In the upper-right corner of every message in Inbox, there is a bin icon. When you hover over it five options will appear:

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Delete only from here – only deletes the email from Woodpecker

Delete from here and my email Inbox – deletes this specific message from Woodpecker Inbox and your mailbox

Watch out! This option removes messages also from your mailbox. That means that you won’t be able to access it through your email provider and restore it.

Delete all past and future emails from this prospect from here – deletes all emails from this prospect and prevents any future emails you might get from them from appearing in Woodpecker Inbox (They will still come to the inbox on your email server).
Delete all past and future emails from this domain from here – deletes all emails from any prospects sharing this domain and prevents any future emails you might get from them from appearing in Woodpecker Inbox (They will still come to the inbox on your email server).

GDPR encrypt this prospect – deletes all emails and encrypts your prospects’ data, changing their status to BLACKLISTED. Learn more about how to use GDPR encryption and unsubscribe.


Before deleting any email you will be prompted to confirm your action:

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As can be seen on the above screen deleting correspondence from Woodpecker Inbox is permanent.

After deleting some email from a prospect a message will appear in the campaign summary, on the list of prospects that have been contacted:

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In case you decide to use the option to GDPR encrypt your prospect, their data will be hashed in Woodpecker and will be seen as such in the campaign:

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IN THIS ARTICLE

How it works
Changing the sender address in a campaign
Adding a new email address

How it works

When you change the sender email address that you’re using, all emails and follow-ups in that campaign will be sent from the new address from that point. The previous sender, as well as the previous signature, will be visible in the attached thread when sending follow-ups.

You can use one of the email addresses that you have already connected to Woodpecker, or add a new one.


Changing the sender address in a campaign

To change the sending email address in your campaign, you need to:

  1. Open your campaign: go to “Campaigns” and just click it in the list.
  2. Click “Edit” in the upper right corner.
  3. Click the field “send from:” and select the new mailbox.
  4. Click the “Run” button in the upper right corner to resume sending.

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Important: Always set up automatic mail forwarding when changing the sending email address; any incoming messages should be forwarded to the new mailbox.

Otherwise, Woodpecker will not know when a prospect replies to the old address, and more follow-ups will be sent from the new one!


Adding a new email address

You can add the new email address as a separate one, or simply replace the old mailbox with a new one.


Replacing the mailbox

To change your email address first, you need to remove the connected mailbox and then connect a new one. Mind you, removing an active mailbox will automatically put any campaigns that are sending from it on hold. You can resume sending by editing each of them and selecting the new sending address.

  1. Go to Settings → Email Accounts.
  2. Click the trash bin icon next to the old address to remove it.change-sender-email-address-running-campaign image
  3. Click “Add Email Account” to add your new mailbox for sending.change-sender-email-address-running-campaign image
  4. Resume the sending in the active (running) campaigns. There are two options:• Click the ” Run” icon in the top right corner.

    change-sender-email-address-running-campaign image

    • Use the ” Send” button at the bottom of the page.

    change-sender-email-address-running-campaign image

To aggregate emails sent from Woodpecker in your CRM you will need:

1. Find BCC to CRM email address in your CRM settings.

2. Go to Woodpecker SettingsAccounts

3. Click the Email Address.

4. Go to Sending → CRM Email Address

5. Copy-paste email address found in your CRM and click save changes

Image with arrows showing where to set the BBC email to desired CRM

IN THIS ARTICLE

How it works
New Email
Reply
Forward
Delete
What else can you do in the Inbox?

How it works

Inbox in Woodpecker is the place where you can find your prospects’ replies (All), send a New Email, Reply to your prospects, Forward your messages or Delete them. Scroll down to learn more about these options or jump to the last section to learn what else you can do in Woodpecker Inbox.

Your Inbox is divided into sub-categories where you can find replies:


New Email

Image showing a new email button in Woodpecker

  1. New Email allows you to create a new message directly from your Woodpecker Inbox.
  2. Sending an email using the New Mail feature automatically creates a new campaign.
  3. That campaign is added to the queue if you have more campaigns running.
  4. Campaigns created by sending the single email will be added to a folder CUSTOM EMAIL. If you change this folder’s name, Woodpecker will create a new one, also called CUSTOM EMAIL and assign a new campaign to that folder.

Image showing arrow poiting to

What can you do?

  1. Change the sender’s email (you need to have at least 2 mailboxes connected).
  2. Type or paste in your prospect’s email address.
  3. Add Cc and Bcc.
  4. Fill in the Subject line.
  5. Change the font type and size.
  6. Disable/enable open tracking.

Image showing available options while creating a new email directly from Woodpecker

Where can I find my custom emails?

  1. Go to Campaigns.
  2. Filter your campaigns by Folder CUSTOM EMAILS. Read more about folders »

Gif showing how to enter the


Reply

Image with mouse poiting to

What can you do?

  1. Change the sender’s email.
  2. Write your addressee’s email address.
  3. Add Cc and Bcc.
  4. Fill in the Subject line.
  5. Change the font type and size.

Forward

Image with mouse poiting to a

Similarly to the Reply, doesn’t create a new campaign. Other functions stay the same.


Delete

Image with arrow poiting to a different option when deleting the massage from the inbox

Delete only from here – only deletes the email from Woodpecker Inbox. You will find that message in your mailbox.

Delete from here and my email Inbox – deletes this specific message from Woodpecker Inbox and your mailbox

Watch out! This option removes messages also from your mailbox. That means that you won’t be able to access it through your email provider and restore it.

Delete all past and future emails from this prospect from here – deletes all emails from this prospect and prevent any future emails you might get from them from appearing in Woodpecker Inbox. They will still come to the inbox on your email server.

Delete all past and future emails from this domain from here – deletes all emails from any prospects sharing this domain and prevents any future emails you might get from them from appearing in Woodpecker Inbox. They will still come to the inbox on your email server).

GDPR encrypts this prospect – deletes all emails and encrypts your prospects’ data, changing their status to OPT-OUT. Learn more about how to use GDPR encryption and unsubscribe.

Learn more about deleting emails from Woodpecker Inbox.


What else can you do in the Woodpecker Inbox?

Filter by Campaign

Image showing an option to filter massages in inbox by the campaign

Change prospect’s status

Image with arrow poiting to an option to change prospect

Set a new date for a follow-up for prospects who sent autoresponder

Image of calendar view from which you can choose the date on which the sending will resume for autoreplied prospects

Assign email to campaign

Image with arrow poiting to a menu from which you can assign massage to a campaign

Have a look at our list of hotkeys that make navigating through your Inbox in Woodpecker quick and easy.

Learn more on our blog How To Manage All Your Replies in Woodpecker Inbox »

IN THIS ARTICLE

How reply detection works
Receiving emails from a specific prospect
Settings: download “related” or “all” emails
How to remove or block emails from Woodpecker Inbox
FAQ

How reply detection works

One of the core features of Woodpecker is proper reply detection. This ensures that there is always information when a prospect is interested in your offer and that your follow-up schedule runs smoothly and accurately, without barging your prospects’ inboxes with additional emails when they replied already.

One of the mechanisms that make reply detection possible is pairing by domain, which allows the App to know when someone replies to your email from a different address – for example, when an email sent to [email protected] was replied to by his colleague, from the address [email protected].

The disadvantage here is that emails that are not (directly) related to your campaigns may appear in your inbox if the sender’s domain matches that of one of your prospects.

This is most noticeable when you add an address from your own company to Woodpecker, for test purposes. You may then be seeing some emails from your other colleagues in Woodpecker Inbox, since their addresses will be in the same domain. (Dang!)


Receiving emails from a specific prospect

Emails from the addresses in your prospect database will usually appear in the Inbox, regardless of whether these are replies to your campaign or not. This is the expected behavior of the App, as it will rather grab redundant emails than miss one that’s very important.


Settings: download “related” or “all” emails

You can decide whether you want the App to only download the emails that are related to your campaign or prospects (default), or would rather have all incoming emails from that mailbox in Woodpecker.

To control that, navigate to Settings → Email Accounts, click your mailbox in the list, then Receiving and scroll down to find the section “Inbox”, then select the preferred option.

Inbox settings


Reply detection fares best when you are using a dedicated mailbox for sending cold email campaigns.

We strongly recommend setting up a separate email account for cold outreach.


How to remove or block emails from Woodpecker Inbox

There are two ways to get rid of emails from a specific address or domain from your Woodpecker Inbox:

Option 1: Block from Inbox

Go to your Inbox in the app, find the email from the address (or domain) that you want to remove or block and click the bin icon in the upper right, then select:

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Learn more about Deleting emails from Woodpecker Inbox.


Option 2: Set up “Blocked Correspondence”

This feature blocks incoming mail. Add the addresses or whole domains of the companies whose correspondence should not get into the Woodpecker inbox to make sure that they won’t appear in Woodpecker.

How to set it up?

Go to Settings → Email Accounts, click your mailbox in the list → Receiving and scroll down to find the section “Blocked Correspondence”. Click Add, then:

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FAQ

Q: How can I download the list of blocked contacts?

  1. Go to the Blocked correspondence tab,
  2. Checkmark or select all prospects that you want to export.
  3. Click “Actions” → Export as .csv.

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Q: How can I unblock multiple prospects at once?

  1. Go to the Blocked correspondence tab,
  2. Checkmark the prospects you want to unblock. You can use “Select all…” link.
  3. Click “Actions”“Unblock all selected”.

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Q: Can I see who blocked a particular prospect?

See the column “Blocked by▼” or use the filter by Blocked by.

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Note: This will only affect receiving emails in Woodpecker. Any removed/blocked emails will be left intact in your email account.


Check out our article Blocked correspondence vs Safety Tab to learn about the differences between them.

Hotkey Function
<Shift> + ↑ and <Shift> + ↓ up / down (next / previous mail)
<Shift> + ← and <Shift> + → previous / next page
<Shift> + A or <Shift> + I mark as “Interested”
<Shift> + S or <Shift> + M mark as “Maybe Later”
<Shift> + D or <Shift> + N mark as “Not Interested”

Learn new things!

There are two options if you need to start using a new email account in Woodpecker.

  1. You can purchase an additional slot to which your email account can be connected. As a result, your monthly payment will be increased. Read more about Billing »
  2. You can deactivate the old email and then add a new one and connect it to freed slot – in this case, your pricing will stay unchanged.

How it works

Removing an email account from Woodpecker causes that the IMAP disconnects. IMAP is responsible for receiving the messages. Replies that your prospects have sent to this email address won’t be kept in Woodpecker anymore. However, the replies will be still accessible through your email provider’s inbox.

How to replace the email?

1. Go to ‘ Settings‘ → ‘ACCOUNTS‘ → select your account.

2. Then, click the switch button icon to deactivate the old email account.

Gif of activating and deactivating email account in Settings

3. Once the old email is deleted, you can add the new one. Click the ADD EMAIL ACCOUNT button and follow the instructions.

Image of arrows pointing at the Accounts tab from where user also can add the email account

Now just go to your campaign and choose your new email address for sending and resume it.


Troubleshooting

If you will have any problems when connecting the new email to Woodpecker, check out our articles or contact us!

TL;DR:

Yes, for at least 20 minutes after the reply arrives.


You shouldn’t move any replies from your prospects to other folders or delete them from your inbox for at least 20 minutes.

Woodpecker uses those 20 minutes (that’s the refresh interval) to check and analyze the new message in order to assign it to a specific prospect and campaign. The reply will then be shown in your Inbox in Woodpecker.

Later on, you are free to move it to another folder, archive it or delete it, at your leisure.


Why is it important?

The sequence of follow-ups will be stopped once the RESPONDED status is correctly assigned to your prospect. If you move or delete the reply before your prospect’s status gets updated, next emails in the queue will be sent – and this is what you want to avoid.

Please make sure no forwarding or labeling has been set up on your mailbox. Besides, check if IMAP has been enabled. Otherwise, Woodpecker won’t be able to fetch your responses.

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Have a look at our article Deleting emails from Woodpecker Inbox if you want to learn how to remove emails from your account.

Don’t worry, they won’t be deleted from your mailbox server unless you choose this option!

IN THIS ARTICLE

1. How to edit your signature?
2. How to update your signature in an existing campaign?
3. How to add the ‘unsubscribe’ link to the signature?
4. How to include the image in the signature?
5. Troubleshooting


Before adding your signature check out an article about Best Signatures for Sales Emails: Let’s Analyze What Makes Them Effective »


1. How to edit your signature?

  1. Go to “Settings” “Email Accounts”.
  2. Click on the email address to update.
  3. In “General Settings”, open “Signature” tab.
  4. Type or paste in your signature.
  5. Click “SAVE CHANGES”.
  6. Update your signature in a campaign »

edit-update-email-signature image

Adding signature in HTML code

Alternatively, you can also add an HTML signature using the HTML edit mode.

  1. Switch Txt → HTML view.
  2. Paste in your HTML code.
  3. Save your changes and update your signature in a campaign.

edit-update-email-signature image


2. How to update your signature in an existing campaign?

  1. Go to the campaign editor and find the “send from:” field.
  2. Switch the currently visible email address to “none“.
  3. Select the email address with the updated signature.

edit-update-email-signature image


3. How to add the ‘unsubscribe’ link to the signature?

  1. Go to “Settings” → “Email Accounts” and click on your mailbox.
  2. In “General Settings”, open “Signature” tab.
  3. Click the “Insert/edit link” icon.
  4. You’ll see a pop-up window. There, paste in or type:• {{UNSUBSCRIBE}} as URL.• unsubscribe, or any other text you’d like your prospects to see there as LINK TEXT.
  5. Click the green button “ADD” and then “SAVE CHANGES”.

edit-update-email-signature image

Worth knowing:


4. How to include the image in the signature?

You can add the image to your signature in 2 steps:

  1. First, upload an image to the hosting service to create a link.
  2. Add the link (URL) to your image in Woodpecker’s signature settings. To do so, click the Insert/edit image icon. Alternatively, add your image in the HTML view. Read more »

edit-update-email-signature image


5. Troubleshooting

“Best regards,

Sebastian

[Image]

[links]”


IN THIS ARTICLE

How to delete the email account from Woodpecker

Inbox

Campaign


How to delete the email account from Woodpecker

If you want to delete your email account from Woodpecker go to Settings → Accounts → Email and click on the trash icon next to the address you want to remove.

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Remember, that if you no longer want to use a certain mailbox for sending, you can simply deactivate it using the switch button. This way, in case you’ll want to use it again, you’ll not have to connect it as Woodpecker will remember its configuration.

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Check out our guide on Managing your Email Accounts »


Inbox

If you delete the email account you’ll no longer have access to its inbox from Woodpecker. The mailbox will no longer be shown under the Inbox tab.

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However, Woodpecker will keep the responses from your prospects send to them from deleted email address in the campaign.

You can access both emails send by you as well as your prospect’s replies within the Prospects tab of your campaign by clicking on the arrow next to their email address.

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Note: in case you’ll remove your mailbox and connect it again later, Woodpecker won’t sync historical responses from your prospects and they won’t appear in their last activity.


Campaign

If you’ll remove your email account from Woodpecker, all of the running campaigns that used this account for sending will be stopped. You can resume them by selecting a new email address.

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Since Woodpecker will save correspondence with your prospects it will also save their whole activity. So even if you’ll delete your email address from Woodpecker, your campaign stats will remain untouched and you can review them at any time.

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TL;DR Your email is displayed in grey because it is deactivated and cannot be used for sending. If you cannot activate it with the switch button next to it there are no empty slots on your account to which you could connect it. You can either purchase additional slots » or deactivate one of your currently active email accounts »

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Purchasing additional slot

In order to buy an additional slot, go to the Marketplace → Slots tab and click on the green button on the right.

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You’ll be redirected to the page where you can choose how many slots you want to purchase and you’ll see how your period payment will change.

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In the summary, you will see the difference between how many slots you had (and how much you’ve been paying) and how it will change after confirming your purchase.

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Once you have an additional empty slot, simply go to Settings → Accounts and hit the switch button next to the inactive email account.

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Switching email accounts connected to slot

If you want to avoid additional charges you can always deactivate your email account in order to empty your slot.

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Once your email is deactivated you’ll see that the number of slots in use will decrease which means that you have free space for adding (or activating) another email account.


In Woodpecker Agency

You can manage your clients’ email accounts directly from the list of companies. Simply click on the arrow right to their company name and you’ll see emails under their account.

email-displayed-grey image

Remember that in order to be able to activate an email account, there needs to be an empty slot on your main Agency account.


IN THIS ARTICLE

1. How it works
2. How to activate an Email Account
3. How to deactivate an Email Account
4. FAQ

1. How it works

If you wish to add an email account to Woodpecker go to the Settings → Accounts tab.

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Note: if you do not have any free slots you won’t be able to activate newly added email accounts. You can always deactivate one of the currently active email accounts and replace its slot with a new one. Learn how to add a new slot to your Woodpecker account »


Once you connect your email addresses you can switch their status between Active and Inactive in order to manage them or to add additional ones.

2. How to activate an Email Account

In order to activate your email simply hit a switch button next to it and after that, you’ll see it changing its color to green, which means your email account is now active and available for sending.

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Active email account allows you to run a campaign with it and receive incoming emails from your prospects. It is important to keep it active as long as your campaign isn’t marked as ‘Completed in order not to miss any response from your recipients.

Keep in mind that you won’t see the activation switch button if you do not have any free slots to which this email account can be connected.


In Woodpecker Agency

You can manage your clients’ email accounts directly from the list of companies. Simply click on the arrow right to their company name and you’ll see emails under their account.

manage-email-accounts image

Remember, that in order to be able to activate an email account, there needs to be an empty slot on your main Agency account.

This can be achieved by either deactivating other unused email account or by simply purchasing an additional slot »


3. How to deactivate an Email Account

Once you’ve finished your campaign using a certain email account you can deactivate it off by clicking on the switch button next to Sending Limit in order to deactivate it and empty the slot for another email address.

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Remember that Woodpecker will not track incoming emails for deactivated email accounts. All your current running campaigns using this address will be paused.

Deactivating email accounts gives you the opportunity to add a new email address (or activate another one) without the need to delete an unused one. You can keep them all connected to Woodpecker and toggle between them as you need.


FAQ

Q: Will I be billed for the email accounts connected to Woodpecker?
No, your bill is based on the number of slots you have and add-ons. Connecting email accounts is free of charge. Here you can read more about our billing »

Q: Why can’t I click the switch button to activate my account?
Please check if you have any free slots available in the Marketplace → Slots tab. If you don’t you, can either buy an additional slot or deactivate one of your currently active email accounts.

Q: How can I remove an email account from Woodpecker?
If you wish to remove your email address from Woodpecker simply click on the trash icon next to it in the Email Accounts tab in Settings.

They will all be there, safe and sound, in your actual email account – both the sent and received messages.

That said, the replies should be kept in the inbox in your email account for at least 20 minutes. Otherwise, Woodpecker might not be able to detect them.

You will need to make sure that you don’t move them to another folder too quickly, and that there is no filters or scripts in your email account that would do that automatically. Read more »