The 3-Part Cold Email Engine

 Perfect. Here's your 100% beginner-proof, pixel-precise cold email setup guide.

We’re going to fully automate your cold email system using:

• A custom domain email (like you@yourbusiness.com)

• Mail server tools (Zoho or Google Workspace)

• Cold email warm-up tool (like Instantly, Mailreach, or Mailwarm)

• Sending automation (via Instantly, Smartlead, or a free Mail Merge + Gmail combo)

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🧱 OVERVIEW: The 3-Part Cold Email Engine

✅ Part 1: Set up your professional email (e.g. you@yourdomain.com)

✅ Part 2: Warm it up to avoid spam folders

✅ Part 3: Send automated cold emails with follow-ups

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🔧 PART 1: SET UP A PROFESSIONAL EMAIL ADDRESS

Step A: Buy a Domain Name

We'll use Namecheap.com (safe, cheap, and simple).

1. Open your browser and go to: https://namecheap.com

2. Type your desired domain in the search bar (e.g., yournameagency.com)

3. Click the Search button.

4. Look for a domain that says "Available".

5. Click the Add to Cart button next to it.

6. Click the Cart icon in the top-right corner.

7. Click the Confirm Order button.

8. Create an account with your email and password.

9. Fill in your payment details and click Pay Now.

⚠️ Do not buy any extra “Add-ons” like SSL or WHOIS Guard — the WHOIS Guard is already free by default.

✅ Done? You now own a domain.

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Step B: Create a Business Email for Cold Outreach

We’ll use Zoho Mail — it's 100% FREE for 1 email account.

1. Open your browser and go to: https://zoho.com/mail/zohomail-pricing.html

2. Click the Forever Free Plan → then click Sign Up.

3. Fill in your business name, your desired email (e.g., hello@yourdomain.com), and a secure password.

4. Click Sign Up.

5. Verify your email if prompted (they’ll send a code to your personal email).

6. On the next page, choose "Sign up with your existing domain".

7. Type your domain name (e.g., yourdomain.com).

8. Click Proceed.

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Step C: Connect Your Domain to Zoho

You now need to prove that your domain belongs to you.

Step C1: Open Namecheap DNS

1. Open https://namecheap.com

2. Log in using your email and password.

3. Move your mouse to the top-right profile icon and click Dashboard.

4. Under Domains, click Manage next to your domain.

5. Scroll down to Nameservers → set it to Namecheap Basic DNS if it’s not already.

6. Scroll down to Advanced DNS and click it.

⚠️ Don’t delete existing records unless told. Only add new TXT, MX, and SPF records as Zoho tells you.

Step C2: Add Records Zoho Gives You

1. Go back to Zoho setup screen.

2. You’ll see a TXT Record – something like:

   • Host: @

   • Value: zoho-verification=xxxxxx

3. In Namecheap’s Advanced DNS:

   • Click Add New Record

   • Select TXT Record

   • Set Host to: @

   • Set Value to: the exact string Zoho gave you.

   • Click the green checkmark to save.

✅ After that, click “Verify” back in Zoho.

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Step D: Set Zoho MX + SPF Records (email delivery)

1. Zoho will show you 3–5 MX Records.

2. In Advanced DNS of Namecheap:

   • Delete any old MX records

   • Add new ones exactly as Zoho shows.

3. Do the same for:

   • SPF Record (TXT record)

   • DKIM Record (Zoho generates it under “Mail Authentication”)

⚠️ It can take up to 15 minutes to propagate. If it fails, try reloading in 5–10 minutes.

✅ Once done, test email by sending a mail from you@yourdomain.com to your personal Gmail.

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🧯 PART 2: WARM UP THE EMAIL ACCOUNT

You must “train” your new email to avoid spam.

We’ll use a free warm-up tool.

Option A: Free Email Warm-up (Instawarm via Instantly.ai trial)

1. Go to: https://instantly.ai

2. Click Start Free Trial

3. Connect your email (Zoho or Gmail-based)

4. Turn ON Warm-Up Mode under Settings → Warmup

5. Let it run for 7–14 days before sending real cold emails.

⚠️ If you skip warm-up, your first emails will land in spam.

✅ After 7+ days of warming, you’re ready to send.

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💌 PART 3: SEND AUTOMATED COLD EMAILS

We’ll use Instantly (or free Google Sheets + Mail Merge if you're on a budget).

Option A: Using Instantly (Best)

1. Log in at https://instantly.ai

2. Click New Campaign

3. Name it (e.g., “Founder Outreach 01”)

4. Upload a CSV file of your leads (you can scrape these using tools like Apollo or manually build them).

5. Write your email sequence:

   • Email 1: Intro pitch

   • Email 2: Follow-up (3 days later)

   • Email 3: Final nudge (7 days later)

6. Set daily sending limit to 30–50 max

7. Click Launch Campaign

✅ Emails will be sent automatically with replies tracked.

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🧪 PART 4: TESTING YOUR SETUP

Before going live:

1. Send a test email to your personal Gmail.

2. Check if it lands in Inbox (not spam or Promotions).

3. Reply to it to verify you can receive emails too.

✅ If it lands in Spam:

• Go back and double-check SPF/DKIM

• Use https://mail-tester.com to get spam score

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🛠️ FALLBACK & TROUBLESHOOTING

If domain connection fails in Zoho:

• Make sure you saved each DNS record properly.

• Try again in 10–15 minutes — DNS records take time.

If Zoho verification fails:

• Try using CNAME method instead of TXT if the TXT doesn’t verify.

If emails go to spam:

• Make sure warm-up ran for at least 7 days.

• Avoid using spammy keywords like “guaranteed,” “free money,” or “urgent.”

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FINAL CHECK-IN

• Do you now have a working you@yourdomain.com address?

• Did you finish warming up using Instantly or Mailwarm?

• Were you able to send test emails without hitting spam?