ea-email-acquisition

name	ea - Email Acquisition
description	Acquire and configure email addresses for autonomous system operations
output	{"format":"prose"}

Email Acquisition

Input: $ARGUMENTS

Interpretations

Before executing, identify which interpretation matches the user's input:

Interpretation 1 — Set up project email: The user needs to acquire and configure email addresses for a specific project or autonomous system, including provider selection, domain setup, and deliverability configuration. Interpretation 2 — Audit existing email setup: The user already has email infrastructure but wants to evaluate and improve its deliverability, DNS configuration, or professional appearance. Interpretation 3 — Plan email strategy: The user is early-stage and needs help deciding what email approach to take (free vs. paid, custom domain vs. generic, privacy level) before any setup begins.

If ambiguous, ask: "I can help with setting up new project email, auditing your existing email configuration, or planning an email strategy — which fits?" If clear from context, proceed with the matching interpretation.

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Overview

Acquire and configure email addresses for autonomous system operations

Steps

Step 1: Assess requirements and select approach

Evaluate project needs to determine email approach:

1. Volume assessment:

   • Low (<50/day): Free tier sufficient
   • Medium (50-500): Free with custom domain
   • High (>500): Paid service required

2. Budget check:

   • $0: Gmail/Outlook/ProtonMail free
   • $10-15: Custom domain + Zoho free
   • $50+: Google Workspace or Fastmail

3. Professional requirements:

   • Internal only: Free email OK
   • External stakeholders: Custom domain preferred
   • Business critical: Paid service recommended

4. Privacy requirements:

   • Standard: Any provider
   • Enhanced: ProtonMail or Fastmail
   • Maximum: ProtonMail with anonymous signup

Select tier and specific provider based on assessment.

Step 2: Register domain (if needed)

If requires_domain is true, register a domain:

1. Choose domain name:

   • Professional and memorable
   • Related to project purpose
   • .com preferred, .io/.co acceptable
   • Avoid hyphens and numbers

2. Select registrar (cost comparison):

   • Porkbun: ~$9/year for .com (cheapest)
   • Namecheap: ~$10/year
   • Cloudflare: ~$9/year (at cost pricing)

3. Registration process:

   • Search for domain availability
   • Add to cart
   • Complete purchase
   • Verify domain ownership via email

4. Enable privacy protection:

   • WHOIS privacy (usually free)
   • Protects personal information

Step 3: Set up email service

Configure email service for the domain:

For Zoho Free (recommended for custom domain):

1. Go to zoho.com/mail
2. Sign up with "Add Domain" option
3. Verify domain ownership via DNS TXT record
4. Create email addresses as needed

For Gmail (free, no custom domain):

1. Go to accounts.google.com
2. Create new Google account
3. Complete phone verification if required
4. Configure account settings

For ImprovMX (forwarding only, free):

1. Go to improvmx.com
2. Add domain
3. Set up forwarding to existing email
4. Useful for receiving only

Create standard addresses:

• contact@[domain] - general inquiries
• info@[domain] - information requests
• [project]@[domain] - project-specific

Step 4: Configure DNS for deliverability

Set up DNS records to ensure emails are delivered (not marked as spam):

Required records:

1. MX Records (Mail Exchange):

   • Points to email service's mail servers
   • Example: mx.zoho.com with priority 10

2. SPF Record (Sender Policy Framework):

   • TXT record authorizing mail servers
   • Example: v=spf1 include:zoho.com ~all

3. DKIM Record (DomainKeys Identified Mail):

   • TXT record for email signing
   • Get value from email provider
   • Proves emails are from your domain

4. DMARC Record (Domain-based Message Authentication):

   • TXT record defining policy
   • Example: v=DMARC1; p=none; rua=mailto:dmarc@[domain]

Configuration location: Domain registrar's DNS settings

Propagation: Wait 15 minutes to 48 hours for DNS propagation

Step 5: Test deliverability

Verify emails will be delivered properly:

1. Send test emails to major providers:

   • Gmail (personal account)
   • Outlook/Hotmail
   • Yahoo (if available)

2. Check each test:

   • Did email arrive in inbox (not spam)?
   • Is sender name/email displayed correctly?
   • Do links and formatting work?

3. Use mail-tester.com:

   • Send email to their test address
   • Get deliverability score
   • Target: 8+ out of 10
   • Review any issues flagged

4. Check authentication headers:

   • View email source in recipient inbox
   • Verify SPF=pass, DKIM=pass, DMARC=pass

If score < 8, troubleshoot:

• Verify DNS records are correct
• Check for blacklist status
• Review email content for spam triggers

Step 6: Configure automation access (optional)

Set up programmatic access if needed for automation:

IMAP/SMTP access (for scripts):

1. Enable IMAP in email settings
2. Note server addresses:
   • IMAP: imapro.zoho.com:993 (SSL)
   • SMTP: smtppro.zoho.com:465 (SSL)
3. Generate app-specific password if 2FA enabled

API access (provider-specific):

• Gmail: Enable Gmail API, create OAuth credentials
• Zoho: Enable API access in mail settings

Integration platforms:

• Zapier: Connect email for automation
• Make.com: Alternative integration platform
• n8n: Self-hosted option

Document credentials securely for later use.

Step 7: Document and schedule maintenance

Create maintenance plan for ongoing email health:

Daily tasks:

• Check inbox for responses
• Respond within 24 hours to maintain reputation

Weekly tasks:

• Review spam folder for false positives
• Check deliverability if sending volume

Monthly tasks:

• Verify DNS records still correct
• Check account standing
• Review any bounced emails

Annual tasks:

• Renew domain before expiration
• Review email strategy
• Update passwords

Document all credentials and settings:

• Domain registrar login
• Email service login
• DNS record values
• API credentials (if configured)

When to Use

• Starting a new autonomous project requiring professional correspondence
• Need to send outreach emails to stakeholders
• Need to receive responses and documents from external parties
• Account registration for services requires email verification
• Need professional appearance for business communications
• Current email is compromised, suspended, or unreliable
• Separating project communications from other email

Verification

• Email addresses created and accessible
• Test emails arrive in inbox (not spam)
• Deliverability score is 8+ on mail-tester.com
• All DNS records configured correctly (SPF, DKIM, DMARC)
• Credentials documented securely
• Maintenance schedule established
• Domain renewal date tracked
• Cost is within budget