How to use the Email Warmer

How to use the Email Warmer

Hey Sales.Rockies πŸ‘‹

This guide will show you how to warm up your domain and improve your email deliverability πŸ•―️


What is the Email Warmer?

The Email Warmer is part of the Sales.Rocks platform. A feature that you can use to build up and improve your email reputation, as well increase your email deliverability.

Important notice: Please set up and connect your email account first before you use it for the email warming process. Check here πŸ‘€ how to do so! Make sure that you set up both SMTP and IMAP connections, otherwise, the warming process won't start.

How does email warming work?

After selecting the initial settings, the process is completely automated. The Email Warmer sends and receives emails to and from your email address as well as other users' email addresses, in an effort to simulate a conversation going.

The email subject line, email copy, and content of the emails are auto-generated to represent diverse email content.

Important notice: Please set up and connect your email account first before you use it for the email warming process. Check here πŸ‘€ how to do so! Make sure that you set up both SMTP and IMAP connections, otherwise, the warming process won't start if it lacks IMAP.

1. Email warming set up 🌑️

In the platform Menu, click on the Email Warmer and start setting up your account by clicking on "+ Add new Emailwarming process".

a) Type of Account

Now select one of the following account options:



Fresh Account

If your email is brand πŸ†• and needs to be gradually warmed up through a gradual increase of daily activity.

Mature Account

If you already have an active πŸƒ email account but want to improve your email delivery rate through regular daily activity.

Select the email account you want to warm up and you also have the option to Set-up a new email account from here.

b) Setup

Daily ramp-up increment



πŸ’‘ Sales.Rocks tip:

For email accounts
1 to 3 months active, we recommend you set an increment of 1 to 2 and for email accounts 4 to 6 months active, you can set the increments from 3 to 4.

The number of warm-up emails sent daily, will gradually increase until the maximum number of emails sent per day you set is reached. (The increments are set in values from 1 to 10)

If you set a daily ramp-up increment of 4 and daily limit 40, on day one 4 warm-up emails will be sent, on day two 8 warm-up emails and on day three, 12 warm-up emails...πŸ“ˆ

Ramp-up limit

The maximum number of emails sent per day. After reaching the set number of daily emails sent, the daily increment stops. 

πŸ’‘ Sales.Rocks tip:

For email accounts
1 to 3 months active, we recommend you set the limit of daily emails sent to 25-35 and for email accounts 4 to 6 months active, you can set the daily limit of email sent to 35-50.

Stop sending emails after Ramp-Up has been reached: (start of Maturing phase):


c) Schedule



Date & Time

Select the starting date for the email warming process ⏲️

Timezone

Select the timezone the email warming process should follow 🌐


2. Enable filtering within your email account πŸ“₯


Since you’ll be receiving emails from other accounts being warmed-up, creating a custom email filter will make sure that the warmed-up emails are archived properly as to not mix them up with other emails in your inbox. Also it is recommended not to create custom labels for the warm-up emails.



In your email account, create a new filter with β€œSales.Rocks Warmer” under subject and select the following options:




3. Track and report πŸ“‹


From the Email Warmer Dashboard you can track the status of all your active email warming processes, connection-checks, warm-up emails sent and the number of emails that landed in inbox or spam.




Also you have a separate overview for every email account being warmed-up where you can change settings, pause or stop the process and see where the sent emails are landing.



FAQ

How long do I need to warm up your email?
The standard email warm-up lasts for about a month. If your email address is new for example, it may need to be warmed up for an additional couple of weeks.

Can I send emails during the email warm-up process?
We do not recommend running a campaign and sending emails while the email warming is ongoing, mainly due to the following factors:

  1. The number of daily emails being sent in total
  2. Daily scheduling of the emails both for the Warmer and the Campaigns 

Please pause or stop your warming process, once it reaches the Mature phase and you start with your actual campaigns. 
You can pause or stop the warming process by clicking on the On/Off toggle button, or removing it completely on the bin button:



If you are planning on setting up your email warm-up process for a new email address, we suggest turning On the option:



β€œStop sending Emailwarmers after Ramp-Up has been reached”

What happens if my SMTP connection is interrupted?
If your SMTP connection becomes inactive, the warming process will be paused and you will receive a notification on your email.

How do you handle bounced emails?
We take good care of your email address to ensure the emails sent do not bounce. Nevertheless, if an email happens to bounce, the email address associated with the bounced email is directly removed from our warming-up process, ensuring your deliverability scores are preserved. Moreover, the owner of the bouncing email address will be informed on their account email.

Can I warm up an email alias?
It is not possible to warm up your email alias as it does not no represent an actual email address with an inbox that is able to receive and send emails. For more information go here πŸ‘€


If there is anything left unclear, always feel free to reach out to help@sales.rocks πŸ“§

Happy Email Warming! 🧑


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