IN THIS ARTICLE

Connecting your mailbox
Troubleshooting
FAQ

1. Click ‘Connect your email’.

Once your campaign is created, open it (click ‘Campaigns’ in the black bar at the top, then click your campaign), and click ‘Connect your email’, right below the campaign’s name.

connect-custom-email-account-woodpecker image

Alternatively: you can go to ‘Settings’ (expand the menu in the upper right and click ‘Settings’), then click the green button ‘Add Email Account’.

connect-custom-email-account-woodpecker image

2. Choose Manual Connection

connect-custom-email-account-woodpecker image

3. Add your IMAP and SMTP server data

Type in your email address or login, password, the IMAP and SMTP server address for this account. Trouble finding it? Look for it in the settings of your mailbox, or check your server’s help page.

Default ports:

SMTP Server (Outgoing Messages)

IMAP Server (Incoming Messages)

connect-custom-email-account-woodpecker image


Troubleshooting


4. Set your ‘From name’ and ‘Signature’

You can set the sender’s name that will be visible to your recipients. You can also set a signature that will be attached to the emails you send.

You can skip this step for now and edit your ‘From name’ and ‘Signature’ later by clicking ‘set it later in Settings’.

connect-custom-email-account-woodpecker image

5. Your account has been connected

Now you are able to select your email address as a sender in your campaign.

connect-custom-email-account-woodpecker image

8. Finalize the setup

9. Check your inbox for “Testing your email connection” message

connect-custom-email-account-woodpecker image

Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].

In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »

You can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different than the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


FAQ

Q: Why do I need to set up SPF and DKIM?

The way you set up your SPF record depends on your domain host. Make sure you include all the applications which send emails for you in your SPF record. Consult the help page of your email provider. Learn about SPF and DKIM.

Q: You mentioned that my mailbox and domain should be warmed up before connecting it to Woodpecker. What does it mean?

During the warm-up, you’re working on gaining a good sender’s reputation for your mailbox and domain. Why is it important? Domain age is one of the first factors checked by anti-spam filters. Without a warm-up, anti-spam filters you don’t see you and your newly created domain as a trustworthy sender. Security mechanisms can suspect that you send spammy content and will block your mailbox, putting it on a blacklist.

Any new email address should be warmed up for at least 1 month, while domain for at least 3 months.

Learn more:

Domain warm-up
Email address warm-up

Q: What do you mean by domain age?

The term “domain age” shows how old your domain is. In other words, how long your domain has existed. The general rule is the older the domain, the more trustworthy it gets, provided it has been used with care and following good practices of email deliverability. Read more.

Q: Is there anything else I should know before starting my campaign?

To make sure you didn’t miss anything please have a look at our 14 Deliverability Checks to Carry Out Before Sending Your Cold Email Campaign.

IN THIS ARTICLE

Connecting your mailbox
Troubleshooting
FAQ

1. Click ‘Connect your email’

Once your campaign is created, open it (click Campaigns in the black bar at the top, then click your campaign), and click Connect your email, right below the campaign’s name.

connect-godaddy-email-woodpecker image

Alternatively: you can go to Settings (expand the menu in the upper right and click ‘Settings’), then click the green button Add Email Account.

connect-godaddy-email-woodpecker image

2. Choose Manual Connection

<a

3. Add your IMAP and SMTP server data

Enter your data as shown below and click Continue.

What data should I type in?


Remember that you can always find your server and port settings in the Workspace Control Center. Alternatively, you can check Servers and ports settings for Workspace Email on the GoDaddy help page in order to find the one fitting your region.


connect-godaddy-email-woodpecker image

After filling out the form, just click Continue and wait for Woodpecker to connect your email address.


Troubleshooting

connect-godaddy-email-woodpecker image


5. Set your “From name” and “Signature”

This screen allows you to set the sender’s name that will be visible to your recipients, and a signature that will be attached to emails in your campaigns.

You can skip this step, and set both later by clicking “set it later in Settings”. Here is our guide on how to edit and update your signature »

connect-godaddy-email-woodpecker image

6. Click “Save”

… and give Woodpecker a few moments to complete the setup. Afterward, you will be able to select this email as a sender in your campaign.

7. Your account has been connected

Now you are able to select your GoDaddy address as a sender in your campaign.

connect-godaddy-email-woodpecker image

Note: GoDaddy as an email provider does not support DKIM, so you’ll always see a red cross next to it.

8. Finalize the setup

9. Check your inbox for “Testing your email connection” message

connect-godaddy-email-woodpecker image

Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].

In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »

You can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different from the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


FAQ

Q: Why do I need to set up SPF?

To avoid spam issues. How? SPF records tell mailboxes which hosts are allowed to send mail from a given domain. You can add SPF records in your DNS settings to easily prove your authenticity and help your email deliverability.

Q: How can I set up SPF?

The way you set up your SPF record depends on your domain host. Make sure you include all the applications which send emails for you in your SPF record. Learn more about setting up the records on GoDaddy here.

Q: You mentioned that my mailbox and domain should be warmed up before connecting it to Woodpecker. What does it mean?

During the warm-up, you’re working on gaining a good sender’s reputation for your mailbox and domain. Why is it important? Without a warm-up, anti-spam filters you don’t see you as a trustworthy sender. Security mechanisms can suspect that you send spammy content and will block your mailbox, putting it on a blacklist.

Q: Is there anything else I should know before starting my campaign?

To make sure you didn’t miss anything please have a look at our 14 Deliverability Checks to Carry Out Before Sending Your Cold Email Campaign.

IN THIS ARTICLE

Connecting your mailbox
Troubleshooting
FAQ

1. Click ‘Connect your email’

Once your campaign is created, open it (click Campaigns in the black bar at the top, then click your campaign), and click Connect your email, right below the campaign’s name.

image with arrow pointing to


Alternatively: you can go to Settings (expand the menu in the upper right and click ‘Settings’), then click the green button Add Email Account.

Image with arrow pointing to


2. Choose Other (IMAP) as your email provider

Image with arrow pointing to

3. Add your IMAP and SMTP server data

Enter your data as shown below and click Continue.

What data should I type in?

For more details on setting up a connection with DreamHost servers, please visit their Email client configuration overview » page.

Image with highlighted servers

You can also check your email servers in the Email Settings Panel in DreamHost. Open the Manage Email page and take a look at your Email Setup Info link in the upper right.

After filling out the form, just click Continue and wait for Woodpecker to connect your email address.


Troubleshooting


5. Set your “From name” and “Signature”

This screen allows you to set the sender’s name that will be visible to your recipients, and a signature that will be attached to emails in your campaigns.

You can skip this step, and set both later by clicking “set it later in Settings”. Here is our guide on how to edit and update your signature »

Image showing page from which user can set their from name and signature in Woodpecker

6. Click “Save”

… and give Woodpecker a few moments to complete the setup. Afterward, you will be able to select this email as a sender in your campaign.

7. Your account has been connected

Now you are able to select your DreamHost address as a sender in your campaign.

Success image after connecting email account to Woodpecker

8. Finalize the setup

9. Check your inbox for “Testing your email connection” message

Image of email send from Woodpecker to test email connection

Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].

In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »

You can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different from the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


FAQ

Q: Why do I need to set up SPF and DKIM?

To avoid spam issues. How? SPF records tell mailboxes which hosts are allowed to send mail from a given domain. You can add SPF records in your DNS settings to easily prove your authenticity and help your email deliverability.

Q: How can I set up SPF and DKIM?

The way you set up your SPF record depends on your domain host. Make sure you include all the applications which send emails for you in your SPF record. Learn more about setting up the records on the DreamHost page here.

Q: You mentioned that my mailbox and domain should be warmed up before connecting it to Woodpecker. What does it mean?

During the warm-up, you’re working on gaining a good sender’s reputation for your mailbox and domain. Why is it important? Without a warm-up, anti-spam filters you don’t see you as a trustworthy sender. Security mechanisms can suspect that you send spammy content and will block your mailbox, putting it on a blacklist.

Q: Is there anything else I should know before starting my campaign?

To make sure you didn’t miss anything please have a look at our 14 Deliverability Checks to Carry Out Before Sending Your Cold Email Campaign.

Step #1

In Office 365, navigate to the Admin center, then click Active users; make sure you have “Global administrator” privileges in order to introduce the changes.

Next, you will need to click your user name in the list, and find the row “Display name”, then click “edit”. Here’s where you change it.


Step #2

In Woodpecker, go to Settings → Accounts, then click the account in question.

Click the refresh button next to your “From Name” to have it updated.

Refresh From Name

Remember that it might take more than an hour for Office 365 to apply the new settings.

In case it doesn’t update, give it a bit more time and try again.

This guide assumes that you have at least basic understanding of what a domain, DNS, SPF and DKIM are. If you’re not sure what they taste best with, please take a moment to read about them, following the links for each. For more information about how to take care of your mailbox before connecting it to Woodpecker, please have a look at our article Deliverability: Introduction.


IN THIS ARTICLE

Connecting your mailbox
Troubleshooting
FAQ


1. Click ‘Connect your email’.

Once your campaign is created, open it (click ‘Campaigns’ in the black bar at the top, then click your campaign), and click ‘Connect your email’, right below the campaign’s name.

connect-privateemail-com-woodpecker image

Alternatively: you can go to ‘Settings’ (expand the menu in the upper right and click ‘Settings’), then click the green button ‘Add Email Account’.

connect-privateemail-com-woodpecker image

2. Choose Other (IMAP) as your email provider

connect-privateemail-com-woodpecker image

3. Add your IMAP and SMTP server data

Enter your data and click Continue.

What data should I type in?

connect-privateemail-com-woodpecker image


Troubleshooting

connect-privateemail-com-woodpecker image


4. Set your ‘From name’ and ‘Signature’

You can set the sender’s name that will be visible to your recipients. You can also set a signature that will be attached to the emails you send.

You can skip this step for now and edit your From Name and Signature later by clicking ‘set it later in Settings’.

connect-privateemail-com-woodpecker image

5. Your account has been connected

Now you are able to select your email address as a sender in your campaign.

connect-privateemail-com-woodpecker image

6. Finalize the setup

7. Check your inbox for “Testing your email connection” message

connect-privateemail-com-woodpecker image

Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].

In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »

Can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different than the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


FAQ

Q: How do I set up SPF and DKIM?

The way you set up your SPF record depends on your domain host. Make sure you include all the applications which send emails for you in your SPF record. Learn more about setting up the records on Namecheap here.

Q: You mentioned that my mailbox and domain should be warmed up before connecting it to Woodpecker. What does it mean?

During the warm-up, you’re working on gaining a good sender’s reputation for your mailbox and domain. Why is it important? Without a warm-up, anti-spam filters you don’t see you as a trustworthy sender. Security mechanisms can suspect that you send spammy content and will block your mailbox, putting it on a blacklist.

Q: Is there anything else I should know before starting my campaign?

To make sure you didn’t miss anything please have a look at our 14 Deliverability Checks to Carry Out Before Sending Your Cold Email Campaign.

Important: Any new or inactive mailbox needs to be warmed up before sprinting with the delivery of your emails.


Learn more about it in this article: How to Warm Up My Email Address before Cold Outreach?


Feel free to head over to our blog to learn What Are Email Sending Limits of Various Email Service Providers? »


ESP Daily Limit Other limits Notes Link
Free Gmail account 100 messages via SMTP (but 500 emails via browser). 20 emails / 1 hour We usually don’t recommend sending cold email campaigns from a regular free Gmail account but setting up an address on a separate domain using G Suite. Click
G Suite 2000 emails (500 on trial) None (officially) G Suite accounts are blocked for 24 hours after exceeding the limits. Click
Office365 10 000 emails 30 per minute Click
GoDaddy (Workspace) 500 emails 300 emails per hour, 200 emails per minute It’s relatively easy to hit these limits on Workspace if you’re running multiple campaigns. Click
Rackspace 10 000 emails None (officially) Automated email and spam are restricted at much lower limits to protect the integrity of the system. Click

You need to be mindful of these limits when using Woodpecker. When first setting up your mailbox in the App, you will be given the suggested limit to use with it; this limit, after you confirm, will additionally be applied to that mailbox in Woodpecker. Learn how Woodpecker sends emails.

Take care of the deliverability of your emails

Every email provider needs to rely on anti-spam filters that protect their network from spammers – these can be considered the “second limit” (which is never made public for security reasons). Thus, while there might be no strict limits officially, there is a list of good practices when sending large volumes of emails that help avoid having your emails classified as spam.

Bear in mind that quality cold outreach should never aim to hit these limits; while striving for “quality, not quantity”; the key to success is to send highly personalized emails. Read more »

IN THIS ARTICLE

Connecting your mailbox

Troubleshooting

FAQ

Click Connect your email

Once your campaign is created, open it (click Campaigns in the black bar at the top, then click your campaign), and click Connect your email, right below the campaign’s name.

Image with arrow poiting to


Alternatively: you can go to Settings (expand the menu in the upper right and click Settings), then click the green button Add Email Account.

Image with arrow poiting to tab where user can add email account from Settings page


Choose Google as your email provider

Woodpecker has native, one-click integration with Google’s Gmail.

Image with arrow from which you can choose Gmail as your provider which you want to connect

Allow Woodpecker access to your Google account

Once you click Add email, you will be asked to allow Woodpecker to access your Google Account and read, send, delete as well as manage your email.

 

Remember to turn off the 2-step verification login for the connection time. Once your account will be connected – you can turn it back on.

Image with access screen from Google Account which allows Woodpecker to connect to it


Troubleshooting

Image with description of conditional email connection


Set your From Name and Signature

This screen allows you to set the sender’s name that will be visible to your recipients, and a signature that will be attached to emails in your campaigns.

You can skip this step, and set both later by clicking set it later in Settings.

Image of the From Name and Siganture settings

Click Save

… and give Woodpecker a few moments to complete the setup. Afterward, you will be able to select this email as a sender in your campaign.

Your account has been connected

Now you are able to select your Gmail address as a sender in your campaign.

Image of the successfull connection

Finalize the setup

Check your inbox for Testing your email connection message

Image of email which Woodpecker sends to test email connection

Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].


In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »


You can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different than the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


FAQ

Q: Why do I need to set up SPF and DKIM?

To avoid spam issues. How? SPF records tell mailboxes which hosts are allowed to send mail from a given domain. You can add SPF records in your DNS settings to easily prove your authenticity and help your email deliverability.

Q: How can I set up SPF and DKIM?

Check Google instructions on how to set up SPF here and DKIM here.

Q: What SPF should I add?

If you’re using Google Apps (G Suite) to send your messages, you should include the following record:

v=spf1 include:_spf.google.com ~all

Woodpecker supports aliases, but they have to be configured on your email account first. Here is an example guide to configuring an alias on Google Apps account. In addition to being configured properly, the alias should be set to active on Google account in order to work properly with Woodpecker.

When the alias is properly configured all you need to do is to add it in your email account setting in Woodpecker. To do that, follow the steps below.

1. Click on the email address you connected to Woodpecker

Go to ‘Settings’, then click on ‘Accounts’, and you’ll see the list of email addresses you’ve already connected to Woodpecker.

set-alias image

2. Click on ‘Add alias’

Below the information about your ‘From name’, ‘Signature’ and ‘Configuration’, you’ll see a green button ‘Add Alias’. Click on it.

set-alias image

3. Type in an alias

Under your ‘From name’ you can write an alias email address you want to use. Then, you can choose whether you want your alias to be treated as a separate email address or update your SMTP configuration.

The last thing to do is clicking on the green button ‘Add alias’.

set-alias image

4. Update the existing campaign you want to use an alias in.

From now on you can use the alias to send campaigns from it. However, to use it in campaigns that were created before adding an alias there is one more step to be done. Go to the campaign ‘Edit’ mode and choose the alias in ‘Send from’ field.

set-alias imageset-alias image

Nicely done!


Please note:

1. If you have used an alias prior to joining Woodpecker please remember that Woodpecker requires connecting primary email address first. Then you can set the alias.

2. Woodpecker will wait 120 seconds for the confirmation message. If the message gets temporarily delayed past the time limit, please try again after some time.

3. In some cases, your alias might have trouble communicating with your primary address, which is needed to send a confirmation message. In such situations, you will need to allow your alias to send messages to the main inbox. An example of “Send as” setting resolution in Google Suite.

Sometimes you could come across the message “My email connected with Woodpecker conditionally” after connecting the email account.

As a result, some responses in Woodpecker won’t appear in Woodpecker Inbox, the app may send a follow-up to an address that already replied, or your statistics may be imprecise.

You’ll be notified if that happens as the connected email will be shown in orange color.

conditional-email-configuration image

To get a proper email configuration, do the 2nd attempt.

Next, try to reconnect your email.

1. Click on the email address you connected with Woodpecker

Go to “Settings” and click on the “Email Accounts” tab. There, you’ll be able to see all the email accounts you’ve added before.

conditional-email-configuration image

2. Click ‘edit’ next to ‘Configuration’

conditional-email-configuration image

3. Click ‘Continue’

You don’t have to edit any of the existing fields. Just click the ‘Continue‘ button and wait for Woodpecker notification. That should resolve the issue.

conditional-email-configuration image


Troubleshooting

Manual testing

If you still get a notification about conditional email configuration do a manual test (send and receive a message). If successful, notify our Support team. If the test fails and the issue still persists, also let us know.

Other connection issues

Experiencing issues while connecting your mailbox to Woodpecker? Have a look at our article I can’t connect my mailbox.

IN THIS ARTICLE

Connecting your mailbox
Troubleshooting
FAQ

1. Click ‘Connect your email’

Once your campaign is created, open it (click Campaigns in the black bar at the top, then click your campaign), and click Connect your email, right below the campaign’s name.

connect-ovh-email-woodpecker image

Alternatively: you can go to Settings (expand the menu in the upper right and click ‘Settings’), then click the green button Add Email Account.

connect-ovh-email-woodpecker image

2. Choose Manual Connection

connect-ovh-email-woodpecker image

3. Add your IMAP and SMTP server data

Enter your data as shown below and click ADD EMAIL.

What data should I type in?


You can also check those in your OVH Control Panel. Go to Web Cloud → Professional Email → General Information and take a look at the Connection box.


connect-ovh-email-woodpecker image

After filling out the form, just click Continue and wait for Woodpecker to connect your email address.


Troubleshooting

connect-ovh-email-woodpecker image


5. Set your “From name” and “Signature”

This screen allows you to set the sender’s name that will be visible to your recipients, and a signature that will be attached to emails in your campaigns.

You can skip this step, and set both later by clicking “set it later in Settings”. Here is our guide on how to edit and update your signature »

connect-ovh-email-woodpecker image

6. Click “Save”

… and give Woodpecker a few moments to complete the setup. Afterward, you will be able to select this email as a sender in your campaign.

7. Your account has been connected

Now you are able to select your GoDaddy address as a sender in your campaign.

connect-ovh-email-woodpecker image

8. Finalize the setup

9. Check your inbox for “Testing your email connection” message

connect-ovh-email-woodpecker image

Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].

In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »

Can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different from the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.



FAQ

Q: Why do I need to set up SPF and DKIM?

To avoid spam issues. How? SPF records tell mailboxes which hosts are allowed to send mail from a given domain. You can add SPF records in your DNS settings to easily prove your authenticity and help your email deliverability.

Q: How can I set up SPF and DKIM?

The way you set up your SPF record depends on your domain host. Make sure you include all the applications which send emails for you in your SPF record. Learn more about setting up the records on the OVH page here.

Q: You mentioned that my mailbox and domain should be warmed up before connecting it to Woodpecker. What does it mean?

During the warm-up, you’re working on gaining a good sender’s reputation for your mailbox and domain. Why is it important? Without a warm-up, anti-spam filters you don’t see you as a trustworthy sender. Security mechanisms can suspect that you send spammy content and will block your mailbox, putting it on a blacklist.

Q: Is there anything else I should know before starting my campaign?

To make sure you didn’t miss anything please have a look at our 14 Deliverability Checks to Carry Out Before Sending Your Cold Email Campaign.

IN THIS ARTICLE

Connecting your email
Checking your IMAP/SMTP Server data
Configuring SPF Records

1. Click ‘Connect your email’.

Once your campaign is created, open it (click ‘Campaigns’ in the black bar at the top, then click your campaign), and click ‘Connect your email’, right below the campaign’s name.

connect-zoho-woodpecker image

2. Click Manual Connection

connect-zoho-woodpecker image

3. Add your IMAP and SMTP server data

Enter your data as shown below and click CONTINUE.

Depending on your Zoho Mail, the IMAP Server Configuration can differ. Make sure that the IMAP Access is enabled before connecting your mailbox.

What data should I type in?

Please make sure Two Factor Authentication is turned off before you start connecting your mailbox.

connect-zoho-woodpecker imageconnect-zoho-woodpecker image


Here are the most common IMAP and SMTP Server settings:

@zoho.com → IMAP: imap.zoho.com, Port 993, SMTP: smtp.zoho.com, Port 465

@zohomail.eu → IMAP: imap.zoho.eu, Port 993, SMTP: smtp.zoho.eu, Port 465

@customdomain → IMAP: imappro.zoho.com, Port 993, SMTP: smtp.zoho.com, Port 465


Check your IMAP/SMTP Server data in Zoho:

1: Log in to your Zoho Mail,
2. Open Settings,
3. Go to Mail accountsIMAP or SMTP.
4. You’ll find the data in the IMAP Server Configuration section.

connect-zoho-woodpecker image

You’ll find more information on Help page for Zoho – Access via IMAP.


7. Your account has been connected

Now you are able to select your Zoho address as a sender in your campaign.

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8. Finalize the setup


Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


9. Configure SPF records

Please add SPF records to your DNS if you use a custom domain ([email protected]) to send your emails.

To do so, follow the steps described in this Zoho help article. Below you will find the record which you need to add to your domain:

v=spf1 include:zoho.com -all

IN THIS ARTICLE

Connecting your mailbox
Troubleshooting
FAQ

1. Click ‘Connect your email’.

Once your campaign is created, open it (click ‘Campaigns’ in the black bar at the top, then click your campaign), and click ‘Connect your email’, right below the campaign’s name.

connect-mailbox-amazon-ses-woodpecker image

Alternatively: you can go to ‘Settings’ (expand the menu in the upper right and click ‘Settings’), then click the green button ‘Add Email Account’.

connect-mailbox-amazon-ses-woodpecker image

2. Choose your email provider

connect-mailbox-amazon-ses-woodpecker image

When connecting you need to first make sure that the email address has been verified and that it is not in the sandbox anymore.

3. Add your IMAP and SMTP server data

Type in your email address or login, password, ports for the IMAP and SMTP for this account. Trouble finding it? Look for it in the settings of your mailbox, or check your server’s help page.

Not sure how to find your Access Key ID and Secret Access Key? Learn more about it here.

connect-mailbox-amazon-ses-woodpecker image


Troubleshooting

connect-mailbox-amazon-ses-woodpecker image


4. Set your ‘From name’ and ‘Signature’

You can set the sender’s name that will be visible to your recipients. You can also set a signature that will be attached to the emails you send.

You can skip this step for now and edit your ‘From name’ and ‘Signature later by clicking ‘set it later in Settings’.

connect-mailbox-amazon-ses-woodpecker image

5. Your account has been connected

Now you are able to select your email address as a sender in your campaign.

connect-mailbox-amazon-ses-woodpecker image

6. Finalize the setup

7. Check your inbox for “Testing your email connection” message

connect-mailbox-amazon-ses-woodpecker image

Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].

In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »

You can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different from the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


FAQ

Q: Why do I need to set up SPF and DKIM?

SPF records tell mailboxes which hosts are allowed to send mail from a given domain. You can add SPF records in your DNS settings to easily prove your authenticity and help your email deliverability.

Q: How can I set up SPF and DKIM?

Here is a step-by-step Amazon’s instruction on how to set up these records.

Q: What SPF should I add?

Your SPF is: v=spf1 include:amazonses.com ~all"

IN THIS ARTICLE

Connecting your mailbox
Troubleshooting
FAQ

1. Click ‘Connect your email’.

Once your campaign is created, open it (click ‘Campaigns’ in the black bar at the top, then click your campaign), and click ‘Connect your email’, right below the campaign’s name.

connect-microsoft-exchange-email-account-woodpecker image

Alternatively: you can go to ‘Settings’ (expand the menu in the upper right and click ‘Settings’), then click the green button ‘Add Email Account’.

connect-microsoft-exchange-email-account-woodpecker image

2. Choose Microsoft Exchange as your email provider

Woodpecker has native, one-click integration with Microsoft Exchange.

connect-microsoft-exchange-email-account-woodpecker image

3. Choose ‘Automatic connection’

Choose ‘Automatic connection’ and the App will auto-detect settings and quickly configure the email for you.


Troubleshooting


4. Set your ‘From name’ and ‘Signature’

You can fill in your ‘From name’. It’s your sender’s name that will be visible to your recipients. You can also set up a signature that will be attached to the emails you send.

You can skip this step for now and edit your ‘From name’ and ‘Signature’ later by clicking ‘set it later in Settings’.

connect-microsoft-exchange-email-account-woodpecker image

5. Your account has been connected

Now you are able to select your Microsoft Exchange email address as a sender in your campaign.

connect-microsoft-exchange-email-account-woodpecker image

6. Finalize the setup

7. Check your inbox for “Testing your email connection” message

connect-microsoft-exchange-email-account-woodpecker image

Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].

In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »

Can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different than the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


FAQ

Q: Why do I need to set up SPF and DKIM?

SPF records tell mailboxes which hosts are allowed to send mail from a given domain. You can add SPF records in your DNS settings to easily prove your authenticity and help your email deliverability.

Q: How can I set up SPF and DKIM?

Here’s Microsoft instruction on how to set up SPF and DKIM.

Q: What SPF should I add?

If you’re using Microsoft to send your messages, you should consult this page. It’s very important to set it in only one line. Use “include” statement if you wish to add more values, for example, Sendgrid or Mailgun. Here is SPF record for Exchange Online:

v=spf1 include:spf.protection.outlook.com

woodpecker-access-google-account image

While connecting your mailbox to Woodpecker you may see a pop-up (like the one above) asking for access to your Google Account. Some of you may feel discouraged by this information and abandon the process altogether. There’s no need to worry though. Allowing Woodpecker access your mailbox doesn’t mean accessing any sensitive data.

Here’s how to connect your Google Account using native integration

1. Choose Google as your email provider.
2. Select the recommended option ‘Automatic connection’.
3. Add your mail.

woodpecker-access-google-account image

4. Click ‘Allow’.

woodpecker-access-google-account image

5. Success! Your account has been connected.

woodpecker-access-google-account image

While some of them usually go away after you give it another try, some of the connection failures cause an error, like this one:

cant-connect-mailbox image

We noticed that these errors are usually caused by the difficulties with:

  1. SMTP (outgoing server) a protocol that is used to send your messages.
  2. IMAP(incoming server) a protocol responsible for fetching your replies.
  3. Data provided, your credentials.

Learn more about IMAP&SMTP, click here »


How to fix connection errors:

1. SMTP

Is your mailbox brand new perhaps? Did you create it just today or a couple of days ago? If the answer is yes:

This process establishes a connection between your hosting server and the servers of other email providers. By the way, don’t forget to warm up your email address before you start your campaign. Read more »

2. IMAP

3. Your details and data provided (login, password, IMAP & SMTP ports)


You’ve gone through all the options yet still struggling with connecting your email account? Other reasons might be:


This guide assumes that you have at least basic understanding of what a domain, DNS, SPF and DKIM are. If you’re not sure what they taste best with, please take a moment to read about them, following the links for each.


Head over to our blog to learn about the benefits of Connecting External SMTP from Mailgun to Woodpecker »


Before you start, note that we use these two terms in the guide:

  1. Primary domain
  2. Subdomain

Primary domain is the one you use on a daily basis to send business emails from Woodpecker (for example, customer-success.us).


When using Mailgun, it’s better to come up with a subdomain (for example, m.customer-success.us), and set it up in Mailgun settings. This will also require you to set up the subdomain in your DNS settings panel.

Can I use the same domain name for Mailgun and for Google Apps (or another email server)?

 

To create a subdomain in Mailgun, add a prefix before your primary domain name in the Mailgun panel.

That way, if your primary domain name is “customer-success.us”, add a prefix, such as “m.” (followed by a dot) to your primary domain name.

So if your domain name is: customer-success.us in Mailgun you would use a subdomain: m.customer-success.us


Important: the subdomain address will not be visible to your email recipients. You only use it for Mailgun to be able to set all the required records properly in order to keep your deliverability as high as possible.


Mailgun and Woodpecker: Step-by-Step setup

1. Set up and warm up your domain

Before you start using Mailgun to send your emails, it’s crucial to have a properly prepared domain. We recommend using a separate domain for cold outreach, so if you don’t have one yet, set it up.

Choose whatever domain registrar and/or DNS server you prefer. Configure your DNS and take some time to warm up the domain before sending your cold emails.


Learn how to warm up a domain.


Once your domain is ready for sending emails, you can set it up with your Mailgun account.

2. Add a subdomain to Mailgun

connect-mailgun-woodpecker image

  1. From Mailgun “Dashboard“, navigate to the “Domains” panel.
  2. Click “Add New Domain”. Type in the name of your subdomain. As described above, it’s safer to use a subdomain rather than your primary domain address.So let’s say, the name of your domain is customer-success.us. In Mailgun, type in m.customer-success.us – this will be your subdomain for cold emails.
  3. Checkmark Create DKIM Authority box.
  4. Click “Add Domain“.

connect-mailgun-woodpecker image


3. Check your domain’s configuration

  1. Log into your domain management account at your domain registrar.
  2. Verify your DNS records.

First, establish where your DNS records are being hosted. DNS records are usually hosted by your domain registrar, for example, GoDaddy or Name.com.

However, sometimes you can buy a domain from a domain registrar like GoDaddy or any other, but your DNS server is hosted externally by a web hosting company.


4. Copy DNS records from Mailgun to your domain settings

This step is necessary to allow Mailgun to send emails from your domain on your behalf.

It will require you to copy 4 types of records from Mailgun to the DNS settings of your domain:

The screenshots below come from the panel at Name.com. We use it only as an example here. If you use another domain registrar, you will see a different panel, but look for the same type of settings.


4.1 Open the DNS settings at your domain account

After logging in, you’ll see your Account Overview. Click your domain’s name to see your Domain Details.

connect-mailgun-woodpecker image

Find the DNS section and click Manage DNS Records. Here’s the Name.com view:

connect-mailgun-woodpecker image

4.2 Check your SPF records at your domain account

DNS setup for your domain should now include Mailgun in the SPF (TXT) records of your domain.

It will read “include:mailgun.org”, just like in the screenshot below:

connect-mailgun-woodpecker image

4.3 Find your TXT records in Mailgun

  1. Go to your Mailgun account,
  2. Open “Sending” →Domains Settings”,
  3. Navigate to “DNS records”.
  4. Find TXT records (known as SPF and DKIM) section.
  5. Copy the TXT records.

connect-mailgun-woodpecker image

4.4 Paste in the TXT records from Mailgun to the DNS settings of your domain

TXT records (SPF)

DNS settings panel (here: Name.com)

v=spf1 include:mailgun.org ~ all

connect-mailgun-woodpecker image

Note: It’s important to make sure the SPF record is set up for both your domain and subdomain.


1. Copy the SPF value from Mailgun and paste it into the DNS records of your domain (i.e. customers-success.us).

2. Define a new record for your subdomain:

3. Click on Add record to save the record for the subdomain (e.g. m.customer-success.us).

DNS settings panel (here: Name.com)

connect-mailgun-woodpecker image

DKIM

Copy the DKIM record from Mailgun into your DNS records. It should be the exact same record in both places.

DNS settings panel (here: Name.com)

connect-mailgun-woodpecker image


MX & CNAME records (optional)

The MX and CNAME records are optional, however:

Important: Woodpecker tracks opens and clicks and it allows you to add the Unsubscribe link to your emails, so if you’d rather use the built-in tools in Woodpecker (which is recommended), you can skip this entire step.


MX

Set two MX records only for your subdomain:

In Mailgun, you’ll find two MX records. You need to copy both of them to your DNS settings.

Mailgun dashboard

connect-mailgun-woodpecker image

How to copy an MX record from Mailgun panel to DNS settings:

Go to your DNS settings, and define a new record only for your subdomain:

Click on “Add record” to save the record for the subdomain (i.e m.customer-success.us).


Remember to perform that action for both MX records. Copying just one is not enough. Here’s what it should look like in your DNS server settings:

DNS settings panel (here: Name.com)

connect-mailgun-woodpecker image


CNAME

Copy the CNAME record from Mailgun only to your subdomain in DNS settings.

1. Copy the CNAME value from Mailgun.

Mailgun Dashboard

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2. Go to your DNS settings and define a new CNAME record for your subdomain:

DNS settings panel (here: Name.com)

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4.5 Check the settings you’ve just updated by clicking on “Check DNS Records Now”

If you did everything right, you’ll see a green mark next to it.

Mailgun dashboard

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5. Connecting Mailgun to Woodpecker

5.1 Choose your email provider

  1. Go to Woodpecker, navigate to Settings → Email Accounts.
  2. Click Add Email Account.
  3. Choose your email provider or click Manual Connection

connect-mailgun-woodpecker image

5.2 Fill out IMAP server data.

Please note: this will be empty only if you chose “Other” in the dropdown list. If you’re using a default IMAP from Google, Office 365, or Exchange, these will be set to their respective default for you.

connect-mailgun-woodpecker image

5.3 Connect your SMTP from Mailgun.

1. In the SMTP Server data section in Woodpecker, choose Mailgun from the dropdown list of SMTP providers, like in the screenshot below.

connect-mailgun-woodpecker image

2. Copy your subdomain name (for example, m.customer-success.us) and paste it in Woodpecker into the API domain field.

3. Add your Private API key into the API key field.


Where can you find the API Key?

  1. Go to Mailgun Settings.
  2. Click API Security.
  3. Copy Private API key.
  4. Paste it in Woodpecker into the API key field.

connect-mailgun-woodpecker image


4. Click ADD EMAIL.

There you go! You’ve just connected your email account with Mailgun SMTP to Woodpecker.

connect-mailgun-woodpecker image

To test the SMTP connection, create a campaign in Woodpecker, add at least one email address as your prospect, and click the RUN button to send a test email to this address.

Reasons for disconnecting the email

Email Accounts may sometimes have connection problems when Woodpecker is unable to log into those (this may happen for several reasons).

If you have any campaigns running from the disconnected email account, you will see them with an error message, such as:


Reconnecting the email

In most cases, the app will be able to automatically restore the connection. If this doesn’t happen, you can reconnect it manually:

  1. Navigate to Settings → Email Accounts.
  2. Click your email account in the list (it will be displayed in red, and an error message will display right below it).
  3. Click “Reconnect the email.”, then input/verify your login credentials, and click “Connect”/”Continue”. The App will then try and reconnect this email account.

Reconnect the email

Note: do not delete your account to add it again. Doing so will completely reset your inbox for that email in the App.


Additional actions

If the problem persists, you might need to verify your login credentials (which may have changed, for example, because the password was recently reset by you, or you have a new security token), or contact your email provider to further investigate the issue.

IN THIS ARTICLE

How it works
Email account connection notifications
Deliverability test emails
FAQ

How it works

Email account connection notifications

When you’re connecting your email account to Woodpecker, we trigger your email account to send a message to our internal email address [email protected].

If that message is successfully received, our system sends an automatic email from [email protected] to the email address that you’re connecting.


Connecting an email account to a company in your Woodpecker Agency panel

In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Woodpecker Agency Quickstart Guide »


The confirmation email should land in your primary inbox. If it doesn’t, that Check the Troubleshooting section.

As the addressee, you’ll see Woodpecker.co. Email subject starts with a random string of numbers, for example, [a2bb066d], and says Testing your email connection with Woodpecker.co.

That notification message looks like the one on the image below:

testing-email-connection-woodpecker image


Troubleshooting

If you can’t find the test message in your inbox that may mean that your email account was connected conditionally. Here’s what to do:

  1. Check your SPAM or junk folder.
  2. If the message is there, move it to the primary inbox.
  3. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  4. Your email address should be connected successfully.
  5. In case of further issues, click here »

Deliverability test emails – campaign email

If you have any active campaigns, Woodpecker will be testing your email connection and deliverability every day. We will be sending the test email to another of our internal email addresses, [email protected]. This test message is sent to check your domain settings, such as SPF records or DKIM. Although the text of those emails can be different from the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings.

What copy do we send?

There are two types of emails:

  1. The first one, that is sent each day with the first “campaign” email from a given mailbox. It uses the actual copy that is sent to the prospect.
  2. The other one is sent when you press the ‘REFRESH’ button to test your deliverability. Go to the ‘Deliverability’ tab in the email account setting. The language used in the email and its copy can be different each time you hit the button.

Read more about our deliverability checks and report »


FAQ

Q: Can you tell me why my second mail in the campaign was sent to Woodpecker mail?

Have I done something wrong in setting up the campaign?

As mentioned above, there’s no need to panic. This relatively new procedure started when we added a deliverability tab to the Email Accounts settings. We send test emails to check if your SPF and DKIM settings are correct.

What does it mean for you? As you know, deliverability is a pretty important thing – SPF and DKIM are used to authenticate your domain and show your prospects that you’re a trusted sender. In the end, we have the same goal – to have your messages delivered directly to your prospects’ inboxes.

IN THIS ARTICLE

Connecting your mailbox
Troubleshooting
FAQ

Click Connect your email

Once your campaign is created, open it (click ‘Campaigns’ in the black bar at the top, then click your campaign), and click Connect your email, right below the campaign’s name.

Image with arrow pointing to the

Alternatively: you can go to Settings, then click the green button Add Email Account.

connect-microsoft-office-365-email-account-woodpecker image

Choose Office 365 as your email provider

Woodpecker has native, one-click integration with Microsoft Office 365.

Image of page with arrow from which user can choose Office 365 as an email provider

Choose Automatic connection

Choose Automatic connection and the App will auto-detect settings and quickly configure the email for you.

Log in to your Office 365 account

You’ll be redirected to a new browser window in which you’ll need to log in to your Office 365 account in order to connect this email to Woodpecker.

Remember to turn off the 2-step verification login for the connection time. Once your account will be connected – you can turn it back on.

Image of Microsot siging in page


Troubleshooting


Set your From Name and Signature

You can fill in your From name. It’s your sender’s name that will be visible to your recipients. You can also set up a signature that will be attached to the emails you send.

You can skip this step for now and edit your From name and Signature later by clicking set it later in Settings.

Image of page from which user can set up From Name and Signature after connecting their email account

Your account has been connected

Now you are able to select your Microsoft email address as a sender in your campaign.

Image of success page after connecting email account

Finalize the setup

Check your inbox for the Testing your email connection message

Image of email send from Woodpecker to test email connection

Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].


In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »


You can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or Junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different than the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


FAQ

Q: Why do I need to set up SPF and DKIM?

SPF records tell mailboxes which hosts are allowed to send mail from a given domain. You can add SPF records in your DNS settings to easily prove your authenticity and help your email deliverability.

Q: How can I set up SPF and DKIM?

Here’s Microsoft instruction on how to set up SPF and DKIM.

Q: What SPF should I add?

If you’re using Microsoft to send your messages, you should consult this page. It’s very important to set it in only one line. Use “include” statement if you wish to add more values, for example, Sendgrid or Mailgun. Here is SPF record for Exchange Online:

v=spf1 include:spf.protection.outlook.com

1. Click “Add Email Account”

Go to Settings, and click the tab “Email Accounts” tab. You’ll be able to see all the email accounts that you’ve added before here. Start adding a new one by clicking “Add Email Account“.

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2. Choose your email provider or select “Other (IMAP)”

Please choose whether you wish to connect an email account on Google, Office 365, or Microsoft Exchange, or a mailbox based on your own server – “Other (SMTP)”.

Next, select ” Advanced – I want to use another SMTP server“, and click “ADD EMAIL“.

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Notice that when you click on one of the email providers, you’ll see the relevant information about the sending limits. That helps to make sure that you do not send more messages than you’re allowed to, and avoid getting blocked by your provider.

3. Add your IMAP server data

Type in your email address or login, password, and the IMAP server address for this account. Trouble finding it? Try your settings in your mailbox, or check your email provider’s help page.

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4. Add your SMTP server data

Choose the SMTP service from the dropdown menu. It can be Sendgrid, Mailgun, Google, Office 365, Microsoft Exchange, or any other SMTP.

Depending on your choice, you may be asked to provide an API key.

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5. Optionally, add your “From Name” and signature

Add your From Name and signature here, or do it later by editing your email in Settings > Email Accounts.

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6. Finalize the setup

Click ” ADD EMAIL” and wait until Woodpecker finishes the configuration.


Note: Woodpecker may connect your email address conditionally Check what that means here.

Having some issues while connecting your account? Check out our article I can’t connect my mailbox.

Sometimes, for various purposes, you might decide to send emails from an alias. Alias is an alternate email address that points to your primary email address. If you set it properly recipients will see messages from you as coming from an alias. However, when they respond their answers will come straight to your main inbox.

Woodpecker supports aliases but they have to be configured on your email account first. Below is a simple guide on how to configure alias on your Google Apps account.

According to Google support, you can add up to 30 aliases for each user.

STEP 1

Open your Google admin console. This admin console can only be opened by you if you are an authorized administrator of the account. From the Admin console dashboard, Go to Users.

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STEP 2

Click on a user’s name in order to go to the user’s account page

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STEP 3

On the user’s account page, click the Account section

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STEP 4

Scroll to the Aliases section then click on Add an alias

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STEP 5

Enter an alternate user name (the part of the address that appears before the @ sign). Note: You can’t create an alias currently assigned to someone else, either as a primary address or alias

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Click Save.

Within 24 hours or sooner, the user will begin to receive email sent to this address.

There is a second part to the configuration of an alias on Google Apps account. After the administrator’s part. Then the user needs to log in to his/her account, go to Settings then click Account. Click on Add another email address

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The yellow box pop-up and you are required to type in the alias email address then click on Next

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Note: to be able to use alias in Woodpecker it needs to be set to default in the ‘Settings’ section of your account.

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After you have completed all the above steps you are prepared to set the alias in Woodpecker!

This guide assumes that you have at least a basic understanding of what a domain, DNS, SPF and DKIM are. If you’re not sure what they taste best with, please take a moment to read about them, following the links for each.


Head over to our blog to learn about the benefits of Connecting External SMTP from SendGrid to Woodpecker »


Before you start, note that we use these two terms in the guide:

  1. Primary domain
  2. Subdomain

Primary domain is the one you use on a daily basis to send business emails from Woodpecker (for example, customer-success.us).

When using Sendgrid, it’s better to come up with a subdomain (for example, m.customer-success.us), and set it up in Sendgrid settings. This will also require you to set up the subdomain in your DNS settings panel.


Sendgrid and Woodpecker: Step-by-Step setup

1. Set up and warm up your domain

Before you start using Sendgrid to send your emails, it’s crucial to have a properly prepared domain. We recommend using a separate domain for cold outreach », so if you don’t have one yet, set it up.

Choose whatever domain registrar and/or DNS server you prefer. Configure your DNS and take some time to warm up the domain before sending your cold emails.

Learn how to warm up a domain »

Once your domain is ready for sending emails, you can set it up with your Sendgrid account. Also, note that Sendgrid gives quite fresh IP addresses that also need to be warmed up first.

Here you can check how to do it: Warming Up an IP Address »

2. Add a subdomain to Sendgrid

To start with, you will need to create a subdomain in Sendgrid. To do so please follow these steps:

  1. Open your Sendgrid account
  2. Go to Settings.
  3. Click Sender Authentication.

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4. Navigate to Authenticate Your Domain section.

5. Click Get Started.

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6. Select your DNS host and click Next.

If you are not sure about your DNS host, select Other Host (Not Listed) or skip this step by clicking “Next”.

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To create subdomain add a prefix in the Subdomain field and provide the name of your domain in the Domain field.

Ex. if your domain name is:

“customer-success.us”

in Sendgrid you can use a subdomain:

“s.customer-success.us”

Please remember that the subdomain address will not be visible to your prospects. You will use it just for Sendgrid to make sure your domain is safe and your deliverability rate stays high.


7. Add your subdomain in the field From Domain under Domain You Send From.

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Domain authentication removed the “via sendgrid.net” text that some inbox providers attach to your from address.

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8. You will be redirected to the page Install DNS Records. Complete the process by installing CNAME records. Below, you’ll find the instruction on how to add these records. Move on to the next step.

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3. Copy DNS records from Sendgrid to your domain settings

After you create a subdomain, you will see the DNS records that you will need to add to your domain settings.

You will need to:

CNAME records

Please set up CNAME records in your domain settings.

To better understand this process, have a look at Sendgrid’s guide on How to set up domain authentication »

1. Copy and paste the CNAME records that SendGrid will provide you with.

Sendgrid panel

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2. Go to your DNS settings and define a new CNAME record for your subdomain.

Your domain panel

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3. The next step is to go to Sendgrid and validate all CNAME data that you’ve just set up in your domain settings panel.

Check-mark ” I’ve added these records” and click “Verify“.

Sendgrid panel

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If you did everything right, you will see that the Status has been marked in green as Verified.

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4. Connecting Sendgrid to Woodpecker

4.1 Choose your email provider

  1. Go to Woodpecker, navigate to Settings → Email Accounts.
  2. Click Add Email Account.
  3. Choose your email provider or click ”Manual connection”.

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4.2 Fill out IMAP server data.

Firstly, you need to connect your IMAP. To do this please fill out all empty fields.

Please note: this will be empty only if you chose “Other” in the dropdown list. If you’re using a default IMAP from Google, Office 365, or Exchange, these will be set to their respective default for you.

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4.3 Connect your SMTP from Sendgrid.

For connecting SMTP you will need an API Key from Sendgrid.

  1. Go to Settings.
  2. Navigate to API Keys.
  3. Click Create API Key.

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4. To create an API key, you will need to provide the API Key Name. It’s the name of your subdomain.

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5. Click the API Key to copy it.

Please remember that Sendgrid will generate and show an API Key for you just once. In case you don’t copy it, you will need to create it again.

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To create a new API Key, please go to Settings → navigate to API Keys → click Create API Key.

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6. Go back to Woodpecker. Click the dropdown menu and select Sendgrid as the SMTP Server data.

7. Provide the API Key from Sendgrid to Woodpecker.

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8. Click ADD EMAIL.

If all data provided in SMTP settings in Woodpecker is valid, you’ll get a notification about successfully connecting your email address to Woodpecker, Sendgrid included.

There you go! You’ve just connected your email account with Sendgrid SMTP to Woodpecker.

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To test the SMTP connection, create a campaign in Woodpecker, add at least one email address as your prospect, and click the RUN button to send a test email to this address.

IN THIS ARTICLE

Connecting your mailbox
Troubleshooting
FAQ

1. Click ‘Connect your email’

Once your campaign is created, open it (click Campaigns in the black bar at the top, then click your campaign), and click Connect your email, right below the campaign’s name.

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Alternatively: you can go to Settings (expand the menu in the upper right and click ‘Settings’), then click the green button Add Email Account.

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2. Choose Other (IMAP) as your email provider

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3. Add your IMAP and SMTP server data

Enter your data as shown below and click Continue.

What data should I type in?

You can also check those on the IONOS help page about Settings For Your Email Programs »

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After filling out the form, just click Continue and wait for Woodpecker to connect your email address.


Troubleshooting


5. Set your “From name” and “Signature”

This screen allows you to set the sender’s name that will be visible to your recipients, and a signature that will be attached to emails in your campaigns.

You can skip this step, and set both later by clicking “set it later in Settings”. Here is our guide on how to edit and update your signature »

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6. Click “Save”

… and give Woodpecker a few moments to complete the setup. Afterward, you will be able to select this email as a sender in your campaign.

7. Your account has been connected

Now you are able to select your IONOS address as a sender in your campaign.

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8. Finalize the setup

9. Check your inbox for “Testing your email connection” message

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Once you connect your email account to Woodpecker, the App will send you the message confirming the successful connection. You will see it in your primary inbox. Its subject is “Testing your email connection with Woodpecker.co” and should look like the one on the image above.

Don’t worry, this is an automatic message sent from our internal email address [email protected].

In case you’re connecting a mailbox to a company under the Agency panel, we will send the message from the email account connected to your Agency account. The content of that message can be crafted by you in the Agency panel settings. Have a look at the Agency Quickstart Guide »

You can’t find the test message in your inbox?

  1. You might have been connected conditionally.
  2. Check your SPAM or junk folder.
  3. If the message is there, move it to the primary inbox.
  4. Try connecting your mailbox again. Remember to remove any labels or forwarding options. Learn why »
  5. Your email address should be connected successfully!

Testing your connection – campaign email

Woodpecker will be testing your email connection and deliverability every day by sending the test email to another of our internal email addresses, [email protected]. Don’t worry! While you have active campaigns, we will be sending the email once a day to check if your deliverability settings, such as SPF records or DKIM, have been set up correctly. Although a copy of those emails can be different from the original copy of your campaign, we do it to make sure that you’re up-to-date with your domain settings. Here you can read more about our deliverability checks and report »

Deliverability

Deliverability is the number of emails that have reached the recipients’ inboxes compared to the number of sent messages overall. The goal is to have as many of your emails land in your prospects’ inboxes rather than going to spam folders. To ensure high deliverability rates, make sure you set up SPF and DKIM correctly. Click here to learn more about the importance of deliverability.

Warm-up

Also, don’t forget about the domain and email address warm-up.


FAQ

Q: Why do I need to set up SPF and DKIM?

To avoid spam issues. How? SPF records tell mailboxes which hosts are allowed to send mail from a given domain. You can add SPF records in your DNS settings to easily prove your authenticity and help your email deliverability.

Q: How can I set up SPF and DKIM?

The way you set up your SPF record depends on your domain host. Make sure you include all the applications which send emails for you in your SPF record. Learn more about setting up the records on the IONOS page here.

Q: You mentioned that my mailbox and domain should be warmed up before connecting it to Woodpecker. What does it mean?

During the warm-up, you’re working on gaining a good sender’s reputation for your mailbox and domain. Why is it important? Without a warm-up, anti-spam filters you don’t see you as a trustworthy sender. Security mechanisms can suspect that you send spammy content and will block your mailbox, putting it on a blacklist.

Q: Is there anything else I should know before starting my campaign?

To make sure you didn’t miss anything please have a look at our 14 Deliverability Checks to Carry Out Before Sending Your Cold Email Campaign.