We’ve organized this guide into sections for easy navigation. You’ll find details on the basic email setup, sending guidelines, email validation, warm-up strategies, and scaling your email output.
Getting Started with WooSender Email
Before you start sending emails, it’s important to connect your email service to WooSender and configure your settings.
Here's a step-by-step guide here on how to set up
You can connect your personal email or use WooSender’s built-in email provider. Connecting your email allows you to send communications directly from your own domain, ensuring better deliverability.
For best support, control, and analytics, we recommend using WooSender’s built-in email service. This allows us to provide better assistance and ensure your campaigns run smoothly. If you choose an external email provider, we may not be able to offer full support for email-related issues.
Email Sending Guidelines
When sending emails, there are certain best practices to follow to ensure your messages are delivered successfully and don't end up in the spam folder.
Know Your Daily Email Sending Limits
Most email providers impose daily sending limits. It’s important to understand these limits to avoid sending too many emails at once, which could harm your email reputation.Free Gmail Accounts: Up to 500 emails per day
Custom Gmail Accounts: Up to 2,000 emails per day (500 during the trial period)
Office 365: Around 10,000 emails per day
Outlook Email: Up to 300 emails per day
SMTP: Subject to your email provider's limitations
WooSender Email: Up to 10,000 emails per day. Recommended limit 5000.
Always ensure you’re within your email provider’s limits, and avoid sudden jumps in volume.
Email Validation
Validating email addresses is a crucial step to ensure you're sending messages to valid, active addresses. Sending to invalid emails will increase bounce rates and harm your email reputation.
Why Validate Email Addresses?
Bounce Rates: If you send emails to invalid addresses, they’ll bounce. High bounce rates suggest to email providers that you’re sending to poor-quality lists, which can hurt your reputation.
Spam Compliance: Email providers also check whether recipients opt-in or opt-out of receiving your messages. By keeping your email list validated, you ensure you only send to contacts who have agreed to hear from you.
How to Validate Emails in WooSender
Manual Email Validation: You can manually check and validate each email address as part of your contact management process. Or using 3rd party email validation service.
Automatic Validation: WooSender offers built-in email validation features that check whether an email exists and is a valid address for sending.
Avoid Spam Filters
Email providers assess both the content and engagement rate of your emails to determine whether they should be categorized as spam. Here are some tips to avoid being flagged:
Content Relevance: Avoid using all caps, excessive punctuation (like multiple exclamation marks), or overly promotional language. Use mail-tester to ensure the content is appropriate as well others. For example, avoid email subjects that are entirely in capital letters.
Personalization: Tailor your messages for better engagement. Personalized emails have a higher chance of being delivered to the inbox.
Response Rates: Providers consider both positive and negative responses. Aim for email engagement through compelling calls-to-action, and avoid sending irrelevant emails to your recipients.
We recommend using Mail-Tester to check your email’s spam score before sending it to a large list. Mail-Tester analyzes your email for potential issues, such as blacklisted IP addresses, suspicious content, and other factors that could negatively affect deliverability. By running this test, you can make sure your emails are optimized for better performance, helping to improve open rates and avoid common pitfalls that may cause your messages to land in the spam folder.
Email Warm-Up Strategy
Warm-up is essential, especially for new email addresses or those that have not been used for sending bulk emails before. Gradual warm-up ensures that your email provider doesn’t flag you for sudden spikes in email activity.
How to Warm-Up an Email Address
Start Slowly: Begin by sending a low number of emails (around 100 per day) for the first few days.
Increase Gradually: Slowly increase the volume by 100 emails every other day until you reach your desired sending limit. This gradual increase helps establish trust with your email provider.
Why It Matters
Sending too many emails from a new email address too quickly could result in your account being flagged or your emails being rejected by the provider.
Aged email addresses can also face issues if they suddenly start sending a large volume of emails. Warming them up gradually can prevent this.
Using Round Robin
One of the most efficient ways to scale your email output is by using the Round Robin method. This involves creating additional users in WooSender, each connected to their own email address. By doing so, you can distribute the sending load evenly across multiple email accounts, allowing each one to send up to the daily limit set by your email provider.
For example, if you need to send 10,000 emails a day, you can create 10 users, each with their own email address, and distribute the contacts evenly. This method ensures that your campaigns stay within your provider’s limits while effectively increasing your email output.
Send Emails at Different Times
To further optimize your email output and avoid being flagged as spam, consider sending your emails at different times of the day rather than all at once. This approach mimics natural email activity and helps improve your email deliverability. By spreading out your sends, you reduce the chances of overwhelming email providers with a sudden spike in activity. Try scheduling emails to go out at various times—morning, afternoon, and evening—to create a more organic flow. This strategy helps avoid spam filters while still achieving your desired outreach volume.
If you have any questions or need further assistance, don't hesitate to reach out to our support team.