How to Create and Configure Email Accounts for Outbound
Creating email accounts for cold outbound is more nuanced than just adding users. Here is how to do it right.
Creating email accounts for cold outbound is more nuanced than just adding users. Here is how to do it right.
Naming conventions
Use realistic first name and last name combinations. The account name should match the sender name you use in your cold emails. sarah.mitchell@domain.com("mailto:sarah.mitchell@domain.com") sending emails signed "Sarah Mitchell" is consistent and trustworthy. Avoid generic accounts (info@, hello@, team@) for cold outbound. These look impersonal and trigger commercial email filters.
How many accounts per domain
Two to three accounts per domain is the sweet spot. This gives you enough capacity (60 to 100 cold emails per day per domain) without concentrating too much volume on a single domain.
Profile setup
For each account, add a professional profile photo (especially for Google Workspace, as Gmail displays sender photos). Write a brief email signature with name, title, and company name. Do not include images, HTML, or social media icons in the signature.
Account warmup
Every new account must be warmed up before sending cold emails. Connect to your warmup tool immediately after creation and let warmup run for at least 14 days. Keep warmup active alongside campaigns indefinitely.
App passwords and security
If your cold email tool requires SMTP connection (rather than OAuth), you may need to generate an app password. In Google Workspace, enable 2-factor authentication first, then generate an app password under security settings. This password is used specifically by your cold email tool.
The shortcut
Setting up accounts manually across multiple domains is time-consuming. If you need accounts quickly, Warm Inboxes provides fully configured, prewarmed accounts ready to connect to your sending tool.
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