If you’re sending cold emails or running outbound campaigns, you already know the pain: your emails end up in spam, or worse, never get delivered at all. Whether you’re a founder, marketer, or just the “email person” on a small team, getting caught in spam filters is a productivity killer. Warming up your email account—gradually proving to inbox providers that you’re a real person, not a spammer—matters way more than most people think.
That’s where a tool like Mailwarm comes in. It promises to take the grunt work out of warming up your domain by automatically sending and replying to emails for you each day, boosting your sender reputation. But if you just turn it on and walk away, you’re missing out (or maybe even making things worse). Here’s how to actually schedule daily warm up emails the right way in Mailwarm—and what you should ignore.
Why Warming Up Your Email Matters (And What “Sender Score” Actually Means)
Let’s be real: “sender score” sounds like marketing fluff, but it’s shorthand for how trustworthy mailbox providers (like Gmail or Outlook) think you are. Warmed-up accounts get delivered. Cold ones get filtered or throttled.
Here’s what actually moves the needle: - Consistent, low-volume sending that ramps up slowly - Real conversations (not just one-way blasts) - Engagement: opens, replies, and “not spam” signals
If you try to brute-force your way to inbox placement—sending 100 cold emails from a new domain on day one—you’ll get burned. Warming up isn’t optional; it’s table stakes.
Step 1: Get the Basics Right Before Scheduling Anything
Mailwarm is helpful, but it’s not magic. Before you even log in, check these basics:
- Use a real domain — Not a sketchy free email address or a throwaway.
- Set up proper DNS: SPF, DKIM, and DMARC. Don’t skip this. A single typo can tank deliverability.
- Start with a fresh, unused inbox if possible. If you’ve already been flagged as spam somewhere, warming up won’t fully fix it.
Pro tip: Use tools like MXToolbox or Google’s Postmaster Tools to spot problems early.
Step 2: Connect Your Email Account to Mailwarm
Once your domain is squared away, log into Mailwarm and connect your email account. This is straightforward if you use Gmail, Outlook, or any standard provider. You’ll usually need:
- Your email address
- App password or OAuth permissions (don’t use your main email password if you can help it)
- SMTP and IMAP details for custom domains
Mailwarm will walk you through it, but double-check you’re connecting the right inbox—don’t accidentally warm up your personal Gmail.
Step 3: Set Your Daily Email Warmup Schedule
Here’s the meat of it. Don’t just crank the dials to max. Mailwarm lets you customize:
- Number of warmup emails per day
- Ramp-up speed (how fast you increase volume)
- Days of the week to send
How Many Warmup Emails Per Day?
- Start small: If your domain is brand new, 10–15 emails/day is safe.
- Ramp up slowly: Add 5–10 more per week until you hit 40–50/day.
- Don’t overdo it: More is not better. If you’re running a small campaign, you probably never need to warm up with 100+ emails/day.
Why Not Go Faster?
Mailbox providers smell a rat when a new account suddenly starts blasting out emails. Warming up is about patience, not volume.
Should You Warm Up Every Day?
- Aim for 5–6 days/week. Skipping weekends is fine (actually, it looks more human).
- Consistency is better than perfection. If you miss a day, don’t panic.
Setting the Schedule in Mailwarm
- Go to the “Warmup Settings” page.
- Choose your starting volume and ramp-up pace.
- Pick which days to send.
- Save, and let Mailwarm do its thing.
Honest take: The default settings in Mailwarm are usually conservative. Resist the urge to “optimize” unless you know what you’re doing. Too aggressive, and you’ll hurt your sender score.
Step 4: Monitor Deliverability (Don’t Just Set and Forget)
It’s tempting to turn Mailwarm on and never check back, but smart senders pay attention:
- Watch for bounces or errors. If your warmup emails aren’t being delivered, your DNS setup may be off—or your domain is blacklisted.
- Check your spam placement. Use a tool like GlockApps or Mail-Tester to see where your emails are landing.
- Look for engagement. Mailwarm’s network replies to your emails, which helps, but don’t confuse this with real customer engagement.
What to Ignore
- Don’t obsess over “open rates” shown by Mailwarm. These are mostly from other Mailwarm accounts, not real recipients.
- Don’t keep increasing your daily warmup volume forever. There’s a point of diminishing returns.
Step 5: Phase Out the Warmup (Or Keep It Going?)
After 3–6 weeks, you should be at your target sending volume, and your sender reputation should be in good shape—assuming you haven’t done anything spammy elsewhere.
What next? - If you’re sending regular, legitimate emails to real people, you can reduce or pause Mailwarm. - If your sending is sporadic, or you’re launching a new campaign, keep a low-level warmup running (10–20/day) to maintain reputation.
Warning: No warmup tool can save you from bad content, poor targeting, or spam complaints. If your actual emails get flagged, you’ll end up in spam anyway.
Common Mistakes and Myths
Let’s cut through the nonsense:
- “Warmup tools guarantee inbox placement.” Nope. They help, but if your content is bad or your list is dirty, you’re toast.
- “You only need to warm up once.” If you stop sending for months, or change providers, you’ll need to warm up again.
- “More warmup = better results.” False. Over-warming looks suspicious and wastes time/resources.
Pro Tips for Better Results
- Warm up each new sending address separately. Don’t assume one warmed-up domain covers every mailbox.
- Avoid spammy words in your warmup messages. Mailwarm’s network tries to keep things natural, but check the templates if you’re worried.
- Don’t rely solely on automation. Mix in real emails and manual replies if you can.
Keep It Simple and Iterate
Warming up your email with Mailwarm isn’t rocket science, but it does take a bit of patience and common sense. Start small, ramp up gradually, and don’t get greedy. The best way to a healthy sender score is consistency—show the inbox providers you’re a real person sending real emails, not a robot spamming the world.
If things go sideways, dial it back, double-check your settings, or ask for help. There’s no magic bullet here—just steady progress. Keep it simple, keep an eye on your results, and adjust as you go. That’s how you stay out of the spam folder.