Using Apollo to run outbound email campaigns: A step-by-step guide
Outbound email is a powerful way to generate leads – but only if you do it right. With Apollo, you can find your ideal prospects, personalise outreach, and automate follow-ups to drive better conversions. Here’s how to set up and run outbound email campaigns that actually get results.
Step 1: Get Apollo set up properly
Before you launch any campaigns, make sure everything’s configured correctly:
Connect your email inbox – Sync Apollo with Gmail, Outlook or another provider to send emails directly from your business domain. How to connect your email.
Authenticate your sending domain – Set up SPF, DKIM and DMARC to improve deliverability and avoid spam filters. Set up email authentication.
Define your ideal customer profile (ICP) – Use Apollo’s filters to zero in on prospects based on industry, job title, company size and location.
Step 2: Build a solid prospect list
Apollo’s database gives you access to millions of contacts – but more isn’t always better. Focus on quality over quantity:
Use Apollo’s search filters to find decision-makers that match your ICP. How to use Apollo’s prospect search.
Enrich contact data with verified emails and direct dials.
Save prospect lists into targeted segments for more personalised outreach. How to save and manage prospect lists.
Step 3: Create emails that actually get replies
A great outbound campaign isn’t about blasting emails – it’s about building conversations. With Apollo’s automated sequences, you can set up structured outreach that feels personal.
Step 1: Nail your subject line – Keep it short, intriguing and relevant.
Step 2: Personalise your opening – Reference their company, role or industry trends.
Step 3: Deliver value fast – Address their pain points and show how you can help.
Step 4: Add a clear CTA – Encourage a reply, call booking or next step.
Step 5: Schedule follow-ups – Automate reminders to stay top of mind.
Step 4: Make sure your emails actually land in inboxes
Even the best email won’t work if it never gets seen. Follow these deliverability best practices:
Warm up your email domain before sending at scale. How to warm up your domain.
Personalise subject lines and email content to avoid spam triggers.
Maintain a good sender reputation by keeping bounce rates low.
Use Apollo’s A/B testing to refine email copy and timing.
Step 5: Track results and optimise
Apollo gives you real-time insights into campaign performance. Keep an eye on these key metrics:
Open rates – How well are your subject lines working?
Reply rates – Are people engaging with your messaging?
Bounce rates – Is your contact data clean and verified?
Meeting bookings – How many leads are turning into real conversations?
Use these insights to refine your messaging and improve conversion rates.
