> ## Documentation Index
> Fetch the complete documentation index at: https://docs.recruitier.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Email Connections

> Manage your Gmail and Outlook integrations for sending outreach directly from Recruitier.

## Overview

Recruitier integrates with your email provider to enable outreach directly from the
platform. Instead of switching between Recruitier and your email client, you can compose
and send messages to candidates and clients without leaving the recruitment workspace.
Messages are sent from your real email address, maintaining deliverability and professional
credibility.

Recruitier supports two email providers:

* **Gmail** (Google Workspace and personal Gmail accounts)
* **Outlook** (Microsoft 365 and Outlook.com accounts)

Both use OAuth2 for secure authentication -- your email password is never shared with or
stored by Recruitier.

## Viewing Connected Email Accounts

To view your connected email accounts, navigate to the **Settings** page and scroll
to the **Email Integrations** section on the right side. This section displays your
email connection status for both Gmail and Outlook.

For each connected account, you can see:

| Field             | Description                                            |
| ----------------- | ------------------------------------------------------ |
| **Email Address** | The email address that is connected                    |
| **Provider**      | Whether it is a Gmail or Outlook account               |
| **Status**        | Connection status (Connected, Disconnected, or Error)  |
| **Last Sync**     | When the connection was last synchronized successfully |

A green status indicator means the connection is active and working. A red or yellow
indicator means there is an issue that needs attention -- typically an expired OAuth token.

## Connection Status and Last Sync

The **connection status** tells you whether Recruitier can currently communicate with
your email provider:

* **Connected** -- The integration is active and working normally. Recruitier can send
  emails on your behalf.
* **Disconnected** -- The integration has been manually disconnected or the
  authorization has expired. You will need to reconnect.
* **Error** -- Something went wrong with the connection. This could be an expired
  token, revoked permissions, or a temporary provider issue. The most common cause
  is an OAuth2 token that has become invalid.

The **last sync** timestamp shows when Recruitier last successfully communicated with
your email provider. If this timestamp is more than a few hours old and your status
shows an error, the connection likely needs to be re-established.

## Connecting a New Email Account

<Steps>
  <Step title="Navigate to Settings">
    Go to the **Settings** page and find the **Email Integrations** section on the
    right side.
  </Step>

  <Step title="Click Connect">
    Click the **Connect** button next to either **Google** or **Microsoft** depending
    on which email service you use.
  </Step>

  <Step title="Authorize access">
    You will be redirected to Google's or Microsoft's authorization page. Sign in with
    your email credentials and grant Recruitier the required permissions to send emails
    on your behalf. Recruitier requests only send-mail and read-settings permissions.
  </Step>

  <Step title="Confirm the connection">
    After authorization, you are redirected back to Recruitier. Your email account now
    appears in the connected accounts list with a "Connected" status. Your email signature
    is imported, cached, and sanitized automatically.
  </Step>
</Steps>

<Note>
  Recruitier requests only the permissions needed to send emails on your behalf. It
  does not read your inbox, access your contacts, or store your email password. The
  connection uses OAuth2, which means your email credentials are never shared with
  Recruitier directly -- authentication happens entirely on Google's or Microsoft's
  servers.
</Note>

## Disconnecting an Email Account

If you want to remove an email connection:

1. Navigate to the **Settings** page and find the **Email Integrations** section
2. Find the email provider you want to disconnect (Google or Microsoft)
3. Click the **Disconnect** button next to the provider
4. Confirm the disconnection

Once disconnected, Recruitier can no longer send emails from that account. Any
outreach flows that were using that email account will be paused until you either
reconnect the account or switch to a different one.

<Warning>
  Disconnecting your email account will stop any active outreach flows that use
  it. Make sure to reassign active flows to a different email before disconnecting,
  or pause them first. Already-sent messages are not affected.
</Warning>

## Preferred Email Provider

If you have both Google and Outlook connected simultaneously, a **Preferred Email
Provider** section appears in the Email Integrations area. This lets you choose which
connected email account is used by default when composing outreach messages:

1. Navigate to the **Settings** page and find the **Email Integrations** section
2. The **Preferred Email Provider** option appears when both providers are connected
3. Select your preferred provider using the radio buttons (Gmail or Outlook)
4. The change saves automatically

<Tip>
  You can have both Gmail and Outlook accounts connected simultaneously. The
  preferred provider setting simply determines which one is selected by default
  when you start composing a new message. This is useful if you have different
  email addresses for different types of outreach.
</Tip>

## Troubleshooting Connection Issues

<AccordionGroup>
  <Accordion title="Connection shows 'Error' status">
    This usually means the OAuth2 token has expired or been revoked. To fix it:

    1. Click **Disconnect** to remove the broken connection
    2. Click **Connect Email** to re-establish the connection
    3. Go through the authorization flow again

    Common reasons tokens become invalid:

    * Your email password was changed
    * Your organization admin revoked third-party app access
    * Extended inactivity caused the refresh token to expire
    * Google or Microsoft performed a security review of your account
  </Accordion>

  <Accordion title="Emails are not being sent">
    If your connection shows "Connected" but emails are not going through:

    1. **Check credits** -- Outreach message generation costs 1 credit per message.
       If your balance is zero, messages will be queued but not sent.
    2. **Check sending limits** -- Both Gmail and Outlook have daily sending limits:
       * Gmail personal: 500 emails/day
       * Gmail Workspace: 2,000 emails/day
       * Outlook: varies by plan, typically 300-10,000 per day
    3. **Verify recipient addresses** -- Invalid or bouncing email addresses cause
       delivery failures
    4. **Check for re-authorization** -- Your email provider may have flagged
       Recruitier's access and requires re-authorization
  </Accordion>

  <Accordion title="Authorization page shows an error">
    If you see an error on Google's or Microsoft's authorization page:

    1. Make sure you are signed into the correct email account in your browser
    2. Clear your browser cookies for the provider's domain and try again
    3. If using a Google Workspace account, check with your IT admin that third-party
       app access is enabled for your organization
    4. Try an incognito/private browser window to rule out extension conflicts
    5. Some organizations require admin consent for third-party apps -- contact your
       IT department
  </Accordion>

  <Accordion title="Last sync timestamp is outdated">
    If the last sync time is several hours or days old:

    1. Try disconnecting and reconnecting the account
    2. If the issue persists, check the Recruitier status page for any ongoing service
       issues
    3. Contact support if the problem continues after reconnection
  </Accordion>

  <Accordion title="Signature not appearing or looking wrong">
    * Signatures are imported at connection time. If you added or changed your
      signature after connecting, disconnect and reconnect to re-import it.
    * Signatures are sanitized through DOMPurify for security, which may remove
      certain dynamic elements (JavaScript, forms, iframes).
    * Signatures exceeding 50KB are truncated. Reduce image sizes or simplify
      the layout.
    * Complex HTML layouts may render differently across email clients. Send a
      test email to yourself to verify appearance.
  </Accordion>
</AccordionGroup>

<Info>
  If you continue to experience connection issues after trying these steps, contact
  Recruitier support at [support@recruitier.com](mailto:support@recruitier.com) with
  your email provider type and a description of the issue.
</Info>

## Advanced

### OAuth2 Token Architecture

Email connections use OAuth2 for secure, password-free authentication:

| Component              | Purpose                               | Lifetime                              |
| ---------------------- | ------------------------------------- | ------------------------------------- |
| **Authorization code** | One-time code from the consent screen | Seconds (used immediately)            |
| **Access token**       | Used to send emails on your behalf    | Minutes to hours (varies by provider) |
| **Refresh token**      | Used to obtain new access tokens      | Long-lived (until revoked)            |

When you send an email through Recruitier, the flow is:

1. Recruitier checks if the current access token is still valid
2. If expired, the refresh token is used to obtain a new access token automatically
3. The valid access token authenticates the email send request with Google/Microsoft
4. The email is sent from your actual email address through your provider's servers

If the refresh token itself becomes invalid, the connection status changes to "Error"
and you need to go through the authorization flow again.

### Signature Sanitization Details

Imported email signatures go through DOMPurify sanitization:

* **Preserved**: Bold, italic, colors, fonts, links, images, tables, line breaks
* **Removed**: JavaScript, event handlers, iframes, forms, embedded objects, scripts
* **Size limit**: 50KB maximum. Signatures exceeding this are truncated.
* **Caching**: Sanitized signatures are cached locally for fast loading in the message
  composer

This ensures your signature looks professional while preventing any security risks from
embedded HTML in signatures.

### Email Connection and Onboarding Integration

Connecting your email is one of the 4 universal onboarding steps. The system uses
retroactive detection -- if you connect your email through this Settings page before
reaching the onboarding prompt, the step is automatically marked as complete in your
onboarding checklist.

## Related

* [Connecting Your Email](/getting-started/connecting-email)
* [Building an Outreach Campaign](/workflows/building-outreach-campaign)
* [Account Settings](/settings/account)
* [Troubleshooting](/faq/troubleshooting)