How to Setup Email Senders for Cold Email Using Instantly: A Step-by-Step Guide

The foundation of a successful cold email campaign is a properly set up email domain. Without it, your emails risk being flagged as spam, significantly reducing their chances of reaching the intended recipients. Utilizing multiple domains can enhance your email deliverability and help avoid being blacklisted.

A single Google Workspace account can manage connections to three different domains, providing flexibility and scalability for your email outreach. In the following subsections, we’ll guide you through the steps of buying a secondary domain, authenticating it, and configuring domain forwarding to ensure your emails reach their targets effectively.

Buying a Secondary Domain

Protect your primary domain’s reputation by acquiring a secondary domain for cold email outreach. This approach safeguards your main domain from potential blacklisting and enables you to conduct larger-scale cold email campaigns.

When purchasing a secondary domain, opt for one that closely aligns with your main domain and consider top-level domains like .com, .net, or .io, as they are generally more effective for cold emailing. If you’ve previously acquired backup domains from other sources, you can seamlessly integrate them into your emailing strategy.

Authenticating Your Domain (SPF, DKIM, DMARC)

Email authentication is a critical step in enhancing your email deliverability and protecting against blacklisting. This process involves configuring SPF, DKIM, and DMARC records in your domain settings to validate your emails and ensure they reach the recipient’s inbox.

SPF records specify which mail servers are authorized to send emails on behalf of your domain, while DKIM allows the recipient to verify that the email was indeed sent by the domain owner. DMARC provides instructions on how to handle emails that fail SPF or DKIM checks, further bolstering your email deliverability. Properly configuring these records is essential for maintaining a positive sender reputation and avoiding spam filters.

Configuring Domain Forwarding

To streamline the management of your email communications, set up domain forwarding. This process centralizes the monitoring of all your email accounts, making it easier to track and respond to incoming messages. Configuring domain forwarding ensures you don’t miss any important emails and helps maintain organized communication channels.

Creating and Configuring Email Accounts

Creating multiple email accounts is a strategic move to improve your email deliverability and manage your cold email campaigns effectively. For each secondary domain, it’s advisable to create around five email accounts. This approach not only improves deliverability but also reduces the risk of your emails being flagged as spam.

Google Workspace is a powerful tool that facilitates the creation and management of multiple email accounts. It allows you to create email aliases instead of separate accounts, making it easier to handle multiple addresses under one login. By integrating new domains, you can enhance your outreach capabilities and manage higher volumes of emails without compromising deliverability.

Setting Up Google Workspace

Setting up Google Workspace is a straightforward process that allows you to create multiple email accounts efficiently. You can create between two to three email accounts per domain, making it a versatile solution for managing your outreach efforts.

Google Workspace is not just about creating email accounts; it’s also about enhancing communication and organization within your team. By connecting up to three different domains to a single Google Workspace account, you can maintain a streamlined workflow and improve overall productivity.

Enabling Two-Factor Authentication

Security is paramount when managing email accounts, and enabling two-factor authentication (2FA) is a crucial step in this regard. Implementing 2FA significantly boosts the security of your email accounts by reducing the likelihood of unauthorized access. This additional layer of security ensures that your email communications remain protected.

Warming Up Your Email Accounts

Warming up your email accounts is an essential process to build a credible sender reputation and ensure your emails reach the inbox rather than being marked as spam or landing in the spam folder. This gradual approach helps avoid triggering spam filters, which is crucial for maintaining email deliverability.

Manual Warm-Up Process

The manual warm-up process involves gradually increasing the number of emails sent daily over a period of at least two weeks. Start with a limited number of emails, ideally between 5-10 daily, to build engagement effectively.

Maintaining an active warm-up inbox is crucial during this phase to encourage replies and ongoing conversations. This engagement helps establish a positive sender history, which is essential for successful cold email campaigns.

Automated Warm-Up Tools

Automated warm-up tools like Instantly can significantly streamline the process of warming up email accounts. These tools gradually increase email sending volume without manual intervention, reducing the risk of human error and providing valuable insights into deliverability. By using automated tools, you can ensure a consistent and safe warm-up process for multiple accounts.

Uploading Leads and Verifying Contacts

Once your email accounts are set up and warmed up, the next step is to upload your leads and verify their email addresses. This step ensures that your email campaigns target high-quality contacts, reducing bounce rates and enhancing sender reputation.

Finding and Uploading Leads

Finding potential leads is a crucial part of any cold email campaign. Utilize tools like Saleshandy Lead Finder, Hunter.io, Snov.io, and Voila Norbert to locate email addresses of potential customers. Apollo’s database can also be filtered to find leads based on specific criteria such as revenue, employee count, and tech stack. Additionally, don’t overlook your existing email contacts and colleagues as valuable leads.

Organize your leads into specific folders for efficient management and future retargeting. Creating an ideal customer profile helps target the right audience for your cold email campaigns.

Verifying Email Addresses

Verifying email addresses is essential to ensure that your email lists consist of legitimate and working contacts. Tools like Instantly provide easy options for verifying leads, reducing the risk of sending emails to invalid addresses and maintaining a high sender reputation.

Crafting Effective Cold Emails

Crafting effective cold emails is an art that requires understanding your target audience and being concise and clear about your offering. A well-crafted email can significantly increase the chances of getting a response and achieving your outreach goals.

Personalizing Email Content

Personalization is key to engaging recipients and creating meaningful connections. Each cold email should attempt to create a connection by addressing the recipient’s pain points and utilizing insights from their profiles. Tools like GMass allow for features such as first name detection from recipients’ email addresses, enhancing personalization.

Using mail merge and conditional content can help maintain personalization at scale, ensuring that each email feels tailored to the recipient.

Writing Compelling Subject Lines

A compelling subject line is crucial for getting your emails opened. Keep your subject lines short, specific, and relevant to the email content. Hinting at the value without revealing everything can pique the recipient’s interest and encourage them to open the email.

Structuring the Email Body

The email body should be concise and focused on one idea or offer. Format the email for easy reading, using short paragraphs and emphasizing key points in your blog post, including a call to action.

Including relevant case studies and testimonials can support your claims and build credibility.

Scheduling and Sending Cold Emails

Scheduling your emails ensures they hit inboxes when recipients are most engaged, significantly boosting open rates. Cold emailing platforms like Instantly allow you to schedule emails for the future and optimize email sequences.

Optimal Email Timing

Understanding your audience’s work schedules is crucial for timing your emails effectively. Sending emails during peak engagement periods, like early mornings or Sundays, can lead to better response rates. Timing your emails based on audience schedules can significantly improve open rates and engagement.

Launching Your Campaign

Follow-ups are crucial in cold email outreach since many recipients may not respond to the first email due to being busy with other commitments. Sending follow-up messages as replies to previous emails can significantly increase engagement rates.

Utilizing automated follow-ups can streamline communication and enhance overall reply rates. Setting up recurring campaigns allows you to continuously reach out to new prospects, ensuring a steady flow of potential leads.

Monitoring and Analyzing Campaign Performance

Monitoring and analyzing your campaign performance is essential to gauge the success of your cold email campaigns. With integrated analytics, you can track key metrics such as opens, clicks, replies, bounces, and unsubscribes. This data helps you understand how well your emails are performing and identify areas for improvement.

Tracking Key Metrics

Tracking key metrics is essential to measure the effectiveness of your outreach. Key metrics to monitor include open rates, reply rates, and conversion rates. A/B testing different email variations can help you determine which strategies work best for your audience.

Adjusting Campaign Strategy

Based on the performance data, you may need to adjust your campaign strategy to improve deliverability and engagement. Maintaining a regular email schedule and sending follow-up emails every 2-3 business days can enhance response rates. Behavioral segments from past interactions can also significantly enhance the targeting of new cold email campaigns.

Scaling Your Cold Email Efforts

Scaling your cold email efforts involves expanding your outreach capabilities while maintaining the quality and effectiveness of your campaigns. Instantly is designed to help users scale their email outreach campaigns by allowing unlimited email sending.

By purchasing multiple secondary domains and creating more email accounts, you can distribute the volume of emails sent and improve overall deliverability.

Adding More Domains and Accounts

To scale your outreach efforts, consider purchasing additional domains and creating multiple email accounts per domain. This approach helps distribute your outreach efforts while maintaining a strong sender reputation.

Authenticating your domain using SPF, DKIM, and DMARC further improves email deliverability and protects against phishing attacks. If you’re using Google Workspace, you can easily create additional email accounts to manage different outreach campaigns effectively.

Delegating Tasks to Virtual Assistants

As you scale your cold email efforts, delegating tasks to virtual assistants can be highly beneficial. Provide them with tutorials on setting up domains and email accounts to ensure they can manage these tasks efficiently.

This delegation frees up your time to focus on other aspects of your business while maintaining effective email outreach.

Summary

In summary, setting up and executing a successful cold email campaign involves several critical steps, from setting up your email domain to crafting personalized emails and monitoring campaign performance. By following the steps outlined in this guide and leveraging the capabilities of Instantly, you can significantly enhance your email deliverability and engagement rates.

Implementing these strategies not only helps you reach more potential customers but also builds a credible sender reputation that can lead to long-term success in your email marketing efforts. Now, it’s time to put these insights into action and start seeing the results of your optimized cold email campaigns.

Frequently Asked Questions

Why is it important to use a secondary domain for cold emailing?

Using a secondary domain is crucial to safeguard your primary domain’s reputation and minimize the risk of blacklisting. It’s a smart move that lets you reach out confidently and effectively!

What is the purpose of email authentication (SPF, DKIM, DMARC)?

Email authentication, through SPF, DKIM, and DMARC, is essential for ensuring your emails reach their intended recipients while safeguarding against phishing attacks. Embrace these practices to enhance your email security and trustworthiness!

How can I warm up my email accounts effectively?

To effectively warm up your email accounts, gradually increase your daily email volume over a two-week period while actively engaging with your inbox. This will help you establish a strong sender reputation for better email deliverability!

Why should I verify email addresses before sending cold emails?

Verifying email addresses is crucial because it helps maintain a high sender reputation and reduces bounce rates, ensuring your cold emails reach legitimate contacts. Take this step to enhance your email success and connect meaningfully!

How can I scale my cold email efforts using Instantly?

To effectively scale your cold email efforts using Instantly, purchase additional domains and set up multiple email accounts for each domain. Empower virtual assistants to handle the increased email volume, allowing you to maximize your outreach and drive better results!