Step by step guide to integrating your email with Loxoapp for seamless outreach

If you’re tired of cobbling together tools just to send a few outreach emails, this guide’s for you. Whether you’re a recruiter, a sales pro, or anyone who’s been told “just integrate your email with Loxoapp,” you know it’s never as quick as the webinars claim. Here’s how to actually get your email hooked up to Loxoapp, send outreach that doesn’t bounce, and avoid the usual headaches. No fluff, no jargon—just real steps.

Why bother integrating your email with Loxoapp?

Let’s get this out of the way: connecting your email to Loxoapp isn’t magic. It does mean you can send emails from inside the platform, track replies, and avoid switching between tabs all day. That said, if you expect Loxoapp to fix your deliverability or write clever messages for you, it won’t. This integration is about workflow, not miracles.

Who should do this? - Recruiters and sourcers who want all outreach and replies in one place - Anyone sick of toggling between Gmail/Outlook and Loxoapp - Teams who need a record of what’s sent out—without spreadsheets

If you just send a couple emails a week, honestly, you probably don’t need to bother. For everyone else, let’s get into it.

Step 1: Check your email provider and permissions

Don’t skip this. The #1 reason people get stuck is because they don’t have the right permissions, or their email provider isn’t supported.

  • Loxoapp supports Gmail (including Google Workspace), Outlook, Office365, and standard SMTP/IMAP setups.
  • If you use a work account, you might need admin approval or to enable third-party app access.
  • Two-factor authentication? Make sure you have your app password handy, or know how to set one up.

Pro tip: If your IT team is strict, ask them before you start. Saves a headache later.

Step 2: Prep your email account

Before you connect anything, do a quick cleanup:

  • Make sure your inbox isn’t near quota—some integrations fail if your mailbox is almost full.
  • Disable “less secure app access” blocks (for Google: check your account security settings).
  • If using Outlook/Office365, check if your organization requires OAuth (most do, these days).

Ignore: Any advice about “warming up” your inbox before integration—Loxoapp just connects you, it doesn’t send mass emails instantly.

Step 3: Log in to Loxoapp and find the email integration

Here’s where most folks get tripped up, because the menu labels aren’t always clear.

  1. Log into your Loxoapp dashboard.
  2. Click your profile icon or initials in the top right.
  3. Select “Settings” from the dropdown.
  4. Look for something labeled “Email Integration” or “Connected Accounts.” (It’s not always front and center.)
  5. Hit “Add Account” or “Connect Email.”

Pro tip: If you don’t see these options, your user role might not have permission. Ask your Loxoapp admin.

Step 4: Connect your email account

Now the real work begins. The prompts will vary a bit by provider:

For Gmail/Google Workspace

  • Click the Google/Gmail logo.
  • Sign in with your Google account.
  • Give Loxoapp the requested permissions (read/send/manage email, usually).
  • Approve any security prompts.

For Outlook/Office365

  • Click the Outlook/Office365 option.
  • Enter your email.
  • Approve the Microsoft consent screens (again, you may need admin approval).
  • If it asks for an app password, you’ll need to create one in your Microsoft account.

For generic SMTP/IMAP

  • Enter your username (email), password, server, and port info.
  • Double-check SSL/TLS settings.
  • Test the connection—don’t skip this step.

Ignore: Any pop-ups trying to upsell you on other integrations while you’re doing this. Focus on email only.

Step 5: Set your default sending address and signature

Once connected, Loxoapp will usually ask which email address to use by default (some folks have more than one tied to their account).

  • Set the “From” email you want to use for outreach.
  • Paste in your signature (if you want one). Loxoapp doesn’t always import signatures, so don’t assume it’ll look the same as in Gmail or Outlook.

Pro tip: Send yourself a test email to see how your signature appears. Formatting can break, especially if you use images or logos.

Step 6: Adjust your outreach settings

This is where a lot of people get too ambitious and set off spam alarms. Remember:

  • Start slow—don’t schedule 100 emails on day one.
  • Use natural-sounding subject lines and avoid spammy phrases (“Act now!” “Limited time!” etc.).
  • Check the “reply tracking” and “open tracking” options. These are handy, but can increase the chance of emails hitting spam if you abuse them.

Honest take: Loxoapp’s tracking is decent, but not perfect. If you’re obsessed with pixel-perfect analytics, you’ll be disappointed. For most people, though, it’s good enough.

Step 7: Test your integration (don’t skip this)

Before you start blasting out sequences, make sure everything actually works:

  • Send a test email to your personal email.
  • Reply to it. Check if the reply lands inside Loxoapp.
  • Try sending to a Gmail and an Outlook address—sometimes deliverability issues are provider-specific.
  • If you’re on a team, have a colleague do the same.

If your emails don’t show up in Loxoapp, double-check your connection and permissions. Ninety percent of problems trace back to missing permissions or a typo in the server settings.

Step 8: Troubleshooting common problems

Even with a clean setup, stuff breaks. Here’s what’s worth checking:

  • Emails not sending? Reauthorize your email account—tokens expire or get revoked by your provider.
  • Replies not syncing? Make sure you connected the correct mailbox and didn’t miss any permission steps.
  • Weird formatting? Simplify your signature. Some HTML and images won’t render right.
  • Spam folder issues? Lower your send volume and avoid using lots of links or attachments.

Ignore: Any advice saying “just disconnect and reconnect” as a cure-all. Sometimes it works, but usually the problem’s deeper—permissions, security, or quota.

If you’re stuck, take a screenshot of your email settings page and send it to Loxoapp support. Saves a lot of back-and-forth.

Step 9: Best practices for ongoing outreach

Now that you’re set up, don’t get sloppy:

  • Keep your outreach relevant and personalized. No tool can save you from bad messaging.
  • Monitor your bounce and reply rates. If they tank, adjust your approach before your domain gets flagged.
  • Review your integration every couple months. Providers change their APIs and break stuff all the time.

Pro tip: If you change your email password, update it in Loxoapp right away. Out-of-sync credentials are a silent killer.

Step 10: When should you not use Loxoapp’s email integration?

It’s good, but not perfect for everyone. Skip the integration if:

  • Your company has strict data privacy rules and legal doesn’t want third-party access.
  • You need advanced automations or mail merge features—Loxoapp is decent for basic outreach, but not a full-on marketing platform.
  • Your IT team says no. (Fighting IT is a losing battle.)

Keep it simple, and iterate

Don’t overthink it. Connect your email, test it, and start small. If something’s not working, fix that first—don’t pile on more tools or settings. Loxoapp makes outreach easier, if you keep things simple and focus on what matters: getting real replies from real people. If you hit a wall, take a break, reset, and try again. No integration is ever truly “done”—but once it’s working, you’ll wonder why you waited so long.