP and SMTP settings.
5. Click on the Continue button to proceed.
6. A new form Connect Your Email Account via IMAP & SMTP will come up on your screen
7. You will need to provide the following information to add your custom IMAP/SMTP email:
a. Sender Info: As the name suggests, this piece of information contains the sender's information like First Name, Last Name, and Email.
b. Incoming Server (IMAP): You can get the IMAP details from your email service provider. If you are using custom/shared hosting, you can get this information by logging into your Cpanel and navigating to the Email section.
The following are the two values that are required in this section:
i. IMAP Host: You need to provide IMAP Host which is normally a URL from your hosting provider.
ii. IMAP Port: This information is also provided by your email hosting provider. However, the commonly used values are:
- 993 for SSL/TLS
- 143 for non-SSL/TLS
❗Please make sure to mark the “Enable SSL/TLS” check box if you are using the SSL/TLS otherwise leave it unchecked if you are proceeding with non-SSL settings.
c. Outgoing Server (SMTP): You can get the SMTP details from your email service provider. If you are using custom/shared hosting, you can get this information by logging into your Cpanel and navigating to the Email section.
The following are the two values that are required in this section:
i. SMTP Host: You need to provide SMTP Host which is normally a URL from your hosting provider.
ii. SMTP Port: This information is also provided by your email hosting provider. However, the commonly used values are:
- 465 for SSL/TLS
- 587 for non-SSL/TLS
❗Please make sure to mark the “Enable SSL/TLS” check box checked if you are using the SSL/TLS otherwise leave it unchecked if you are proceeding with Non-SSL settings.
In the settings of your email provider, you'll find IMAP as the Incoming Server and SMTP as the Outgoing Server. Both IMAP and SMTP require you to enter your password details. If two-factor authentication (2FA) isn't enabled on your account, simply use your mailbox's password.
👉 If you're unsure about your IMAP/SMTP hostnames, consult the support pages of various email providers, such as Amazon AWS, Hostgator, Ionos, Kinghost, Rackspace, TransIP, Bluehost, Titan, Dreamhost, InMotion, and Verizon. For example, Verizon's settings are:
IMAP host: imap.verizon.net, IMAP port: 995
SMTP host: smtp.verizon.net, SMTP port: 465 AOL's settings include:
IMAP host: imap.aol.com, IMAP port: 993
SMTP host: smtp.aol.com, SMTP ports: 587 or 465
IMAP/SMTP settings for other email providers
d. IMAP Login Details:
IMAP login details include the following two input parameters:
i. Username: The username is usually your email address.
ii. Password: Enter your email address password in this input field.
e. SMTP Login Details:
SMTP login details include the following two input parameters:
i. Username: The username is usually your email address.
ii. Password: Enter your email address password in this input field.
❗If your IMAP and SMTP login details are the same, you can mark the “Use Same Login for SMTP Server” checkbox and it will replicate your IMAP details for your SMTP without you having to re-enter the same details.
8. Click on the Connect button to proceed.
Upon successful connection, your Gmail account will be added to the Email Accounts page in your pipl.ai account. A notification of success will also appear on the top of the page.
Now, you can enable the Email Warmup feature for your email, and witness the magic of astounding email marketing outcomes! 🚀
▶️Steps in action: Connecting Pipl.ai with any other SMTP provider
▶️Video Link: https://app.supademo.com/demo/yUJT9zJ8LcmmisSkizNUR
💡Tips for common issues
Should your provider not be listed, contact them directly for the necessary IMAP and SMTP information to sync your email with Pipl.ai.
If you encounter an IMAP Connection error, first verify that your credentials are correct. Accurate details are crucial to avoid connection issues.
Should problems persist, it could be due to server downtime.
👉 You can perform a connectivity test at Microsoft's connectivity test page.
If the test fails, get in touch with your email provider's support team for further assistance and server status updates.
❔However, if the test is successful and you still face issues, please contact Pipl.ai at [email protected] 📧
How to Connect Your Microsoft 365 Business Email Accounts
SMTP Authentication is turned off by default; ensure to enable it.
For users of Microsoft 365 Business Email, it's essential to ensure that SMTP Authentication is enabled, as it's turned off by default by Microsoft. This guide will walk you through the steps to enable SMTP Authentication and ensure IMAP is also active for your email accounts.
Enabling SMTP Authentication
To enable SMTP Authentication in Microsoft 365, follow these steps:
1. Begin by logging into your Microsoft 365 Admin Center.
2. Click on "Show All" to expand all the available options in the Admin Center.
3. Click on "Exchange" to enter the Exchange Admin Center.
4. In the Exchange Admin Center, click on "Settings" and select "Mail flow". On the Mail flow settings screen, ensure you uncheck the option "Turn off SMTP Auth protocol for your organization", and press "Save". This action enables SMTP Authentication, allowing Pipl to send emails using your Microsoft 365 account.
Uncheck "Turn off SMTP Auth protocol for your organization"
Ensuring IMAP is Enabled
1. Inside the Exchange Admin Center, select "mailboxes".
2. Select your mailbox and click "Edit". Then, on the setting screen, Click on "manage email app settings".
3. Make sure the "IMAP" option is enabled. This ensures that your email can be accessed from Pipl to retrieve messages.
Why using personal email accounts for cold outreach is a bad idea
⚠️ Use only business email accounts to warm-up and run your outbound campaigns
Example:
Personal Email for Business Campaigns? Think Again!
Getting Lost in the Spam Folder: Ever wonder why some emails end up in spam? Well, when you send a bunch of emails from your personal account, ESPs start getting suspicious. They're like the bouncers of the email world, and they might not let your emails into the inbox club.
Oops, There Goes Your Reputation: Here’s the thing - sending loads of emails from your personal account can make you look like a spammer. And once ESPs label you as 'that spammy person,' it's tough to shake off that reputation.
One Size Doesn't Fit All: Your personal email is great for, well, personal stuff. But for those snazzy, targeted email campaigns? Not so much. You miss out on cool features that professional tools offer, like personalizing emails in a way that actually resonates with your audience.
The Right Way to Warm Up
What’s a Warm-Up, Anyway? Think of it like stretching before a workout. You start slow, sending a few emails, and then gradually increase. This shows ESPs that you’re a legit sender, not a spammer.
Rushing = Red Flags: Rush the warm-up, and ESPs might get the wrong idea. They could think you're spamming, and boom - your emails end up in the dreaded spam folder.
Slow and Steady Wins the Race: Start with sending emails to a small group of engaged contacts. As you get more replies and positive interactions, gradually increase the volume. It's like building a good rep in the email neighborhood.
Use only business email accounts to warm-up and run your outbound campaigns.
⚠️ Use only business email accounts to warm-up and run your outbound campaigns
Why Professional Email Trumps Personal Emails
Avoiding the Spam Pitfall: Professional email tools are like having a VIP pass. They help your emails get where they need to go - the inbox!
The Cool Stuff You’re Missing Out On: Think of all the neat features you're not getting with a personal email - like seeing who opened your emails, what links they clicked, and so much more.
Playing by the Rules: Plus, these tools keep you on the right side of email laws. No one wants an email lawsuit, right?