Bulk Import & Export
Import and export mailbox users in bulk using CSV files. Compatible with email warming tools like Instantly and Warmy.
CeyMail supports bulk user management through CSV import and export. Export your mailboxes in a format compatible with email warming tools (Instantly, Warmy, Mailreach), or import users from a CSV file with full validation and preview before committing.
Pro feature
Bulk import and export is available on the Pro plan and above.
Exporting users
Navigate to the Users page in the dashboard and click the Export button. A CSV file downloads immediately containing all mailboxes across all domains.
Export CSV format
The export uses the industry-standard format for email warming and outreach tools:
from_name,from_email,smtp_host,smtp_port,smtp_username,smtp_password,imap_host,imap_port,imap_username,imap_password
john,john@example.com,mail.example.com,587,john@example.com,,mail.example.com,993,john@example.com,
| Column | Value | Description |
|---|---|---|
from_name | Username part of email | Display name (e.g., john from john@example.com) |
from_email | Full email address | The mailbox address |
smtp_host | mail.<domain> | SMTP server hostname |
smtp_port | 587 | STARTTLS port |
smtp_username | Full email address | SMTP login username |
smtp_password | (blank) | You fill this in with the user's password |
imap_host | mail.<domain> | IMAP server hostname |
imap_port | 993 | IMAP SSL port |
imap_username | Full email address | IMAP login username |
imap_password | (blank) | You fill this in with the user's password |
Passwords are intentionally blank
For security, exported CSVs never contain passwords. Fill in the smtp_password and imap_password columns yourself before uploading to warming tools.
The file includes a UTF-8 BOM for Excel compatibility and is named users-YYYY-MM-DD.csv.
Direct import into warming tools
The exported CSV can be uploaded directly to:
- Instantly -- Settings > Email Accounts > Import CSV
- Warmy -- Mailboxes > Add Mailbox > Import CSV
- Mailreach -- Add Mailboxes > CSV Import
Just fill in the password columns before uploading.
Importing users
Navigate to the Users page and click the Import button to open the import wizard.
Import CSV format
The import CSV requires two columns -- email and password:
email,password
alice@example.com,Str0ng$ecure!
bob@example.com,An0ther#Pass99
sales@example.com,S@les2024Team
The importer also accepts the Instantly/Warmy format (from_email and smtp_password columns), so you can re-import a file originally exported from CeyMail or another tool.
Import flow
The import process has three steps:
1. Upload -- Select a .csv file. The file is read locally in your browser and sent to the server for validation.
2. Preview -- Every row is validated before any changes are made. The preview table shows each row with a status badge:
- Valid rows are ready to import
- Error rows show the specific reason they will be skipped
Review the preview carefully. Only valid rows will be imported.
3. Results -- After confirming, the dashboard shows how many users were imported, how many failed, and any errors that occurred during insertion.
Validation rules
Each row in the CSV is validated against these rules:
| Rule | Error message |
|---|---|
| Email must not be empty | Email is empty |
| Email must be a valid format | Invalid email format |
| Domain must already exist in CeyMail | Domain 'x' does not exist |
| Email must not already exist in the database | User already exists |
| Email must not appear more than once in the CSV | Duplicate in CSV |
| Password must be 8-128 characters | Password must be at least 8 characters long |
| Password must contain uppercase, lowercase, digit, and special character | Password must contain at least one uppercase letter, one lowercase letter, one digit, and one special character |
Domains must exist first
The importer does not create domains. Add all required domains on the Domains page before importing users. Any row referencing a domain that does not exist will be flagged as an error.
Limits
- Maximum CSV size: 2 MB
- Maximum rows per import: 1,000
- The import respects your license's mailbox limit -- if importing would exceed the limit, the entire import is blocked with a clear error message showing how many slots are available
Example workflow
- Add your domains on the Domains page (e.g.,
example.com,company.org) - Prepare a CSV file with email and password columns
- Go to Users > Import
- Upload the CSV and review the preview
- Click Import N Users (where N is the number of valid rows) to create the mailboxes
- Export the users to get an Instantly/Warmy-compatible CSV
- Fill in passwords and upload to your warming tool