Outreach Mailbox Setup
The outreach agent sends from your own mailbox, so replies come straight to you. This guide covers steps 3 and 4 of Outreach setup in your Portal: connecting the mailbox, and the three DNS records that keep your emails out of spam.
Why an app password?
An app password is a separate password that lets one program send and read mail for your mailbox. You create it once, paste it into the Portal, and can delete it any time to cut the agent off. Your normal password is never shared with us. We test the sign-in when you save and store the app password encrypted.
Google Workspace or Gmail
- App passwords only appear once 2-Step Verification is on. Turn it on at myaccount.google.com → Security → 2-Step Verification.
- Go to myaccount.google.com → Security → App passwords (or search "App passwords" at the top of that page). Name it "Moonlight Outreach" and copy the 16-character password.
- In the Portal, choose provider Google. The server settings fill in for you.
Microsoft 365 (Outlook)
Microsoft 365 often blocks this kind of sign-in by default, so this usually needs your Microsoft 365 administrator. Two settings are involved:
- Authenticated SMTP must be allowed for your mailbox: Microsoft 365 admin center → Users → Active users → select the user → Mail → Manage email apps → tick Authenticated SMTP (and IMAP). If your organisation uses "Security defaults", the administrator has to allow it there too.
- App password: once multi-factor sign-in is on and app passwords are allowed, create one at mysignins.microsoft.com → Security info → Add sign-in method → App password.
- In the Portal, choose provider Microsoft 365.
Zoho Mail
- In Zoho Mail, go to Settings → Mail Accounts → IMAP and make sure IMAP access is on.
- Create an app password at accounts.zoho.com → Security → App Passwords.
- In the Portal, choose provider Zoho.
Any other provider
Any mailbox that offers SMTP (for sending) and IMAP (for reading replies) works. Your provider's help pages list the server names and ports. Choose Other in the Portal and enter them with your app password, or your normal password if the provider doesn't use app passwords.
Your domain's email records (SPF, DKIM, DMARC)
These are short text records in your domain's DNS. They prove your emails really come from you, and inbox providers send email without them to spam. You add each one once. The Portal checks them for you and shows a tick when they're found.
| Record | What it does | Needed? |
|---|---|---|
| SPF | Lists which servers may send email for your domain. | Required |
| DMARC | Tells inboxes what to do with email that fails the checks. The simplest version is v=DMARC1; p=none. | Required |
| DKIM | Signs each email so it can't be altered. You switch it on in your email provider, which gives you the record to add. | Strongly recommended |
Google Workspace, Microsoft 365 and Zoho each publish the exact SPF and DKIM values for their mail. Search "SPF record" and "DKIM" with your provider's name. Your domain may already have SPF if you use the same provider for everyday email. A domain must have only one SPF record.