Connecting your mailbox to Responsly allows you to send surveys, invitations, and follow‑up messages directly from your own e‑mail address. This improves deliverability, reduces the chance of landing in spam, and makes messages feel more personal and trustworthy.
Responsly supports three ways of adding an e‑mail configuration:
- Connect Gmail – quickly authenticate with your Google account.
- Connect Microsoft – connect Outlook, Office 365, or Exchange Online.
- Connect other mailbox – use custom SMTP/IMAP settings for any other provider.
Once your mailbox is connected, you can manage multiple configurations, choose a default sender for your organization, and edit or remove connections at any time.
How to add an e-mail configuration
- Go to Organization Settings
In the left navigation panel, open My account → Profile → E‑mail settings. - Select “Add e‑mail configuration”
Click Add e‑mail configuration to start the setup. - Choose your mailbox provider
You will see three options:- Connect Gmail – if your mailbox is hosted by Google Workspace or Gmail.
- Connect Microsoft – if you use Outlook, Office 365, or Exchange Online.
- Connect other mailbox – for any other provider, connect using SMTP settings.
- Authorize Responsly
- For Gmail and Microsoft, you’ll be redirected to a secure login page where you grant Responsly permission to send e‑mails on your behalf.
- For “Other mailbox”, provide server address, port, login and password (correct SMTP credentials from your provider).
- Confirm and save
Once the connection is established:- your e‑mail configuration will appear in the list of connected mailboxes,
- you can select this mailbox as the sender for surveys, invitations and follow‑up messages.
Tips and notes
- You can add multiple mailbox configurations and choose a default one for your organization.
- If you connect Gmail or Microsoft, make sure your organization allows third‑party app connections.
- For “Other mailbox”, ask your IT team or e‑mail provider if you’re unsure about SMTP details.
- You can edit or remove a connected mailbox at any time under E‑mail settings.
Configure “Other mailbox” using SMTP
If you’re not using the built‑in Gmail or Microsoft connection, you can connect any e‑mail provider by adding SMTP credentials manually. Below is an example configuration for a custom domain acme.com.
Step 1. Collect your SMTP details
Ask your IT administrator or hosting provider for the correct SMTP configuration. Typically, you will need:
- SMTP host address
- Port number
- Encryption type (SSL/TLS)
- Username and password (often your full e‑mail address and account password or an app‑specific password)
Step 2. Add configuration in Responsly
Go to Responsly e‑mail settings and choose Connect other mailbox. Enter values such as (example for acme.com):
- Host:
smtp.acme.com - Port:
587 - Use SSL/TLS: Enabled
- Username: your full e‑mail address (e.g.
john.doe@acme.com) - Password: your e‑mail account password (or an app password if required by your provider)
Step 3. Save and test
- Click Save to complete the setup.
- Responsly will verify the connection and confirm that your mailbox is ready to use.
💡 Tip: The same process applies for other providers — you’ll need your SMTP server address, port, and either your regular account password or an app‑specific password if your provider requires it.
