Email Setup & Settings

Setup simulator runs in your browser only. It does not register domains, change DNS, or connect to Google, Microsoft, or sending platforms. Use it to rehearse the real workflow safely.

Cold outbound fails when infrastructure is rushed. Treat setup as four phases—domain & DNS, mailboxes, platform connect, then warm-up—before scaling volume.

Phase 1

Domain & DNS

Buying domains, SPF/DKIM/DMARC, redirects, and separating brand from sending domains.

Phase 2

Mailboxes

Google Workspace, Microsoft 365, or host mail (Bluehost, Hostinger, cPanel)—2–4 inboxes per domain max at start.

Phase 3

Platform connect

Instantly, Smartlead, Lemlist, etc.—SMTP/OAuth, daily limits, and reply routing.

Phase 4

Warm-up & launch

21+ days of ramp, then sequences with verified lists and clean copy.

4-step process (before first campaign)

Plan domains

Primary brand domain stays clean; use lookalike or sub-brand domains for cold (e.g. getacme.com vs acme.com).

Publish DNS records

SPF includes your mail + sending tool; DKIM from provider; DMARC at least p=none with reporting, then tighten.

Connect & limit

Start 20–40 emails/inbox/day during warm-up; plain-text sequences; no bulk blasts on day one.

Measure & iterate

Bounce <2%, spam complaints <0.1%, reply rate tracked per domain/inbox—not vanity open rates on cold mail.

Choose a mail stack that matches your budget and IT policy. Enterprise teams usually use Google or Microsoft; smaller teams often use registrar + host mail until they outgrow it.

Google Workspace / Microsoft 365

Best deliverability reputation when configured correctly
OAuth or app passwords for sending tools (follow provider policy)
Admin console for users, aliases, and security

Bluehost / Hostinger / cPanel

Lower cost; you manage DNS in the same panel
Use provider SMTP/IMAP hostnames (often mail.yourdomain.com)
Stricter volume limits—warm up longer, fewer inboxes per domain

DNS essentials

SPF

TXT on root: lists authorized senders (mail host + platform). One SPF record only.

DKIM

CNAME/TXT from Google, M365, or host—cryptographic signature per message.

DMARC

Policy + reporting; align From domain with SPF/DKIM before moving to p=quarantine.

Domain best practices

Redirect sending domains to main site (HTTPS)
Match display name to real person; avoid “Sales Team” on cold
Custom tracking domain optional—default platform domain is fine early on

Avoid

Sending cold from primary corporate domain day one
Free Gmail/Outlook personal accounts at scale
Skipping DMARC because “it’s optional”

Typical B2B tool stack

Layer	Examples	Role
Data / lists	LeadMart, Apollo, ZoomInfo	Verified contacts, ICP filters
Sending	Instantly, Smartlead, Lemlist	Sequences, rotation, warm-up modules
Mail host	Google, M365, cPanel host	Inboxes, SMTP/IMAP, DKIM source
DNS	Cloudflare, registrar DNS	SPF, DKIM, DMARC, redirects
Monitoring	GlockApps, Mail-tester (spot checks)	Inbox placement tests—not daily reliance

New domains and inboxes need a gradual reputation ramp. Most teams plan ~21 business days before full outbound volume.

Sample 21-day warm-up schedule

Days	Emails / inbox / day	Notes
1–3	5–10	Peer/network replies; enable platform warm-up pool if available
4–7	15–25	Mix opens/replies; avoid links in first week
8–14	30–50	Light cold to highly engaged list slice
15–21	50–80	Approach target daily cap; watch bounces
22+	80–150*	*Provider and domain dependent—never max on day one

Spread sends across business hours in prospect time zones
Pause inboxes with bounce spikes immediately
Keep copy short and plain during ramp

Don’t

Import 10k leads on day 3 of a new domain
Disable warm-up and blast at full volume
Reuse burned domains without cooling period

After infrastructure is stable, launch sequences with verified data and copy that matches your copywriting guide.

Sequence structure (B2B cold)

Introduction

Problem or trigger hook; reply CTA; minimal links.

Bump + proof

New angle—metric, mini case study, or resource.

Breakup

Permission to close file—often surfaces timing or referrals.

<2%

Bounce rate

1–5%

Reply rate (ICP)

<0.1%

Spam complaints

3–4

Touches / sequence

Ready for verified B2B leads?

Pair clean infrastructure with accurate contact data—then scale campaigns with confidence.

Explore LeadMart

Demo only. Buttons simulate UI flows—they do not purchase domains, edit DNS, or send email. Use this to rehearse steps before working in real admin panels.

Domain Planner — Demo Simulation

Plan primary brand vs sending domains before purchase.

Brand domain Sending domain (suggested)

Mock DNS panel—publish records from your mail + sending tool.

TXT @  v=spf1 include:_spf.google.com ~all
TXT default._domainkey  [DKIM from provider]
TXT _dmarc  v=DMARC1; p=none; rua=mailto:dmarc@getnorthline.com