Setting Up Email Delivery
Configure SMTP and IMAP for sending outreach emails and detecting prospect replies.
Sending and Receiving Replies
Kit sends through the SMTP server you configure. Set up domain authentication and sending limits with your email provider. Connecting SMTP does not guarantee inbox placement.
An IMAP connection lets Kit detect replies. Kit polls the mailbox every 5 minutes.
Account administrators configure the legacy team mailbox at Outreach > Settings. Connect your own private mailbox at Outreach > Mailboxes.
Connect and share a private mailbox
- Choose Connect a private mailbox. Enter your SMTP details in the settings form and choose Save and verify connection. Enter credentials here, never in chat or an MCP call.
- Optionally configure IMAP for reply detection. SMTP alone can support approval of an initial email; it does not provide inbox access.
- Under Sharing, choose a current Outreach team member. Grant Send from this mailbox and Read conversations separately. Both must be chosen explicitly; read access includes existing conversations. Saving replaces that person’s permissions.
- Choose the mailbox in From when creating a campaign. That campaign stays with the selected sender; create a new campaign to use another mailbox.
The owner manages the connection and sharing. A send-only teammate can work on the campaign brief and their own initial drafts, but cannot read conversation history. A reply requires both send and read permissions. Being an account administrator alone does not grant access to private credentials or conversations.
Revoke access removes a teammate’s grant. Disable sending is reversible; Retire mailbox is permanent and preserves history. Current permissions and connection state are checked again before sending.
Private mailboxes do not support automatic follow-up drafting, automatic reply drafting, quick-reply links or meeting booking. Request a private reply draft explicitly and review it before sending. The meeting booking guide applies to team-mailbox campaigns.
Configuring SMTP
SMTP credentials tell Kit how to send emails on your behalf. Enter the SMTP host, port, username, password, and sender email. From Name is optional; a separate toggle controls unsubscribe headers.
| Setting | Description | Example |
|---|---|---|
| SMTP Host | SMTP server hostname | smtp.mailgun.org |
| Port | SMTP port (1–65535, default: 587) | 587 |
| Username | SMTP authentication username | [email protected] |
| Password | SMTP authentication password | key-abc123... |
| From Email | Sender email address | [email protected] |
| From Name (optional) | Display name shown to recipients | Alex from Acme |
| Include List-Unsubscribe headers | Add RFC 8058 List-Unsubscribe headers (default: on) | true |
After saving, Kit attempts a test connection to verify your credentials. A green “Verified” badge appears once the connection succeeds. If verification fails, check the troubleshooting section below.
Configuring IMAP
IMAP allows Kit to poll your inbox for prospect replies. When a reply arrives, Kit matches it to the original outreach message using the In-Reply-To header and the sender’s email address.
| Setting | Description | Example |
|---|---|---|
| IMAP Host | IMAP server hostname | imap.gmail.com |
| Port | IMAP port (typically 993 for SSL) | 993 |
| Username | IMAP login username | [email protected] |
| Password | IMAP authentication password (falls back to SMTP password if left blank) | app-pass-xyz... |
The Password field in the IMAP section lets you use separate credentials for reading replies. If you leave it blank, Kit falls back to the SMTP password you entered above. Enable IMAP by toggling the IMAP section on the settings page. Kit polls every 5 minutes for new messages.
Choosing a Provider
You need an SMTP server for sending and an IMAP mailbox for replies. They can come from different providers. Check support for these protocols and password or app-password authentication, and check that the provider permits your intended sending use.
Configure SPF, DKIM, and DMARC records using your provider’s instructions for your domain.
Troubleshooting
| Problem | Likely Cause | Fix |
|---|---|---|
| Authentication failed | Wrong username or password | Check credentials and your provider’s app-password requirements |
| Connection refused | Wrong host or port | Verify the hostname and your provider’s STARTTLS port, usually 587 |
| SSL/TLS error | Port/encryption mismatch | Kit uses STARTTLS. Do not select an implicit-TLS port such as 465 |
| Replies not detected | IMAP not enabled or wrong folder | Enable IMAP on your provider; check that Kit is polling the correct mailbox |
| Emails going to spam | Possible domain authentication, reputation, or content issues | Check SPF, DKIM, DMARC, and provider diagnostics. Correct records do not guarantee inbox placement. |
Quick Checklist
- Enter SMTP credentials (SMTP Host, Port, Username, Password, From Email)
- Verify the connection shows a green “Verified” badge
- Enable IMAP and enter your IMAP server details
- Confirm SPF, DKIM, and DMARC records are set on your domain
- Toggle List-Unsubscribe headers on or off based on your sending style
- Send a test email to yourself to verify delivery
Next Steps
- Creating Campaigns: set up your first campaign with templates and AI directives
- Suppressions, Bounces, and Deliverability: protect your sender reputation