How to segment email accounts for targeted warmup sequences in Inboxally

Warming up email accounts is a pain, but if you’re sending cold emails or running multiple domains, you can’t afford to wing it. Inbox placement matters—and so does using the right warmup strategy. This guide is for folks who want to use Inboxally to run smarter, more targeted warmup sequences by segmenting their email accounts, not just dumping everything into one bucket.

Maybe you manage outreach for a bunch of clients, or your sales team keeps spinning up new sender addresses. Either way, you want your emails to land in the inbox, not the spam folder. Here’s how to segment accounts for warmup, avoid common mistakes, and skip the B.S.

Why Segment Email Accounts for Warmup?

Let’s get the basics out of the way. You don’t have to segment your accounts, but you should if:

  • You’re running multiple brands, clients, or departments.
  • Different accounts have different sending goals or volumes.
  • Some accounts are brand new, while others are older but went cold.

If you treat every sender the same, you’ll either under-warm (and get flagged as spam) or over-warm (and waste time/resources). Segmentation lets you:

  • Tailor warmup speed to each account’s real needs.
  • Avoid cross-contamination from “problem” senders.
  • See what’s working (and what’s not) for different types of accounts.

Pro tip: Don’t overcomplicate this. Segment by what matters—not by every tiny difference.

Step 1: Map Out Your Email Accounts

First, get a real handle on what you’re working with. It’s easy to lose track, especially if you’re juggling lots of domains.

  • List every sender address you want to warm up. Google Sheets or Notion works fine.
  • Note the account’s:
    • Domain (e.g., sales@brand.com)
    • Age (when was it created?)
    • ESP (Gmail, Outlook, your own SMTP, etc.)
    • Purpose (cold outreach, newsletters, transactional, etc.)
    • Current volume (daily/weekly sends)
    • Past reputation (if you know it—blacklisted? Dormant?)

You want a clear picture of who’s who. If you’re inheriting a mess, just do your best.

Step 2: Decide What Segments Actually Matter

This is where most folks go off the rails. Don’t create segments just to say you did—pick categories that actually change how you’ll warm up.

Here’s what usually matters:

  • Brand new domains: Need to start extra slow. No sudden spikes.
  • Dormant or “revived” domains: Go slower than usual—reputation may be fragile.
  • Established, active domains: Can handle faster ramp-up, but don’t go wild.
  • By purpose: Cold outreach needs more caution than newsletters.
  • By ESP: Gmail, Outlook, and custom SMTP can behave differently.

What doesn’t matter as much:

  • Exact job titles of senders
  • Subtle differences in signature/footer
  • Fancy internal labels

Pro tip: If segmenting something won’t change your warmup sequence, skip it.

Step 3: Create (and Name) Your Segments

Now, actually group your accounts. You can do this in Inboxally or in your own spreadsheet. Keep segment names clear and boring—future you will thank you.

Example segments:

  • “New Gmail Outreach”
  • “Revived Outlook Domains”
  • “Newsletter Senders”
  • “Transactional (Active)”

For each segment, list the accounts that belong.

Honest take: If you have less than 5 accounts, you probably don’t need heavy segmentation. Keep it simple.

Step 4: Set Up Segmented Warmup Sequences in Inboxally

Here’s where you bring it into Inboxally itself. The goal is to assign each segment its own warmup plan.

  1. Add your email accounts to Inboxally.

    • Follow their prompts to connect each sender.
    • Double-check that you’re not mixing up accounts (easy mistake).

  2. Create distinct warmup sequences for each segment.

    • For new domains, start ultra-slow (5–10 emails/day), then ramp up over weeks.
    • For revived domains, start slow but not as slow—monitor closely.
    • For active/established domains, you can be more aggressive, but don’t max out on day one.
    • For cold outreach, keep your warmup conversational and varied—avoid obvious mass-blast patterns.
    • For newsletters/transactional, simulate the real send pattern, but build up volume.

  3. Label each sequence clearly.

    • Use the same segment names you used before. Don’t get clever—clarity beats creativity.

  4. Assign each account to its correct sequence.

    • Double-check for mistakes. One wrong assignment can tank a domain’s reputation.

Pro tip: If you’re not sure how aggressive to be, err on the side of caution. You can always speed up later—recovering from spam hits is way harder.

Step 5: Monitor and Adjust (Don’t “Set and Forget”)

Warmup isn’t a fire-and-forget process, no matter what the tools say. Here’s what you should actually do:

  • Monitor inbox placement—not just “sent” numbers.
  • Watch for bounces, spam reports, or weird patterns. If one segment gets flagged, pause and investigate.
  • Adjust warmup speed if you see issues. Slow down if things look dicey.
  • Graduate accounts—once a domain is warm, move it out of the heavy-warmup segment and into a maintenance drip.

What doesn’t work: Blindly following generic warmup timelines, or assuming all accounts are in the clear after two weeks. Every sender is different.

What to Ignore (and What to Sweat)

Ignore: - Fancy “AI-powered” warmup promises. Most tools do roughly the same thing—simulate real email engagement. - Over-complicating segments. Too many categories leads to confusion and mistakes. - Warmup “hacks” that promise instant results. If it sounds too good to be true, it is.

Sweat: - Assigning the right account to the right sequence. A single mistake can hurt everyone. - Noticing sudden changes in reputation or placement. Don’t wait for a crisis to react. - Keeping records. If you get hit with a spam block, knowing what you changed (and when) helps a lot.

Common Mistakes (and How to Dodge Them)

  • Segmenting by vanity metrics. Don’t create a segment just because you can. Only segment if it actually affects your warmup plan.
  • Forgetting to update segments as accounts evolve. Domains graduate from “new” to “established.” Adjust segments as you go.
  • Ignoring ESP quirks. Gmail and Outlook are not the same beast—what works for one may not work for the other.
  • Not monitoring deliverability in real-world sends. Warmup is just the start. Always test real campaigns in addition to your warmup.

Your Next Steps: Keep It Simple, Iterate Often

Don’t let segmentation become a second job. Start simple: segment by what actually changes your approach, set up corresponding warmup sequences in Inboxally, and keep an eye on your results. If you see issues, adjust. If something’s working, stick with it.

You don’t need a PhD in deliverability—just a clear plan, a little discipline, and the willingness to tweak as you go. Less is often more. Good luck—and may your emails dodge the spam folder.