How OutreachPro works

You connect a Google Workspace or Microsoft 365 mailbox over OAuth, the same consent screen you would see when granting any app access. OutreachPronever sees your password, and the access tokens are encrypted at rest (AES-256-GCM). Each message is sent through that mailbox by Google or Microsoft, so it carries your domain and your provider's infrastructure rather than a shared sending pool.

Revoking access from your Google or Microsoft account security settings stops sending from that mailbox immediately. A mailbox whose access expires is marked as needing reconnection and you are told about it.

Every CSV import requires an attestation of how those people opted in: a signup form, double opt-in, an existing customer relationship, a contract, an event registration, or an introduction they asked for. You describe it in your own words and can add the URL of the disclosure and the date consent was given. Every address from that import carries the record, and it can be exported.

Addresses without a consent record can be stored, so you can see what needs fixing, but the sending queue will not accept them. There is no option for a bought or scraped list. The guide on what counts as consent explains why.

Each mailbox has its own daily and hourly cap (200 and 40 by default, adjustable) and a random gap between sends (25 to 90 seconds by default). Campaigns only send inside the days and hours you choose, in the timezone you choose. A background worker does the sending; nothing is sent from your browser, so closing the tab does not stop or duplicate anything.

These defaults sit far below what Google and Microsoft allow, on purpose. Why to stay well below provider limits.

A mailbox can be put on a warmup ramp: it starts at a small daily volume (10 by default) and adds a fixed amount each day (5 by default) until it reaches the mailbox's cap. The ramp paces your own campaign mail. It does not exchange messages with other users' mailboxes to manufacture opens and replies, which is what many “warmup networks” do and what mailbox providers work to detect.

What a warmup ramp can and cannot do.

A campaign can send from several connected mailboxes. Volume is spread across them, and each keeps its own limits and pacing, so adding a mailbox adds capacity without pushing any one of them harder. Rotation changes how the volume is carried, not who receives it.

A campaign can have follow-up steps, each sent after a delay you set and only if a condition holds: no reply yet, no open, or no click. A follow-up can reply in the same thread as the first message. Someone who unsubscribes, hard-bounces or complains is suppressed, and their remaining steps are skipped.

Templates use variables such as {{first_name}} or {{company}}, and any extra column in your CSV becomes a variable too. Values are HTML-escaped when inserted. Before sending, a content check flags common spam triggers, missing variables, link and image counts and subject length.

A template can have A/B variants with weights, and results are reported per variant. An optional AI rewrite can tighten or rephrase a draft; it only runs when you ask for it and you edit the result before anything is sent.

Every message carries a visible unsubscribe link and the List-Unsubscribe and List-Unsubscribe-Post headers that let Gmail, Yahoo and others show one-click unsubscribe. Unsubscribing suppresses the address across the whole account immediately. Hard bounces and spam complaints suppress it automatically. A later import cannot add a suppressed address back.

Sends, opens, clicks, replies, bounces and unsubscribes are recorded per recipient, per step and per campaign. The dashboard compares each period with the one before, flags a rising bounce rate, and compares a campaign with your own recent campaigns rather than with an industry average we would have to invent.

Open tracking can be turned off per campaign, and open counts should be read with care: Apple Mail Privacy Protection and image proxies register opens that nobody made. Why reply rate is the number to watch.

OutreachPro sends as you but does not read your mailbox. When someone replies, you mark them as replied on the campaign page, which stops their remaining follow-ups. Unsubscribes, bounces and complaints are handled automatically.

The SPF, DKIM, DMARC and MX records of every domain you send from are checked and explained, including how many of SPF's ten DNS lookups you are using. The same check is available without an account in the domain health checker. Click and open tracking can run on your own subdomain instead of ours.

API keys give programmatic access to the same endpoints the dashboard uses. Webhooks deliver signed events (sent, open, click, bounce, reply, unsubscribe) to a URL you choose, with retries. There are no CRM connectors yet.

Lists, templates and campaigns can be shared in a workspace with owner, admin, member and viewer roles. Connected mailboxes stay with the person who connected them. Security-relevant actions are kept in an audit log.

• It does not guarantee inbox placement. The receiving server decides, and no tool can promise a rate.
• It does not provide contact data, and it does not accept imports without a consent record.
• It does not run a shared warmup network or send from shared infrastructure.
• It does not read your mailbox, so replies are marked by hand rather than detected automatically.
• It does not yet sync with a CRM such as HubSpot or Salesforce.
• It is not a newsletter builder: there is no drag-and-drop designer or hosted signup form.

When OutreachPro is and is not the right tool goes through the alternatives.