So, you’re ready to send cold emails—or maybe you just want your regular emails to actually show up in people’s inboxes instead of disappearing into the spam folder. You’ve heard about “warming up” your email account to build sender reputation, and a tool called Warmupinbox keeps popping up. But how do you actually set this up, and what should you expect? This is for anyone who’s never used a warmup tool before and just wants straight answers (without the sales pitch).
Let’s walk through exactly how to set up your first warmup campaign in Warmupinbox, step by step. You’ll get honest advice about what matters, what doesn’t, and where to keep your expectations in check.
Why Warm Up Your Email Account? (Quick Version)
If you blast out emails from a fresh or neglected account, you look suspicious to spam filters. Warming up means sending small, smart volumes of mail that actually get opened, read, and replied to—building trust with the big email providers (Google, Microsoft, etc). It’s not magic, but it helps.
Who needs this? - Anyone using a new domain or inbox for outreach - Folks whose emails keep landing in spam - Anyone who’s let an inbox gather dust and wants to start using it again
Who doesn’t? - If you’re only ever emailing people you know, from a personal account you’ve used for years, skip this. Move on with your life.
Step 1: Sign Up for Warmupinbox and Log In
Let’s get the basics out of the way.
- Go to the Warmupinbox website and sign up for an account.
- You’ll need to verify your email address (the one you’ll use for warmup).
- Log in to the dashboard.
Pro Tip: Use the actual inbox you plan to use for outreach. Don’t warm up some random account—you want continuity.
Step 2: Connect Your Email Account
This is where you authorize Warmupinbox to send and receive mail as you.
- Click “Add Inbox” or “Connect Email.”
- Pick your provider. They support Gmail, Outlook, Office 365, and custom SMTP/IMAP.
- Enter your credentials. For Gmail/Outlook, it’s usually an OAuth prompt. For custom, you’ll need server info (host, port, etc).
What to watch for: - If you have 2FA, app-specific passwords, or strict security, you might need to tweak settings on your end. - Some corporate accounts block third-party access. If you can’t connect, check with your IT team (or, if you’re the IT team, check your provider’s app permissions).
Don’t stress about... - Warmupinbox storing your actual emails. They only send/receive warmup messages, not your private mail. Still, read their privacy policy if you’re paranoid (no shame).
Step 3: Set Up Your Warmup Campaign
You’re connected! Now it’s time to actually set up the campaign.
Choose Your Campaign Settings
- Daily Volume: Start low (10–20 emails/day) if the inbox is new. If it’s older and has history, you can bump up to 30–40. Don’t go wild. More isn’t better—consistency is.
- Ramp-Up Schedule: Good warmup tools slowly increase volume over days or weeks. Use the default schedule unless you have a reason not to.
- Reply Rate: Warmupinbox can automatically generate replies. Enable this. Spam filters love seeing real conversations.
- Start Date: Usually “as soon as possible” is fine.
What Actually Happens?
Warmupinbox sends emails from your account to other inboxes in their network. Those emails get opened, “replied to,” and (if they land in spam) get marked as “not spam.” This tricks spam filters into thinking you’re a normal, trusted sender.
Heads up: These aren’t real people reading your warmup emails. It’s all bots and automation. That’s fine for the warmup process—it’s not about human relationships, it’s about algorithmic reputation.
Don’t bother tweaking: - Subject lines or body content of warmup messages. The system handles it. Save your creativity for real outreach.
Step 4: Monitor Progress (But Don't Obsess)
Now your campaign is running. Here’s what to do—and what not to do.
What to Watch
- Inbox Placement: Warmupinbox shows you the percentage of your warmup emails that hit the inbox vs. spam. You want that inbox rate going up.
- Volume: Make sure the volume is gradually increasing if you’re using a ramp-up.
- Errors: If you see lots of failed sends or other red flags, check your connection or settings.
What Not to Worry About
- Every single dip or spike: Deliverability isn’t linear. Some days will look worse than others.
- Immediate results: It usually takes 2–4 weeks for a new account to get “warmed up.” Don’t rush it.
When to Pause or Stop
- If your inbox rate hits 90%+ consistently, and you’ve been running for at least two weeks, you can slow down or stop the warmup.
- If you change your email provider, domain, or sending tools, start a new warmup cycle.
Step 5: Start Your Real Outreach—Carefully
Once you’ve warmed up, you can start sending real emails. But don’t go from 30 warmup emails a day to blasting 500 cold pitches overnight. Ease into it.
- Add real sending slowly: Start with 20–30/day, then increase by 10–20 each week.
- Keep warmup running: Many folks keep a low-volume warmup campaign running in the background while they ramp up real sending. It helps maintain your reputation.
- Watch your results: If you see deliverability tanking—open rates dropping, replies not coming—pause and investigate.
Don’t fall for... - The myth that warmup means you’re “safe” forever. Bad content, sending to bad lists, or spammy behavior will still get you filtered. Warmup is just a head start.
What Actually Matters (And What Doesn’t)
Worth Your Time
- Consistent, gradual sending: Sudden spikes freak out spam filters.
- Basic list hygiene: Don’t email scraped or obviously fake addresses.
- Realistic reply rates: Automation helps, but real replies from humans are even better.
- Authentication: Make sure your SPF, DKIM, and DMARC records are set up properly. Warmupinbox can’t fix broken DNS records.
Not Worth Obsessing Over
- Exotic settings: The default warmup schedule works for 99% of people.
- Warmup message content: Nobody’s reading them.
- Spam folder paranoia: Some warmup emails will land in spam. That’s normal—the system is designed to rescue them.
FAQ: Common Issues and Quick Answers
Q: Will warmup fix all my deliverability problems?
A: Nope. It helps, but if you’re emailing bad lists, using a blacklisted domain, or your content screams “spam,” you’ll still get filtered. Warmup is just one piece.
Q: Can I “set and forget” my warmup campaign?
A: You can mostly leave it running, but check in once a week. If something breaks, you want to catch it early.
Q: Is Warmupinbox the only option?
A: No. There are other tools (Mailwarm, Lemwarm, etc.), but they all work pretty much the same way. Pick one and stick with it.
Q: What if my email provider blocks Warmupinbox?
A: Rare, but possible. Some providers are stricter about automation. If you get blocked, try adjusting security settings, or consider a different warmup tool.
Final Thoughts: Keep It Simple, Iterate as You Go
Warming up your email with Warmupinbox isn’t rocket science. Don’t get caught up in tweaking every setting or chasing perfect scores. Start small, be consistent, and learn as you go. If something’s not working, adjust. And remember: no warmup tool can fix bad sending practices, so focus on quality over quantity.
Go get those emails delivered—just don’t expect miracles from a warmup campaign alone. Keep it simple, and you’ll do just fine.