OUTREACHFLOW
A DomusFlow product

Follow up from your own mailbox.

Write the mails once. Let OutreachFlow send the follow-ups.

Import your list and write a first mail with one or two follow-ups. OutreachFlow sends them from your Microsoft 365 mailbox, days apart, in the same thread. When it finds a reply from someone at a company, it stops the series for that company. You carry on the conversation in Outlook.

Download for Windows How it works
Your list stays on your laptop Sends as you, from your own mailbox Windows 10 or 11 · Microsoft 365 only
Installers, Flandersrunning · from you@yourcompany.com
112 sent · 9 replied · 8 replies per 100 · 2 bounced · 38 waiting
Emma Wilson Build
emma@wilsonbuild.com
replied Sep 24

“Sounds good. Can you call me on Thursday morning?”

Mark Wilson Build
mark@wilsonbuild.com
stopped · colleague replied
Tom Baker & Sons
tom@bakerandsons.com
step 2 sent Sep 23, step 3 on Sep 30
Lisa Grant Heating
lisa@grantheating.com
queued for Mon 09:12
Inbox checked just nowExample
The problem

The first mail is sent. The follow-ups still need doing.

Following up by hand means checking dates, finding the last mail and looking for replies before you send again.

01

Remembering the next mail

The first mail is sent. Now you need to remember the second and third, with days between them.

02

A reply from a colleague

Someone answers, but a follow-up is still due to their colleague. You need to catch that before it goes out.

03

Copying the same message

The message is much the same for each contact. Copying it means checking every name and company again.

04

Handing over your list

Your contact list is part of your sales work. You want to use it without uploading a copy to another service.

05

Setup gets in the way

An import error and a page of instructions can leave the list waiting before you have sent a single mail.

How it works

Import, write, press Start.

You choose the contacts, the words and the days between mails. OutreachFlow handles the sending. Replies land in your usual Inbox.

Step 1

Import your list

Choose a CSV or Excel (.xlsx) file. OutreachFlow finds the e-mail column automatically. Every column can supply a field such as {{first_name}} or {{company}}.

Step 2

Write your mails

Write your first mail and one or two follow-ups. Set how many days to wait between them. Each follow-up stays in the same thread.

Step 3

Press Start

Choose your send days and hours, then press Start. Keep OutreachFlow open for follow-ups; it checks your Inbox before each one.

What you get

The sending is taken care of.

Your usual Sent Items and Inbox

Mails leave through Microsoft from your own address. Sent copies are in Sent Items. Replies arrive in your Inbox, ready for you to answer.

One conversation

Each follow-up is a reply in the same thread, with the earlier mail quoted below. The recipient can see what you wrote before.

Stops for the whole company

Inbox checks run every ten minutes while open, and before each follow-up. A reply stops the series for everyone at that company domain in the campaign. For freemail addresses such as Gmail, a reply stops only that contact.

Handles absences and bounces

An out-of-office reply holds the series until the stated return date, or for a week if there is none. A bounce adds the address to your do-not-contact list.

A daily limit you control

Set a daily limit per mailbox: 50 mails by default. Mails go two minutes apart, on the days and hours you choose for each campaign. The default is Monday to Friday, 9 to 18.

Checks fields before sending

Use any column in your file, such as {{first_name}} or {{company}}. If a contact is missing a field your mails use, that contact is held back. No blank field goes out.

First mails with the laptop closed

While open, the app hands first mails to Microsoft with their send times. Once queued, they go out even if your laptop is closed. Follow-ups wait until the app is open.

Plain text, without tracking

Your mails go out as plain text. No tracking pixels or link tracking. Recipients read the words you wrote.

Local by design

Your list stays on your laptop.

OutreachFlow runs on your Windows PC. It keeps your contacts and campaigns there. Your mails travel through Microsoft 365, using the mailbox you already work in.

  • Mail goes through Microsoft. OutreachFlow sends from your own mailbox. Your mails do not pass through DomusFlow's server.
  • A log goes to DomusFlow. Every five minutes, the app sends its log to our server. Every e-mail address is reduced to its domain before the log leaves your PC.
  • You sign in with Microsoft. The app keeps its sign-in token on your PC and uses it to access your mailbox.
  • Your administrator approves once. One Microsoft 365 approval covers your company before employees sign in.

Why follow-ups need the app open

If a follow-up were queued at Microsoft while your laptop was closed, it could go out after an answer. The app would not be there to stop it. So each follow-up is sent only while OutreachFlow is open, just after an Inbox check.

If you close the app, due follow-ups wait for a later sending slot.

Questions

Before you start.

Does my laptop need to stay on?

For follow-ups, OutreachFlow must be open. Due mails go out within your campaign's send days and hours, subject to the mailbox's daily limit. First mails already queued at Microsoft go out at their set time with the laptop closed. The app needs to be open to queue more.

What happens if mails bounce?

A bounced address goes on your do-not-contact list. You can also set campaigns to pause when more than a chosen percentage of their mails bounce. That check starts after ten sends. Automatic pausing is off by default.

Where does the contact list come from?

From you. Import a CSV or the first sheet of an Excel (.xlsx) file with an e-mail column. OutreachFlow does not find, buy or sell contacts.

What does our IT administrator need to do?

Approve OutreachFlow once for the whole company in Microsoft 365. Employees need that approval before they can sign in. The page for IT administrators explains the permissions and gives the approval link.

Can I keep working in Outlook?

Yes. Sent mails stay in Sent Items and replies arrive in your Inbox. You can also read a reply on its contact's row in OutreachFlow. Reply and Open in Outlook open it in classic Outlook; those buttons do not work with new Outlook.

Can I send from a shared mailbox or as a colleague?

Not yet. A campaign sends from your own Microsoft 365 mailbox. You can add several of your accounts on one laptop and choose one for each campaign.

Ready to follow up from your own mailbox?

Tell us what you sell, who you write to and how you follow up today.

Mail sales@domusflow.io

The installer is not code-signed yet. The download page explains the browser and Windows warnings.