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Email

By integrating your email account you can send emails direct from ProspectSafari by simply clicking a contact’s email address. Within the send email popup you can then include shortcodes within the email body or alternatively select a template to send. You can also enrol the contact in a Sequence.

To integrate your email you simply need to setup the SMTP username and password. You can add different signatures to be used and manage your various “send as” email addresses.

The first step is to connect your email by adding the SMTP coordinates. In Integrations, click to connect your email and add a set of SMTP coordinates. You will see this popup:

Add an email account

Choose your email provider and enter the required information:

Gmail

Enter your full gmail address as username and your gmail password. The following variables should be entered:

  • SMTP host: smtp.gmail.com
  • SMTP port: 587
  • IMAP host: imap.gmail.com
  • IMAP port: 993
  • Inbox folder: INBOX
  • Sent folder: [Gmail]/Sent Mail

Outlook

Enter your full outlook.com address as username and your outlook.com password (or a specifically created App Password – see below). The following variables should also be entered:

  • SMTP host: smtp.office365.com
  • SMTP port: 587
  • IMAP host: outlook.office365.com
  • IMAP port: 993
  • Inbox folder: Inbox
  • Sent folder: Outbox

It is possible that your Exchange Online administrator will need to enable Authenticated SMTP on the specific mailbox(es) that you wish to link to, using the Microsoft 365 Admin Center. See the Microsoft support article here.

If you have 2-factor verification implemented on your Outlook account then you will need to generate an App Password in your Microsoft account by going to the My Account page, select Security Info and then Add Methods from the Security info page. Select App Password and then select Add. Type in ProspectSafari as the name and then copy the text from the Password box. Paste this password instead of your usual Outlook password in the ProspectSafari Integrations SMTP setup popup:

Create an App Password and paste it here

The Microsoft Support article can be found here.

Generic

Check with your email administrator to find the SMTP and IMAP host details.

Email Addresses

Here you can add all the “send as” email addresses from your integrated email account that you wish to use to send mail from ProspectSafari. If you only have one “send as” account set up then that should be entered here. Click on the edit icon in Email Addresses and you will see this popup:

Add your “send as” email addresses

Select Active in order for this address to be selectable in the create email popup.
The Main address is the default.
Select a signature from those added in the Email Signatures section (below).

Now when you click the email address of any Contact the send email popup will open. You will be able to choose any of these “send as” addresses and the signature will be automatically appended when it is sent via your connected email account. The text of the email will be added in the timeline.

Email Signatures

You can create multiple email signatures. To add a signature click the + icon in the email signature section. You will see this popup:

Add an email signature

Enter the name of the signature and then either paste in the required formatted text including logo images or banners, or type it in. Click save. In the Email Addresses section (above) enter the name of the signature you wish to use for each “send as” email address.

Email bcc

In Workspace Settings you can set a bcc address to apply to all emails sent by any user in the workspace. This can be useful to log emails on an external CRM for example (not necesary for the Hubspot Integration).

Email Labels

ProspectSafari will regularly check the inbox and sent box of your connected email account.

Any and all emails to or from any contact in your ProspectSafari workspace will be copied and added to your ProspectSafari timeline. Older emails sent or received before your email was connected or the contact email was added will not appear in the timeline.

In addition, emails added to the timeline will also be tagged with a label in your email account so that you can filter your mailbox as you see fit.

Here you can define the labels that are to be used and the behaviour of your email account.

If “Only” is selected then the relevant email will only appear in the separate labeled inbox / sent folder and not also in the general inbox / sent folder.

If “Show” is selected the label is inserted next to the subject line in the list view of emails in your email program.

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