Whether you’re a Business Development Representative (BDR) prospecting new leads or an Account Executive (AE) closing deals, having the right email settings can make or break your outreach success. With the average open rate for B2B emails at 41.7% and cold email open rates averaging just 23.9%, every technical advantage matters.

If you’re using Rediffmail for your sales activities, this guide will walk you through everything you need to know about configuring Rediff SMTP settings for maximum deliverability and seamless integration with platforms like Pronnel.

Prerequisites

Before diving into the configuration process, make sure you have:

• Your complete Rediffmail email address (e.g., yourname@rediffmail.com or yourname@rediffmailpro.com)
• Your Rediffmail address password
• Access to your email client or sales platform (like Pronnel)
• Admin permissions if setting up for a team

Pro Tip: Some Rediffmail Enterprise accounts may have SMTP access disabled by default, so check with your administrator if you encounter connection issues.

Configuring Rediffmail IMAP Settings

IMAP vs POP3: Why IMAP Wins for Sales Teams

As a BDR or AE, you’re constantly switching between devices – from your laptop during office hours to your phone while traveling to client meetings. IMAP keeps emails on the server and syncs across all devices in real-time, while POP3 downloads emails to one device only.

Here’s why IMAP is crucial for sales professionals: When you send a follow-up email from your phone, you want to see that conversation thread on your laptop later. With POP3, those emails might be scattered across devices, making it impossible to track your complete communication history with prospects.

Rediffmail Pro/Enterprise IMAP Settings

For Rediffmail Pro or Enterprise users, use these email settings:

Free Rediffmail IMAP Settings

For free Rediffmail accounts, these email settings apply:

Note: Free accounts typically use POP3 instead of IMAP

Adding Rediffmail to Pronnel

Integrating your Rediffmail with Pronnel streamlines your sales workflow by centralizing email communication within your CRM. Research shows that immediate follow-up can increase conversion likelihood by 100 times if conducted within five minutes – and integration makes that speed possible.

Method 1: User Settings Integration

Step 1: Click your account avatar in the top-right corner of Pronnel

Step 2: Select “Edit User Settings” from the dropdown menu

Step 3: Navigate to “Email Settings” in the sidebar

Step 4: Click on “IMAP & SMTP” option

Step 5: Enter your connection details:

• User Name: Your complete Rediffmail email address
• Password: Your address password
• SMTP Server Name: smtp.rediffmailpro.com (the outgoing mail server)
• SMTP Port: 465 (the server smtp port for secure connections)
• IMAP Server Name: imap.rediffmailpro.com (the incoming mail server)
• IMAP Port: 993

Step 6: Click “Save” to complete the add account process

Method 2: Board-Level Integration

Step 1: Ensure you have a CRM board with Email Integration enabled

Step 2: Access your board settings

Step 3: Click on “Email” option and scroll to connection settings

Step 4: Select “IMAP & SMTP”

Step 5: Enter the same connection details as Method 1

Step 6: Save the configuration

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Testing the Connection

After configuring your email settings, proper testing ensures everything works smoothly:

Send Test Email: Send an email from Pronnel to yourself or a colleague

Check Synchronization: Verify the email appears in your Rediffmail Sent folder

Receive Test Email: Send an email to your Rediffmail account and confirm it appears in Pronnel

Check All Folders: Ensure inbox, sent items, and other folders sync correctly

If you encounter issues during testing, the troubleshooting section below has solutions for common problems.

Managing Synced Emails

Once your emails are syncing, here’s how to manage them effectively:

Folder Organization: Your Rediffmail folder structure will mirror in Pronnel, making it easy to locate specific conversations

Real-Time Updates: Changes made in either platform reflect immediately in the other

Contact Integration: Emails automatically link to contact records in your CRM boards

Threading: Conversation threads remain intact across both platforms

Search Functionality: Use Pronnel’s search to find emails by contact, subject, or content

Troubleshooting Common Issues

“Emails Aren’t Sending” – Outgoing Mail Server Problems

Check SMTP Server: Verify you’re using the correct outgoing mail server smtp address:

• Pro accounts: smtp.rediffmailpro.com
• Free accounts: smtp.rediffmail.com

Verify Port Settings: Ensure the server smtp port matches your account type:

• Pro accounts: 587 or 465
• Free accounts: 25

Enable Authentication: SMTP authentication is required for all Rediffmail accounts

Check SSL/TLS: Enable encryption if using secure ports (465, 587 for Pro accounts)

“Emails Aren’t Syncing” – Incoming Mail Server Issues

Verify IMAP/POP3 Settings: Double-check your incoming mail server address and port

Storage Limits: Rediffmail Pro offers 1GB storage or 200MB per email address – full mailboxes prevent new emails

Spam Filter Settings: Check if aggressive spam filters are redirecting emails

SSL Requirements: Ensure SSL/TLS is enabled for secure ports (993 for IMAP, 995 for POP3)

Credential Issues

Double-Check Login Details: Verify your email address and address password are correct

Recent Password Changes: If you’ve changed your Rediffmail password recently, update it in your email client

Two-Factor Authentication: Disable 2FA or create an app-specific password for email clients

Quick Fixes

Remove and Re-add Account: Sometimes a fresh setup resolves persistent sync issues

Restart Application: Close and reopen your email client or Pronnel

Contact Support: If issues persist, reach out to Rediffmail or Pronnel support teams

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Tips & Best Practices

Optimize Sync Frequency

Real-Time Sync: For active sales professionals, enable real-time synchronization to never miss important prospect replies

Folder Selection: Only sync folders you actively use to reduce clutter and improve performance

Archive Strategy: Regularly archive old conversations to maintain optimal sync speed

Keep Your Rediffmail Organized

Use Folders: Create specific folders for different prospect stages (Cold, Warm, Hot, Closed)

Consistent Naming: Use clear, consistent naming conventions for easy searching

Regular Cleanup: With limited storage on free accounts, regularly delete unnecessary emails

Cold Email Best Practices

Personalization Matters: Personalized subject lines can boost open rates by up to 26%

Follow-Up Strategy: 80% of sales require five or more follow-ups, but 48% of salespeople never follow up

Timing is Key: Emails sent between 5 AM and 8 AM have the highest reply rates at 2.3%

Tuesday Performance: Tuesday shows the best click-through rates for cold emails

Link to Related Resources

For more advanced email strategies, check out our guides on email verification and avoiding email bounce-backs.

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Frequently Asked Questions