Connect your Microsoft Office 365 (Hotmail) with aNinja

Connect your Microsoft Office 365 – Outlook (Hotmail) with aNinja to start sending emails to your leads.

Office 365 email integration with aNinja allows you to use your Hotmail account in aNinja app to send, receive, and view all the email interactions in parallel with your email client.

To secure your email account, and for the integration with aNinja to work, you want to create an App Password.

When connecting your Hotmail account with aNinja, it’s important to complete the 2 steps for your email to sync correctly.

Connect your Microsoft Office 365 (Hotmail) with aNinja

Before you go ahead and connect your Microsoft Office 365 email with aNinja, make sure to enable the two-step verification and generate an app password.

  • On the left sidebar, click on Settings > Email Accounts
  • If you already have an email account saved in aNinja, and want to complete the authorization, click on the edit pen next to the email. Then go to step 2 —> Connect/Re-auth.
  • Otherwise, go ahead and create an email account. Click Add Email Account
Step 1
  • Fill in the following fields: Name and Emailconnect your email with aNinja
  • And hit Update
Step 2
  • Click Connect / Re-auth

Connect your Gmail with aNinja

  • Enter the app password that you generated for aNinja, and hit Login.

Connect your Microsoft Outlook (Hotmail) with aNinja

  • Once set up, your Email account would show up running under the status.Connect your Microsoft Outlook (Hotmail) with aNinja

You can also connect your email using IMAP settings

Note! It is very important to complete the 2 steps for the email to sync correctly.

Unable to authorize the Microsoft Office 365 account 

The error Unable to Authorize Microsoft/Office365 account may occur when an account has an issue with the connected mailbox.

Instructions on how to resolve this problem.

After which please restart your authentication flow in aNinja.

 

Connect your email with aNinja using the Custom IMAP settings

Connect your Email with aNinja to start sending emails to your leads. If you don’t know your email provider, or can’t find it listed in aNinja, you can use your email configuration info or the server settings to connect your email with aNinja using IMAP.

It’s important to complete the 2 steps of the authorization for your email to sync properly.

Connect your Email with aNinja using IMAP

On the left sidebar, click on Settings > Email Accounts

  • If you already have an email account saved and want to complete the authorization, click on the edit pen next to the email. Then go to step 2 —> Connect/Re-auth.
  • Otherwise, go ahead and create an email account. Click Add Email Account.

Step 1

Fill in the following fields: Name and Emailconnect your email with aNinja

  • And hit Update
Step 2
  • Click Connect / Re-auth

Connect your Gmail with aNinja

  • Scroll down and click on “See all providers

  • Then hit “Custom IMAP settings

  • Type your password.
  • Fill in the email configuration info under Server Information, to log in with IMAP.
    • You can find the email configuration in your email under “Server Settings”.

  • Lastly, hit Login.

Once set up, your Email account would show up running under the status.

Note! It is very important to complete the 2 steps for the email to sync properly.

Connect your Gmail with aNinja

Connect your Gmail with aNinja to start sending emails to your leads. It’s important to complete the 2 steps of the authorization for your email to sync properly.

Connect your Gmail with aNinja

  • On the left sidebar, click on Settings > Email Accounts
  • If you already have an email account saved and want to complete the authorization, click on the edit pen next to the email. Then go to step 2 —> Connect/Re-auth.
  • Otherwise, go ahead and create an email account. Click Add Email Account
Step 1
  • Fill in the following fields: Name and Emailconnect your email with aNinja
  • And hit save
Step 2
  • For Google Workspace, it’s required to whitelist aNinja before you continue.
  • Click Connect / Re-auth

Connect your Gmail with aNinja

  • Enter your email then hit NextConnect your Gmail with aNinja
  • Enter your password then hit Next
  • You will receive a security message “Google hasn’t verified this app”
  • Click AdvancedConnect your Gmail with aNinja
  • Then hit “Go to Security Nylas (unsafe)”Connect your Gmail with aNinja
  • Toggle all the checkboxes to allow Nylas to access your Google accountConnect your Gmail with aNinja
  • Lastly, click “Continue”Connect your Gmail with aNinja
  • Once set up, your Gmail account would show up running under the status.

Note! It is very important to complete the 2 steps for the email to sync properly.

Email account sync statuses

Your synced email with aNinja can have multiple statuses (running, stopped, and partial). In this article, we show you the different Email account sync statuses; and the reasons behind the stopped and partial status emails.

Where to check the Email account sync statuses in aNinja

Go to Settings > Email accounts

Mainly, the state of your email is what you read under status.

Email account sync states

Email Account States

Typically, your email account has one of the following states:

Running

This state means every mail for every folder, contact, and calendar data is all syncing quickly and reliably.

Stopped

In general, an account stops syncing if it repeatedly encounters the same error or is unable to access the email server. In most cases, the sync engine retries syncing the account for some time. However, if the account continuously fails to sync, then it stops syncing mail until further action is taken. Accounts can also stop if the sync engine encounters a non-recoverable error.

An account also stops if it was stopped intentionally.

Partial

Partial states are typically temporary. They may indicate issues with the mail server. Accounts in this state, however, are still running.

One or more folders in the account may not fully sync currently or not sync mail at all. Typically, accounts recover and return to a full-running state.

Some reasons an account may be in a partial state:

  • It’s a new account and hasn’t finished its initial sync. A newly authenticated account may be partial for a few hours up to a few days as it completes its initial synchronization.
  • The account was recently unauthenticated.
  • The user deletes, changes, adds or restricts folders.
  • Slow network connections.
  • Low bandwidth on the email server.
  • A backlog within the Nylas platform.
  • A large number of folders in the user’s mailbox.
  • Syncing historical data. In this case, the account can stay in a partial state for up to a week. The time depends on the amount of data being synced.
  • The user has external integrations that may be slowing down their email server.
  • The user’s email server has a connection or network issues.
  • Microsoft accounts with numerous folders.

! Keep in Mind

Microsoft accounts with a large number of folders (>100) may enter partial states more frequently.

And for Microsoft accounts, consider archiving folders if there are over 500 folders. Mainly, use Exchanges Archive feature on any of the folders that don’t need to be synced with aNinja. However, the email administrator should have more details about how their version of Exchange handles archiving.

In general, partial statuses indicate a temporary issue with the mail server. And the accounts typically recover after some time. Recovering accounts switch back into a full-running state as soon as possible.

Enabling IMAP in Yahoo mail

Enabling IMAP in Yahoo mail allows you to use IMAP (Internet Message Access Protocol) to sync your Yahoo Mail on aNinja app.

Overview of IMAP Protocol

IMAP is a protocol that allows you to download email messages from your Yahoo Mail server. It also allows you to access them with desktop email clients like Outlook/ Mac Mail and/or mobile email clients. So, you can configure Yahoo Mail on any standard IMAP email client using the IMAP and SMTP Server Settings.

Moreover, IMAP allows a two-way synchronization between the email clients and your Yahoo Mail account. It means that you can access the same account from multiple email clients.

Yahoo Mail IMAP Settings 

To access Yahoo Mail seamlessly in an email program, open the program’s new account section, and enter these settings:

  • Yahoo Mail IMAP server: imap.mail.yahoo.com
  • IMAP port: 993
  • IMAP TLS/SSL: yes
  • IMAP username: Your full Yahoo Mail address
  • IMAP password: Your Yahoo Mail password or app password
Yahoo Mail SMTP Settings
  • Yahoo Mail SMTP server: smtp.mail.yahoo.com
  • SMTP port: 465 (try 587 as an alternative)
  • SMTP TLS/SSL: yes
  • SMTP username: Your complete Yahoo Mail address
  • SMTP password: Your Yahoo Mail password

Enabling IMAP in Yahoo mail

  1. Sign in to Yahoo Mail.
  2. Go to your “Account security” settings.
  3. Turn on Allow apps that use less secure sign in.

Use 2-step with phone verification

You will receive a text or a call with a new code that you need to enter at sign-in.

  1. First, sign in to your Account Security page.
  2. Next to “2-Step Verification,” click Turn on 2SV.
  3. Then, click Get started.
  4. Select Phone number for your 2-step verification method.
  5. Lastly, follow the on-screen prompts to complete the process.

IMAP/SMTP Password in Yahoo mail

Follow these steps only if you have 2-Step-Verification enabled:

  1. First, position the mouse cursor over your name in the top Yahoo! Mail navigation bar.
  2. Then, select Account Info on the page that appears.
  3. Open the Account Security category.
  4. Select Generate App password under Account security.
  5. Click “Get started”
  6. Type your app’s name (aNinja)
  7. And click Generate password
  8. Use the generated password which is being displayed both in IMAP and SMTP sections in your email account settings.
  9. Lastly, click Done.

Email account with custom IMAP

In this article, we show you how you can set up an email account with custom IMAP.

POP v/s IMAP

When setting up a mail client such as Microsoft Outlook, Mac Mail, iPhone, or Android, you will need either enter POP or IMAP server settings.

POP (Post Office Protocol) stores the emails on a single device and not on the server. POP doesn’t support public folder access, as folders are only accessed from the client’s device. Which does not enforce aNinja’s vision for mobile data access.

Whereas IMAP (Internet Message Access Protocol) is an internet protocol that lets you sync your email inbox across multiple devices. Basically, IMAP is a protocol that allows aNinja to synchronize the email messages view. So that if you communicate by email with your lead/customer (whether from aNinja, your email client, or anywhere), you will have all the relevant emails for that lead centralized in the aNinja lead view, as well as available in your email clients.

Below are the settings you need for the email product.

IMAP

These are the instructions for the Unsecured Setup (not recommended):

  • IMAP Server Name: mail.name.com
  • IMAP Port: 143
  • SMTP Server Name: mail.name.com
  • SMTP Port: 25 or 80

These are the instructions for the Secured Setup (SSL):

  • IMAP Server Name: mail.name.com
  • IMAP Port: 993
  • SMTP Server Name: mail.name.com
  • SMTP Port: 587 (for TLS) or 465 (for SSL)

Note: These settings are not valid for email accounts associated with a hosting plan.

For the setup, the username will be your email address and the password will be your email address password.

Lastly, have any specific questions about setting up your email account with custom IMAP? Leave an email to our Support team at support@aninja.com. We’re more than happy to assist you!

Email-sending limit

Every email server has an Email-sending limit and it predefines how many messages it allows you to send each day.

aNinja was designed to make sending and receiving Emails easy, using your Email server.

Through aNinja, you can send a bulk email sequence to all your leads, or a group of leads that you pull out using a Smartlist.

Bulk Email sequences stopped sending out

When you’ve reached the daily Email-sending limit allowed by your Email server, it stops sending Emails from your account.

The daily sending limits of the different Email service providers

Godaddy Workspace

500 SMTP relays per day

GSuite

10,000 sent Email messages per 24-hour period. However, this can be lower if your Google Workspace account is still in a trial-like period.

Gmail

2,000 sent Email messages per day

Office 365 / Outlook

Daily recipients: 5,000

Maximum recipients per message: 500

What to do to send a large bulk of Emails

The best recommendation would be to connect aNinja with a Transactional Email service provider (such as Sendgrid). You’ll then be able to send 10K to 1M+ eventually Emails without affecting your Email provider.

Moreover, Sendgrid adds Unsubscribe links to the Emails you send through it. It also tracks spam scores and notifies you.

SendGrid is usually used to send out bulk email sequences and it works well with aNinja.

Connecting Sendgrid with aNinja

To connect Sendgrid with aNinja:

  • Create a Sendgrid account (so you get an API key that we place in aNinja). You can start with a free tier or their basic tier.
  • Authenticate your outgoing domain DNS (we can assist with this).

Please let us know if you’d like to Integrate with Sendgrid. Leave us an email at support@aninja.com. We’re more than happy to assist you!

Configuring your email account

Configuring your email account allows you to work on both aNinja and your email account in total synchronization.

aNinja was designed to offer two-way email integration. This means, when you send emails from aNinja, the system automatically logs them in the sent folders of both aNinja and your email account (Gmail or your mobile phone).

Benefits of email configuration

  • By connecting your email account with aNinja, aNinja begins to automatically track the email actions with any contacts between aNinja and your email account.configuring your email account
  • You can work from either aNinja Inbox or your email account. And the changes transmit between the two. So you don’t waste time seeing emails again in one place that you’ve handled in another.
  • When sending emails through your email client (ex: Outlook, Gmail…) there’s no need to BCC aNinja. The emails automatically show up in your aNinja account in the history of the matching leads.
  • Received emails also show in the inbox of aNinja and your email account.
    • However, if you receive an email and the sender’s email is not saved in aNinja, this email appears only in the email client and does not show in aNinja.
    • Basically, we don’t automatically create a lead for the incoming email if the email address is not saved in your system.

  • aNinja automatically syncs all email communications that you initiate with any contact in aNinja.

Need help configuring your email account? Leave us an email at support@aninja.com. We will happily assist you!

Partial email account state

When trying to re-authorize your email, it might get “Partial” email account state for several reasons.

What is a Partial email account state?

Partial states are typically temporary and may indicate issues with the mail server. Accounts in this state, however, are still running.

One or more folders in the account may not fully sync currently or not sync mail at all. Typically, accounts recover and return to a full-running state.

Reasons an account may be in a partial state

  • It’s a new account and hasn’t finished its initial sync.
  • The account was recently re-authenticated.
  • The user deletes, changes, adds or restricts folders.
  • Slow network connections.
  • Low bandwidth on the email server.

Keep in Mind: Microsoft accounts with a large number of folders (>100) may enter partial states more frequently.

In general, partial statuses indicate a temporary issue with the mail server and accounts typically recover after some time.

Recovering accounts switch back into a full-running state as soon as possible.

Syncing emails from outside aNinja to the leads contacts

Once you’ve connected your email, and configured it with aNinja, as result, the email syncing is automatically processed: the system starts to automatically import the sent & received emails from your private email into your aNinja account.

Afterward, they are saved to the appropriate leads’ contacts in aNinja; even if you’ve sent those emails from outside of aNinja.

Configuring your email account

aNinja was designed to offer two-way email integration. This means that when you send emails from aNinja, they are automatically logged in the sent folders of both aNinja and your email account (Gmail or your mobile phone). Configuring your email account allows you to work on both aNinja and your email account in total synchronization.

Syncing emails to the leads’ contacts

When you import your contacts from your email account, they are saved as leads. And relatively the imported sent & received emails  are automatically attached to the matching email addresses in the contacts of those leads. Those emails appear in the history section of the lead in the lead view, listed in ascending order of the date.

History of emails

When you create or import a lead, if his email address matches your contacts saved in aNinja, then the system automatically adds the emails in the history section of the lead in the lead view.