• 中文

Help Center

Welcome to MailRoute Pro!
This guide will help you quickly grasp all the features of the software, turning it into a powerful asset for your business development. Before you begin, it's crucial to understand our core design philosophy:
MailRoute Pro is not a "bulk spammer"; It's your "automatic personal assistant." It works by simulating that you use a client like Outlook or Foxmail to send each email individually through your own email account.
This means that the best results it can achieve are the best results you can get manually. Similarly, if you have problems sending manually (such as bounces or emails falling into spam), you will have the same problem with this software. Many of our advanced features are specifically designed to help you maximize your success rate and reduce these risks.
Now, let's start our exploration!

• Usage Guidelines
• FAQ
• Advanced Usage

Usage Guidelines

1. Main interface

The main software interface is divided into four core areas from top to bottom: Input
Settings: Configure your sender information and sending rules.
Email Content: Compose your email and set up a personalized template.
Personalization Engine and Preview: Connect your Excel data to create unique email content for each recipient.
Control and Status: Perform your sending tasks and monitor their real-time status.

2. Enter the settings

This is the starting point for every sending task. All your essential information is configured here.
Sender email:
Description: The email address you plan to send, such as [email protected] or [email protected].
Pro tip: We recommend using a stable, reputable business email or a paid personal email account. Be sure to "warm up" (by exchanging emails normally with friends and colleagues for a while) first, as this is crucial for cold outreach email deliverability.
Email password/app password:
Description: Login password or dedicated "app-specific password" for the sender's email.
Important: For security, many major email providers (like Gmail, Outlook, QQ Mail) require you to use a special "app password" (also known as an authorization code) instead of your master login password when using a third-party app like ours. Please log in to your email provider's website, find the "Settings" for "POP3/SMTP/IMAP", enable the service, and generate your app password there.
SMTP Server and Port:
Description: This is the sending server address and port provided by your email service. The software needs these to connect to your email account and send mail.
How to find them? You can find this information in the help section of your email provider's official website or by searching online for "(your email brand) SMTP settings."
Common examples:
Google Workspace/Gmail:smtp.gmail.com (port: 465 or 587)
Microsoft 365/Outlook:smtp.office365.com (port: 587)
Email subject:
Description: The title of the email. This field supports personalized placeholders, such as: {Product} - {Company}'s offer.
CC Email:
Description: If you wish to copy each email to one or more fixed email addresses (e.g., your alternate email or your manager's email), enter them here. Use commas to separate multiple addresses.
Min/Max Send Delay:
Description: This is a core risk management feature. After sending each email, the software will wait for a random duration between the "min" and "maximum" seconds you set. This perfectly mimics the randomness of human behavior, preventing your sending activity from being flagged as a bot by the server.
How to set it up?
New/Cold Email Accounts: We recommend setting longer intervals, such as a minimum of 30 seconds and a maximum of 60 seconds.
Warm-up/Active Accounts: You can use shorter intervals, such as a minimum of 5 seconds and a maximum of 15 seconds.
Pro Tip: Adjust these values based on the "health" of your email account. Never set the delay too short for speed.
Batch Size and Batch Interval:
Description: This is another core risk management feature. It allows you to break down large sending tasks into smaller batches. For example, if you set the "Batch Size" to 50 and the "Batch Interval" to 10 minutes, the software will automatically pause for 50 minutes after every 10 emails sent. This provides a "break" for your email server and greatly reduces the risks associated with sending in large volumes.
Pro Tip: Your total daily sending volume should follow your email provider's guidelines. For example, to send 500 emails in a day, you can configure it to 10 batches of 50 with an interval of 30 minutes or more between batches.
Select Excel File:
Description: Click "Browse" to select the .xlsx file containing your contact information.
Document requirements: The spreadsheet must contain a column with the exact title "Email" containing the recipient's email address. Other columns such as "Name", "Company", "Country", etc. will be used by the personalization engine below.

3. Email body

This is where you will write high-converting emails.
Formatting Toolbar:
Description: Provides common tools like bold, italics, fonts, font sizes, text colors, and background colors to make your emails more expressive.
Pro tip: For professional outreach, it's best to keep your emails clean and simple. Avoid using too many colors or decorative fonts. The text section does not support excel table editing, the form can be uploaded to the attachment to send in
the body text area:
Description: Write your email body here. This area also fully supports personalized placeholders, such as Dear {Name}.
Attachments and Signatures:
Description: You can click "Add Attachment" to upload files such as product catalogs or price lists. You can also click "Signature" to upload a picture file with your company logo or personal photo to make your email look more professional.
Pro tip: We don't recommend including attachments in the first "icebreaker" email sent to new contacts, as it significantly increases the chances of being flagged by anti-spam systems.

4. Personalization engine

It's a core feature that transforms your emails from "bulk" to "customized," significantly increasing your open and response rates.
Follow these four steps:
Step 1: Insert a placeholder
In the "Email Subject" and "Email Body", enclose the content you want to personalize with curly braces {}. For example:
Subject: Reply: Inquiry about {product}
Body: Dear {Name},
Hope this email goes well for you. I am writing from {MyCompany} and we note that your company {Company} is a leader in the {Country} {Industry} field.
Note: Spaces are not allowed in placeholder text. For example, Contact Name should be set to Contact Name.
Step 2: Scan for Placeholders Once they
are inserted, click on the "Scan for Placeholders" button in this section. The software will automatically look up all the placeholders you've used (like {Product}, {Name}, {Company}) and list them below.
Step 3: Map to Excel Columns
For each identified placeholder, use the drop-down menu to its right to select the corresponding column header from the Excel file.
Example:
For {Name} placeholder -> select the contact name column from the Excel sheet.
For {Company} placeholder -> select the Company
name column.
Step 4: Set the fallback text
Description: This is a well-thought-out error prevention feature. If a cell for a specific contact in an Excel sheet is empty (for example, you don't know their name), the software will use the "fallback text" you provided here instead.
Example:
Set the fallback text for {Name} to "Friend" or "Important Partner". Now, if the name cell is empty, Dear {Name} will automatically become Dear Friend, avoiding the awkward Dear situation.

5. Personalized preview

Once you have configured your personalization settings, this area is your final checkpoint.
How to use: Select any row of contact data from the Select Excel rows for preview drop-down menu.
Result: The Preview Subject and Preview Body fields below will be updated immediately to show the exact content that will be sent to that specific contact. All placeholders are replaced with the actual data for that row in the Excel file.
Pro Tip: Always preview a few different lines before each official send to ensure your personalization functions flawlessly.

6. Control and status

This is your mission control center.
Start sending:
Description: Click this button to start sending the task. If the task was previously Stopped, this button will effectively act as Continue, starting from the last recorded line number instead of starting from the beginning.
Pause/Resume:
Note: You can click "Pause" at any time while sending a task. The software will finish sending the current email and then pause. Click "Recover" to continue the task. This is useful if you need to adjust settings on a temporary basis or take care of other urgent matters.
Reset: To reset the sending interval, batch size, and batch interval, restart the software.
Run Status:
Description: This is a real-time log window that clearly shows every action the software is performing: connecting to the server, sending to a specific recipient, success, failure and its cause, waiting between batches, etc.
Important: The first thing you should look at when you encounter an issue is this status log. It usually tells you exactly what went wrong.
This concludes the feature guide. We highly recommend that you take 10 minutes to run the test using a test email account and a small Excel file with 2-3 contacts to complete the process. This will help you build confidence and unlock the full capabilities of MailRoute Pro.
If you encounter any specific issues during the process, please go to our FAQ section.

frequently asked questions

Q1: Why is my email not sent? I see "connection failed" or "authentication error" in the status log.

This is the most common problem new users face, and 99% of the time, it is related to your email account settings, not the software. Remember that MailRoute Pro uses the credentials of your own email account to send mail on your behalf.
Please double-check the following checklist:
1. Do you use "App Password/Authorization Code"?
For security reasons, major providers like Gmail, Outlook, QQ Mail, and NetEase Mail no longer allow third-party apps to use your master login password.
Solution: You must log in to your email provider's website, find the security settings for "POP3/SMTP/IMAP", and generate a unique "App Password" or "Authorization Code". Copy this code and paste it into the "Email Password" field of our software.
2. Are your SMTP servers and ports set up correctly?
These settings are unique to each email provider. A typo will cause the connection to fail.
Solution: Double-check the server address (e.g., smtp.office365.com) and port number (e.g., 587 or 465) against the provider's official documentation.
3. Is your antivirus or firewall blocking the connection?
Some security software may be overzealous and may prevent MailRoute Pro from connecting to the internet.
Solution: Temporarily disable your firewall or antivirus software and see if the connection is successful. If yes, add an exception for MailRoute Pro in your security software's settings.
4. Have you met your daily sending limit?
Each email provider limits the number of emails you can send per day.
Solution: Check the provider's sending limits. If you've reached the limit, you'll need to wait 24 hours before sending again.

Q2: My email will go to the recipient's spam folder! Is the software the problem?

This is an important question. The answer is no.
Think of it this way: MailRoute Pro is a robotic arm that hits "send" for you. It does not write letters or choose addresses. Whether the letter is welcomed at the front door or thrown in the trash depends entirely on the content of the letter and the sender's reputation.
Here are the real factors that determine where to place your inbox:
Your Sender Reputation: Is your email account new? New domain (@yourcompany.com) has no credit. You must first "warm up" by manually sending an email and getting a response.
Your email content: Do you use spam words (free, guaranteed, time-limited)? Are there too many images or suspicious links? Are you sending an attachment to someone for the first time? All of these are major red flags for spam filters.
Quality of your contact list: Are many of your emails bounced because of invalid addresses? This is a huge red flag that seriously damages your reputation. Use an email verification service to clean up your list.
Your sending volume: Sending too many emails too quickly is typical spammer behavior. That's exactly why our "min/max latency" and "bulk send" features are so critical. Use them wisely to protect your account.

Q3: Personalized placeholders like {Name} don't work.

This is usually a small setup error. Let's check:
Do you enclose placeholder names in curly braces, e.g. {Company}?
After typing a placeholder in the subject/body, did you click the "Scan Placeholder" button?
In the personalization engine, are placeholders correctly mapped to the right column of the Excel file?
Have you checked the Personalization Preview window? It shows you exactly what the final email will look like. This is the best way to catch any errors before sending.

Q4: Can I send 1,000 emails per day with a free Gmail/Outlook account?

We strongly discourage this. Free email services have a very strict and often unpublished daily sending limit (usually 100-500 emails per 24 hours). Exceeding these limits may result in temporary suspension of your account.
For serious business promotion, we highly recommend investing in a professional email service such as Google Workspace, Microsoft 365, or Zoho Mail. They offer higher sending limits and better deliverability rates.

Advanced usage

Tip 1: The Art of "Email Warm-Up."

You can't take a brand new car directly to the track. The same is true for new email accounts. You must first establish its reputation.
Why? Email providers don't trust new accounts that start sending hundreds of emails right away. Warm-up proves that you are a legitimate person and not a spam bot.
How to do it: A simple 2-week warm-up program
Day 1-3: Manually send 10-20 emails to friends, colleagues, and trusted contacts every day. Ask them to get back to you. This interaction is golden.
Days 4-7: Get started with MailRoute Pro. Small, highly engaged lists sent to 20-30 contacts per day. Set a very conservative send delay (e.g., 30-60 seconds).
Week 2 and beyond: Gradually increase daily traffic by approximately 20% each day while slowly reducing send latency.
Goal: Gradually increase activities that seem natural to email service providers.

Tip 2: Say goodbye to SaaS monthly limits and unlock the cost-effectiveness of "unlimited sending"

The problem with SaaS: Most cloud-based (SaaS) email marketing platforms have strict monthly send limits. The Basic plan may limit you to 2,000 emails per month. Once you reach that limit, you must stop your campaign or upgrade to a higher tier. This punishes growth and aggressive outreach.
MailRoute Pro works as a desktop application that uses your own SMTP server with a monthly send limit of zero. Your only limit is the daily sending limit of your own email provider, such as Google Workspace or Microsoft 365.
This distinction makes two powerful strategies possible:
Strategy A: For stable, warm-up accounts (cost-saving powerhouses)
Once your email account is well-established and has a good reputation for sending, you can rely solely on MailRoute Pro for all your high-volume campaigns. Send thousands of personalized emails every month without worrying about SaaS platform caps or paying per contact again. This is where you get the maximum return on your investment.
Strategy B: Target new customers (hybrid growth model)
Use other platforms that specialize in email warm-up to build the initial subtle stages of sender reputation. These services are excellent for their automated, progressive uplift programs.
Then, once your account is properly warmed up and ready for serious outreach, switch your main campaign to MailRoute Pro. This allows you to bypass the restrictive sending limits of warm-up platforms and send at scale without paying high costs. You get the best of both worlds: the automated security of the warm-up service combined with the unlimited sending freedom and cost-effectiveness that MailRoute Pro offers for your core business activities.

Tip 3: Your subject line accounts for 80% of the battle: A/B testing!

Never assume you know which subject line is most effective. Test it.
Why? A small change in the subject line can double your open rate.
How to use MailRoute Pro:
Copy your Excel contact list and save it as two separate files (e.g., List A.xlsx and List B.xlsx).
In the first send session, load list A and use subject line A (for example, "Questions about your business").
In the second session, load listing
B and use subject line B (for example, "Ideas for [company name]").
Track which campaign gets more responses. You've just run a professional A/B test!

Tip 4: Go deeper than {Name}: hyper-personalize

The true power of our personalization engine lies in the use of unique details.
Why? Anyone can merge names. A truly personalized email shows that you've done your research and makes you stand out right away.
How to:
Add new columns to an Excel sheet, such as "Latest News," "Competitors," or "Common Interests."
Take 30 seconds to research each lead and fill out the column.
Craft your email body like this:
"Hi {Name},
I saw on LinkedIn that your company {Company} recently won the {Recent_News} award - congratulations! I reached out to me because many companies using {Competitor} often face challenges in [your solution area]. We can help.
It's nearly impossible for your competitors to automate this level of detail and guarantee a higher level of engagement.

Tip 5: Ensure the validity of your email address

Sending emails to invalid addresses is the fastest way to ruin a sender's reputation.
Why? A high "bounce rate" tells email providers that you are a sloppy sender, most likely a spammer.
How to:
Before any big event, use a third-party email verification service like ZeroBounce, Hunter, etc. to clean up your Excel list. These services will identify and remove invalid, inactive, or fake email addresses.
A small investment in cleaning up your listings will pay huge dividends in terms of deliverability and protect your valuable domain reputation.

• 中文

Terms of Service

MailRoute Pro Software License and Service
Terms Last updated: July 1, 2025
These Software License and Service Terms (the "Agreement") govern between you or the entity you represent ("you" or "your") and ZenTools Development (also referred to as "we", "us" or "our") regarding your download, installation, and use of MailRoute Pro. Legal agreement for the Software (hereinafter referred to as the "Software") and related services.
Before you purchase, download, install or use the Software in any way, please read and fully understand all the terms and conditions in this Agreement. By doing any of the foregoing, you acknowledge that you have read, understood, and agree to be bound by all the terms of this Agreement. This Agreement is effective between you and us immediately upon taking such action.
Please note that we may modify this Agreement at any time at our sole discretion. The updated version will be released on our official website. Your continued use of the Software following such changes constitutes your acceptance of the new terms.
Agreement
Terms This Agreement includes general terms and terms related to specific features. In case of conflict, the terms and conditions related to the specific function shall prevail.
Eligibility
You represent and warrant that you are a natural person with full legal capacity, or a legal entity or organization with full authority necessary to enter into this Agreement. If you do not possess the above qualifications, you must review and agree to this Agreement under the guidance of your legal guardian or authorized agent, and he shall bear all consequences arising from your use of the Software.
Service Description
"MailRoute Pro" is a desktop software application. It enables you to automatically send personalized bulk emails through your own email account and SMTP (Simple Mail Transfer Protocol) server. You are solely responsible for obtaining Internet access and the computer equipment necessary to run the Software. By using the software, you can create, edit, and manage your contact list (Excel file) and email content on your local computer and send them through your own email account.
Changes to Terms We
reserve the right to modify this Agreement at any time to reflect software updates, operational strategy adjustments, or legal and regulatory requirements. Any updated version of this Agreement will be posted on our official website and will be effective from the "Last Updated" date specified at the beginning of the Agreement. It is your responsibility to visit our website periodically to review the latest versions. Your continued use of the Software after the effective date of any changes will be deemed your acceptance and agreement to the modified terms.
Beta Software
We may from time to time make beta versions of the Software available for testing and evaluation purposes. You agree that we have the right to determine in our sole discretion the testing period, features, and whether to release a commercial version of the application. Your use of the beta does not obligate you to purchase the paid version. We reserve the right to suspend or terminate the Beta Services at any time, with or without notice. You agree that we will not be liable for any damages or problems arising from the modification, suspension, or termination of the Beta Service.
Software License and Activation
To use the full functionality of the Software, you must purchase a valid Software license. During the purchase process, you will need to provide accurate, complete, and up-to-date personal or company information. Upon successful purchase, you will receive a license key ("Activation Code") that will be used to activate the Software.
You are responsible for maintaining the confidentiality of your license key. Software licenses are typically tied to your computer's hardware ("Computer ID"). You must notify us immediately of any unauthorized use of your license or any other breach of security.
Free Trial
We may offer a free trial version that allows you to use the Software for a limited time or with limited functionality. The specific terms and duration of the trial are determined by the information we publish. We do not allow multiple trial registrations for commercial or personal use. If we detect such behavior, we reserve the right to terminate all relevant trial rights without notice.
Fees, Payment Policy
Fees: You agree to pay a one-time license fee for the Software at the price published on our official website. This fee grants you a perpetual license to use a specific version of the software on a specified number of computers.
Payment: You must complete the payment through our designated payment channel to obtain a valid license key.
Restrictions on Use In
addition to all other terms and conditions of this Agreement, you may not:
(i) transfer, sublicense, lease, lend, or distribute the Software license to any third party;
(ii) copy, modify, decompile, reverse engineer, disassemble, or attempt to extract the source code of the Software;
(iii) use the Software for any unlawful purpose or in violation of any applicable local, national, or international laws and regulations;
(iv) use the Software in any manner that may damage, disable, or overload our activation servers;
(v) remove any copyright, trademark, or other proprietary notices contained in the Software.
Notice on Spam and Illegal Activity
You are solely responsible for all content sent using this software. You agree not to use the Software to spam, phish, or engage in any illegal activities. We have the ultimate power to determine what constitutes "spam."
If we receive a complaint about your use of the Software for suspected illegal activities or spamming, we reserve the right to permanently revoke your Software license without notice or refund.
Data ownership
You retain full ownership of all local data (contact lists, email content, etc.). We retain full ownership of the "MailRoute Pro" software itself and all related intellectual property rights, including but not limited to copyrights, trademarks, and trade secrets.
Disclaimer
You expressly understand and agree that the use of this software is at your own risk. The Software is provided on an "as is" and "as available" basis. We expressly disclaim all kinds of warranties, express or implied, including, but not limited to, implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We do not guarantee that the Software will meet your requirements, that its operation will be uninterrupted or error-free, or that all errors will be corrected.
Special Disclaimer: The success rate of email sending depends on various external factors, including but not limited to your email account's reputation, network conditions, SMTP server stability, recipient email effectiveness, email content quality, and anti-spam policies. We are not responsible for delivery failures, returns, or emails ending up in the spam folder due to such external factors.Limitation of Liability In no event shall we be liable for any direct, indirect, incidental, special, punitive, or consequential damages (including, but not limited to, lost profits, business interruption, or loss of data) arising out of the use of or inability to use the Software, regardless of legal theory (whether in contract, tort, or otherwise), even if we have been advised of the possibility of such damages. In any event, our total liability under this Agreement shall be limited to the amount actually paid by you for the Software license.
Indemnification
You agree to indemnify us, our affiliates, officers, and partners from any claims, demands, or damages, including reasonable attorneys' fees, claimed by any third party arising out of your breach of this Agreement or use of the Software for illegal activities.
Termination You
may terminate this Agreement at any time by stopping use of the Software and uninstalling the Software. We reserve the right to terminate your software license if you materially violate any of the terms of this agreement. Upon termination, you must immediately cease all use of the Software and destroy all copies. Any fees paid are non-refundable.

• 中文

Privacy Policy

Personal Information and Privacy
We take your privacy very seriously. Our Privacy Policy is an integral part of this Agreement. By choosing to use the Software, you agree to our Privacy Policy.We hereby emphasize:Local Data Storage: All of your core data, including but not limited to contact lists (Excel files), email subjects, email body content, attachments, and signature images, are stored exclusively on your own local computer. The Software does not read, upload, store, or share any of your core business data.Limited Data Interaction: We only process information related to your license and Machine ID during the software activation and validation process. We do not access your email password or authorization code; this information is transmitted only between your computer and your own email server.

• 中文

Refund Policy

Refund Policy: We strive to provide a stable and reliable product. However, due to the complexity of computer environments, we have established the following strict refund policy:Refund Period: You may request a refund within 14 days of your purchase. No refund requests will be accepted after this 14-day period.Eligibility for Refund: A refund will only be processed if all of the following conditions are met simultaneously:a) You must provide clear, reproducible evidence (e.g., video recordings, error log screenshots, detailed step-by-step descriptions) demonstrating that the Software fails to function as advertised on your operating system.b) The operational issue must be caused by an insurmountable compatibility conflict between your system environment and the Software.c) Our technical support team, after reasonable efforts upon receiving your request for help, is unable to resolve the compatibility issue for you.Exclusions from Refund Policy: The following situations are explicitly not eligible for a refund:Failures caused by the limitations of your own email service provider (e.g., SMTP connection failures, daily sending limits, account suspension).Bounces or emails landing in the spam folder caused by your email content, subject line, or sending practices being flagged by recipient servers.Issues caused by your local environment settings, such as your firewall, antivirus software, or network proxy blocking the Software's necessary network connections.You change your mind after purchase or feel the Software does not meet your subjective expectations.You fail to provide the evidence we require to prove a software compatibility issue.