Email Integration in Muck Rack

What does connecting an inbox to Muck Rack do?

Connecting your email address in Muck Rack lets you use Pitches to send journalists personalized emails. Once your email address is connected to Muck Rack, any email sent will be automatically logged on the journalist’s profile, and it will also appear in your connected inbox's Sent folder.

What if I use a different email address to log into Muck Rack than I send emails from?

Contact us, and we’ll set up your account so you can connect the email address you send emails with to Muck Rack without changing your login email address.

Please note that Email Integration does not support sending with an alias today. You can only send emails via Muck Rack from the email address you use to log into your email client (Gmail, Outlook, etc.).

How do I set up email integration?

You can find the integration link by navigating to your Settings or through this direct link: https://muckrack.com/email/setup/

If you cannot integrate your email using the link above, you'll need to contact your IT Team to integrate your email successfully. They may ask you to describe the integration details and what the Muck Rack platform does. Below is a template you may use when communicating with your IT Team.

Outlook Admin credentials will be required to integrate if your organization uses Outlook. Ensure your IT Team knows this final step to complete email integration with Muck Rack.

Can I set up email integration for multiple email addresses?

Our pitching tool supports one email per account.

What is the difference between choosing "Outlook (IMAP)" and "Office 365 (OAuth)" when integrating my email with your platform?

When integrating your e-mail with our platform, you may encounter the option to choose between IMAP or OAuth. OAuth involves creating a grant with an access token, while IMAP involves creating a grant through username and password. Muck Rack offers this functionality through a partnership with Nylas. Please see the specific Nylas for more information: OAuth and IMAP.

Once my email address is connected, will emails I send outside of Muck Rack be automatically logged?

No. Emails sent outside Muck Rack are only logged once they’ve been forwarded or BCC’d to prm@muckrack.com.

If I connect my email address, will it impact sending newsletters?

Email Integrations do not apply to sending Newsletters on Muck Rack. By default, newsletters sent through Muck Rack will come from noreply@muckrack.com.

To send newsletters through Muck Rack from your email address, contact us. We’ll share information and steps with your IT team.

How long will it take for my emails to send?

High-volume email sending times vary widely depending on several factors.
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Keeping up with pitching best practices (smaller, curated lists and including an unsubscribe link) can help with email deliverability.

How many emails can I send once my email is connected?

Once you’ve connected your email, your account is allocated a daily email limit based on your email client's sending limit.
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By default, your daily email limit on Muck Rack (as seen on the Pitches page) will be 20% less than your email client’s default limit.

NOTE: Both the number of emails you send through Muck Rack and the emails you send through your email client outside of Muck Rack contribute to your daily limit.

Here's some additional guidance around sending limits per email client:

What happens if I exceed my email sending limit?

Exceeding your email client’s sending limits can result in being locked out of your email account (sometimes for 24 hours).

If you exceed your email client’s limits, we cannot help or assist in unlocking their email account.

Can I connect multiple email addresses in Muck Rack?

Only one email address can be connected to your account in Muck Rack.

What are Google and Yahoo's email sending requirements and how do I follow them?

For PR teams, the following key actions are recommended:

For detailed requirements, refer to Google's official documentation here.

What do I do if I receive the following message?
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​"Heads up! Large email lists (500+ recipients) can lead to slower delivery times and may require resends, as most email clients aren't built for such volumes. For faster sending, consider smaller groups or contact our team for assistance with DNS setup for large-volume pitching."

Contact our Support team by choosing the chat icon in the bottom right-hand corner of the screen and selecting Messages > Send us a message.

What is the difference between direct email integration and DNS?

DNS:

​Direct Email Integration:

Can you have both direct email integration and DNS set up at that same?

Yes; but Pitches will default to send via direct email integration (not DNS) if this is the case.

I'm using a Microsoft-based email client, and I received a message saying "Approval required." What do I do?
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This means that your Microsoft email client is asking for admin approval for your connection to Muck Rack. This would require that your IT team or email admin approve the integration to Muck Rack since you're requesting to integrate a third party to your email client.

You will need to reach out to your IT team or email admin directly to see if they are able to provide this authorization.

Muck Rack encrypts data while exchanging it with your computer and uses top security measures to prevent unauthorized or unintended access to our network. Read more about how Muck Rack safeguards your data here.

Additional accompanying documentation:

We use a third-party partner, Nylas, that enables you to integrate their mailbox with Muck Rack directly. Right now, this integration only uses a scope to send emails—meaning we only have permission to access data in emails sent through Muck Rack. No data is accessible for emails sent outside of the integration/outside of Muck Rack or throughout a user’s inbox. There are no permissions to read contacts or calendars.

NOTE: Our platform may require broader access, such as "full ActiveSync access" from a Microsoft Graph perspective. These permissions are necessary to ensure the smooth operation of features like syncing emails and managing calendar events. Rest assured, we take the security of your data seriously and adhere to industry best practices to safeguard your information.

Please see Nylas's trust page for more details: https://trust.nylas.com/

Muck Rack only uses the text of your emails to display the emails on the recipient's profile or in your Activity. Muck Rack doesn’t share that information with people outside your team, sell it, or engage in any anonymized collection of email bodies for analytics.

If you sent either a Test Pitch or a test Newsletter to your email address and did not receive it, please search for the subject line of the Pitch or Newsletter in your email inbox. In addition, please click through any spam or promotions folders.

If you’re unable to locate the email, there may be a situation where the email is blocked by a setting or filter within your organization’s email provider or settings. To resolve this:

If you’re not receiving the test Pitch or Newsletter to any email or your IT team has not indicated any emails have been blocked, please reach out to support.

If you receive a "400 Error" when attempting to connect your Google email address to Pitches, your IT team or G Suite Administrator will need to follow the below steps to control which third-party and internal apps can access your Google Workspace data:

Note: Only G-Suite administrators have access to make the below change.

Verified status—Google has reviewed verified apps to ensure compliance with certain policies. Note that many well-known apps might not be verified in this way. For more details, see What is a verified third-party app?

Users—Number of users accessing the app.

Requested services—Google service APIs (OAuth2 scopes) each app uses (for example, Gmail, Calendar, or Drive). Services not shown in the GOOGLE SERVICES tab are listed as Other.

Access—Specifies Trusted, Limited, or Blocked.

4. Click the table row of an app to open the app details page. From this page, you can do the following:

View the Google service APIs (OAuth scopes) that the app requests—From the Requested Services section of the app details page, you can view a list of OAuth scopes that each app requests

. To see each of the OAuth scopes, be sure to expand the table row or click EXPAND ALL.

If you receive technical issues on your pitch due to the Exchange server being too busy, you can easily turn off throttling in EWS to resolve the issue by following these instructions here.

Our email integration uses EWS (Exchange Web Services) and EAS (Exchange Active Sync). To verify if you have ActiveSync enabled, follow the instructions below. It’s best to have your IT administrator do this!

How to check if ActiveSync is enabled

If the test results are successful, no further action is required. You can reconnect your email to Muck Rack again here by clicking Connect Email.

If you receive a Connectivity Test Failed message, click the Save as HTML button and send the resulting file to us at support@muckrack.com so that we can investigate further.

To apply for higher sending limits on Muck Rack, an Admin for your organization on Muck Rack must submit the email sending limit increase request form.

This form should be submitted when your organization has exceeded the quota, and, likely, you will either:

If you routinely exceed the quota month after month, failure to submit a request to increase your sending limits may result in reduced quotas in future months.

After your request is received

We typically respond to requests for limit increases within two business days via email.

In some cases, we might contact you to request additional information or provide steps that will serve as prerequisites before your sending limits can be increased. Sending limit requests are evaluated based on various factors, including your adherence to Muck Rack’s email-sending guidelines.

Requests for increases to email sending limits can be approved in full, partially approved, or denied. If your request for increased sending limits is denied, you can resubmit the request form 30 days after it was initially submitted.

Select Disconnect Email here.

If your Email Integration becomes disconnected, it could be for several reasons. The below steps might help reconnect you:

If you are running into Exchange server technical errors

If you receive technical issues on your pitch due to the Exchange server being too busy, you can easily turn off throttling in EWS to resolve the issue by following these instructions here.

Apple Link Tracking Protection strips tracking-related UTMs from links shared in Mail, Messages, and Safari Private Browsing mode. Link Tracking Protection may affect your attachments.

In most cases, a pitch that shows as sent/delivered in Muck Rack means that your message was delivered to the recipient and there were no technical issues during sending.

For example, a journalist at a major corporation recently switched jobs. Their email address is no longer valid, but, given the security systems at large corporations, their IT team might have a firewall that opens all messages sent to their domain.

If you’d like to report a bounceback to Muck Rack so that we can help you find a new email address for a recipient, follow the instructions here.