How to Set Up Email Forwarding for Cold Outreach

Email forwarding simplifies managing replies from multiple outreach accounts by sending all responses to one central inbox. This saves time, improves organization, and helps scale your campaigns. Here's the process:

• Set Up Alternate Domains: Use separate domains for outreach to protect your main domain's reputation.
• Authenticate Domains: Configure SPF, DKIM, and DMARC to improve email deliverability and security.
• Warm Up Domains: Gradually increase email volume over 4-8 weeks to build trust with email providers.
• Configure Forwarding: Use Gmail, Outlook, or Google Workspace to route emails to a master inbox. Enable "Send As" settings to reply from the correct address.
• Test Setup: Send test emails, monitor deliverability, and check spam folders to ensure everything works.

Centralized email forwarding enhances efficiency, reduces missed responses, and supports scaling outreach efforts. Proper setup and regular maintenance are key to avoiding spam filters and ensuring smooth operations.

Preparing for Email Forwarding Setup

Set your cold outreach campaigns up for success by following these three key steps. They’ll help you avoid deliverability issues and protect your reputation.

Use Alternate Domains for Outreach

When it comes to cold outreach, avoid using your main company domain. Why? Cold outreach often has lower engagement rates and can lead to spam complaints, which could harm your primary domain’s reputation. Using an alternate domain shields your main domain and makes campaign tracking easier.

Here’s how to choose and set up an alternate domain effectively:

• Domain Name: Pick a name similar to your primary domain, like adding "get" or "use" (e.g., usepiplai.com or getpiplai.com for Pipl.ai). Stick to recognizable TLDs like .com, .co, or .io.
• DNS Records: Set up MX records and ensure email authentication protocols like SPF, DKIM, and DMARC are in place.
• Dedicated Mailboxes: Use the alternate domain exclusively for cold outreach emails.
• Domain Redirects: Redirect traffic from the alternate domain to your main website to maintain brand consistency.

Considering that 70% of professionals prefer email for business communication, a properly configured alternate domain is key to maintaining credibility while protecting your main domain.

Authenticate Your Domain (SPF, DKIM, DMARC)

Email authentication is a must to reduce the risks of spam, phishing, and spoofing. Here’s a quick breakdown of the protocols you’ll need:

• SPF (Sender Policy Framework): Specifies which mail servers are authorized to send emails on behalf of your domain.
• DKIM (DomainKeys Identified Mail): Ensures the integrity of your email content by using digital signatures.
• DMARC (Domain-based Message Authentication, Reporting & Conformance): Guides receiving servers on how to handle emails that fail SPF or DKIM checks.

For example, implementing a DMARC policy with a "p=reject" setting can improve deliverability with providers like Gmail by over 10%. To set these up, add the necessary TXT records to your DNS settings. Tools like Cloudflare's Email Security DNS Wizard can make this process easier. If your SPF record is nearing the DNS lookup limit, consider "flattening" it to avoid issues. Periodically check email headers to confirm everything is working as expected.

Warm Up Your Domain and Mailboxes

Warming up your domain is all about gradually increasing your email volume to build trust with email service providers (ESPs). ESPs are cautious with new domains, so this step is crucial for ensuring your emails land in inboxes instead of spam folders.

Here’s what to keep in mind:

• Time Frame: Warming up a domain typically takes four to eight weeks. New domains are often flagged as suspicious during the first month.
• Gradual Rollout: Start slow. In the first two weeks, send emails only to your most engaged contacts - those who’ve interacted with you in the last 30 days. In weeks three and four, expand to contacts who engaged within the past 60 days. Avoid emailing unengaged contacts (90 days or more) during the first six weeks.
• Monitoring and Adjustments: If you notice deliverability issues, scale back your sending volume by 25–30% until things stabilize. For problems with a specific provider, reduce your volume to that provider while keeping your overall campaign on track.
• Segmentation: Use subdomains to separate different types of email activity. This not only protects your primary domain but also helps manage reputation for each activity type.

For instance, Woodpecker uses an alternate domain, getwoodpecker.com, to separate its outreach efforts from its main domain, woodpecker.co. A well-warmed domain can lead to better deliverability and response rates, often hitting 15–20%.

Once your domains are prepped and authenticated, you’ll be ready to configure email forwarding in your platforms.

Step-by-Step Guide: Setting Up Email Forwarding

Once your domains are authenticated and warmed up, it's time to simplify managing replies by forwarding them to a single master inbox. While the exact steps differ depending on your email provider, the main idea is the same: route incoming emails automatically to one place for easier handling.

Setting Up Forwarding in Gmail, Outlook, and Google Workspace

Gmail Setup

Gmail makes it easy to forward emails to a central inbox. Here's how:

1. Go to Settings > See all settings > Forwarding and POP/IMAP.
2. Under "Add a forwarding address", input your master inbox address and verify it through the confirmation email.
3. Once verified, choose "Forward a copy of incoming mail to" and select your master inbox from the dropdown. You can choose whether to keep, archive, or delete copies in the original Gmail account. Archiving forwarded emails is a good option for keeping records clean while centralizing replies.

If you want to forward only specific emails - like replies from prospects - use Gmail filters. Create a filter based on criteria such as sender domains or keywords, then select "Forward it" as the action. This keeps your inbox organized by forwarding only the emails that matter.

Outlook Configuration

For New Outlook and Outlook on the web:

1. Navigate to Settings > Email > Forwarding.
2. Enter your master inbox address and, if needed, check the option to "Keep a copy of forwarded messages".

For Classic Outlook, you'll need to set up a rule:

1. Go to the Home tab, then Rules > Manage Rules & Alerts.
2. Select New Rule > Apply rule on messages I receive > Next.
3. Click Next again and confirm applying the rule to all messages.
4. Choose "redirect it to people or public group" and check "stop processing more rules".
5. Enter your forwarding address under "people or public group", then click Finish > Apply > OK.

Google Workspace Admin Setup

Google Workspace admins have more advanced options for managing email forwarding. Here's how to set it up:

1. Go to Apps > Google Workspace > Gmail > Routing in the admin console.
2. Select your top-level organizational unit, then click Email forwarding using recipient address map and choose Configure or Add Another Rule.
3. Name your rule, specify the original recipient and destination addresses, and choose whether to forward "All incoming messages" or "Only external messages".
4. Enable routing to the original destination and select "Add X-Gm-Original-To header" to track the original recipient.

Centralizing Replies in a Master Inbox

Centralizing replies makes it easier to monitor and follow up on your cold outreach efforts. Start by reviewing your email provider's features. Gmail, for instance, offers tools like multi-inbox views and alias reply options to consolidate accounts.

Set up forwarding for each outreach account by logging into the settings and configuring the master inbox as the destination. Enable IMAP and Auto Expunge for smooth synchronization across devices.

To maintain professionalism, configure "Send As" settings so you can reply using your outreach email addresses. In Gmail, go to Settings > Accounts and Import > Send mail as, and add your outreach addresses. This ensures replies appear to come from the correct email address, even though you're managing everything centrally.

Organize incoming emails by creating labels for campaigns, prospect stages, or response types. Gmail filters can automate this process, and tools like Gmelius can further streamline email management.

For Google Workspace users, you can enable Automatic forwarding from the admin console to apply consistent forwarding rules across all outreach accounts without manual setup for each mailbox.

Testing and Verifying Your Forwarding Setup

After setting up forwarding, test everything to ensure it works as expected. Here's how:

• Send test emails from external accounts and confirm they arrive in your master inbox within minutes.
• Check the Junk or Spam folders in both the original and destination accounts. If forwarded messages end up in spam, mark them as "Not Spam" and create filters to prevent future issues.
• Test the "Send As" feature by replying to your test emails. Ensure the recipient sees the correct sender address and that replies stay threaded properly.
• Gmail users should monitor the forwarding notification that appears during the first week to confirm forwarding is active.
• Test different email formats - plain text, HTML, and attachments - to ensure everything forwards correctly without losing content or formatting.

Document your forwarding settings, including original and destination addresses, filters, and rules. This record will be invaluable for troubleshooting and maintaining consistency across your email setup.

Tools and Platforms for Email Forwarding

Once your email forwarding setup is ready, consider leveraging specialized tools designed to streamline and enhance your cold outreach efforts. These platforms go beyond basic forwarding, offering features like automated authentication, domain warm-up, and advanced monitoring to ensure your campaigns run smoothly.

When selecting an email forwarding platform for cold outreach, focus on solutions that provide automation and seamless integration with your existing tools. Key features to look for include email verification, deliverability testing, and adjustable daily sending limits. These capabilities help maintain a strong sender reputation and support consistent, scalable outreach.

The best platforms combine domain warm-up tools with a centralized master inbox, enabling you to build your sender reputation gradually while managing responses efficiently. Additional features like bounce detection, email list cleaning, and AI-driven optimizations can further improve your campaign's success. Below, we’ll explore how Infraforge and its competitors stand out with advanced features and pricing options.

Infraforge: Advanced Email Infrastructure for Cold Outreach

Infraforge takes your forwarding setup to the next level by automating DNS configuration and email warm-up, transforming it into a comprehensive outreach solution. Unlike standard email providers, Infraforge offers dedicated IP addresses starting at $99 per IP per month, ensuring your sender reputation is protected from the activities of other users. The platform also includes automated DNS setup and pre-warmed domains and mailboxes.

One standout feature is Infraforge’s Masterbox, available for $7 per workspace per month. This tool provides a unified view of all your email accounts with real-time monitoring, giving you valuable insights into deliverability and campaign performance. To enhance security and privacy, the platform also includes SSL and domain masking.

For businesses looking to scale, Infraforge offers API access and bulk DNS updates, making it easy to manage multiple domains and mailboxes programmatically. With a minimum requirement of 10 mailbox slots at $17 per month (billed annually), the platform includes hosting, maintenance, and technical support - making it an efficient choice for agencies and businesses managing large-scale outreach campaigns.

Comparison of Infraforge and Competitors

Each platform offers different levels of sophistication and pricing, catering to a variety of needs:

• Mailforge operates on shared servers with shared IP addresses, which can expose users to reputation risks from others on the same network.
• Mailscale offers plans ranging from $79 per month for solopreneurs to $249 per month for enterprises, but it also relies on a shared IP network.
• Maildoso provides packages starting at $2.75 per inbox per month but uses shared infrastructure, which can impact deliverability.
• Inframail offers dedicated IPs with flat-rate pricing of $99 per month for unlimited inboxes. However, it lacks advanced features like domain masking and API access.

Platform	IP Type	Pricing Model	Key Advantage	Main Limitation
Infraforge	Dedicated	$17/mailbox slot + $99/IP	Customizable with API	Minimum 10 slots required
Mailforge	Shared	Not disclosed	Lower cost	Shared reputation
Mailscale	Shared	$79–$249/month	Automated account creation	Shared IP network
Maildoso	Shared	$2.75/inbox/month	Established platform	Higher cost, shared infrastructure
Inframail	Dedicated	$99/month unlimited	Flat-rate pricing	Limited advanced features

When deciding on a platform, consider factors like your email volume, budget, and technical requirements. For businesses that prioritize deliverability and customization, dedicated IP solutions like Infraforge offer long-term value by improving inbox placement rates and campaign performance.

Additionally, integration options vary across platforms. For example, Smartlead connects with CRMs like HubSpot, Salesforce, and Pipedrive, while tools like Woodpecker and Reply.io offer native or no-code integrations with major CRMs. These integrations are essential for managing forwarded emails at scale, enabling features like automated lead scoring, campaign tracking, and follow-up sequences based on recipient engagement.

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Best Practices and Troubleshooting

Keeping your email forwarding setup running smoothly is essential for successful cold outreach campaigns. Even with the best configurations, issues can arise that might disrupt your efforts. By sticking to proven practices and learning how to resolve common problems, you can keep things on track and ensure your emails reach the right inboxes.

Monitoring Forwarded Inboxes

Staying on top of your forwarded inboxes is key to ensuring no response slips through the cracks. Make sure your master inbox receives all communications from prospects. To streamline this process, set up a clear workflow that outlines who’s responsible for what, expected response times, and how tasks are handed off between team members. Use consistent labels across all forwarded accounts to keep everything organized.

Aim for an "inbox zero" approach to reduce clutter and spot forwarding issues early. Equip your team with tools and templates to speed up responses. For example, canned replies for FAQs, links to internal resources, and professional email signatures can save time while maintaining response quality. These tools not only improve efficiency but also help your team stay focused on what matters most - connecting with prospects.

Maintaining Sender Reputation

Once your inbox monitoring is under control, the next step is protecting your sender reputation. Why? Because your reputation determines whether your emails land in inboxes or get flagged as spam, directly influencing the success of your campaigns.

Track key metrics to keep tabs on your reputation. For cold emails, an open rate between 15% and 25% is a solid benchmark. Complaint rates should stay below 0.1% (that’s one complaint per 1,000 emails sent), and keeping your bounce rate under 2% can boost inbox placement rates by 23% with major providers.

To safeguard your reputation:

• Use SPF, DKIM, and DMARC protocols to verify your sender identity and prevent spoofing.
• Regularly clean your email lists to remove inactive or bounced addresses.
• Avoid buying outdated or invalid email lists.
• Segment your audience for better targeting.
• Gradually "warm up" new domains by slowly increasing your email volume over several weeks instead of jumping straight into full campaigns.

Tools like MXToolbox, Sender Score by Validity, and Google Postmaster Tools can help you monitor your sender reputation and ensure everything is on track.

Troubleshooting Common Forwarding Issues

Even with a solid plan, hiccups can happen. Here are some common email forwarding problems and how to fix them:

Missing Emails
This can happen due to incorrect forwarding addresses, overzealous spam filters in your master inbox, or daily forwarding limits set by your email provider. Double-check forwarding settings and adjust spam filter rules if needed.

DNS Configuration Errors
Improper DNS records can block email authentication and forwarding. Use DNS lookup tools to verify that your SPF, DKIM, and DMARC records are set up correctly for both your sending and master inbox domains.

Delivery Delays
Delays might signal server issues or rate limits imposed by email providers. Watch for error messages or bounce notifications in your forwarded accounts to identify potential bottlenecks.

Authentication Failures
Sometimes, forwarded emails lose their original authentication signatures, especially with DKIM. To avoid this, consider using dedicated email infrastructure like Infraforge, which simplifies authentication and provides dedicated IPs to sidestep shared reputation problems.

To further secure your setup, implement two-factor authentication, avoid sharing passwords, and require secure Wi-Fi or VPN usage for accessing forwarded accounts. Regular testing is also a must - send test emails weekly to check routing and delivery times. Document any issues and their fixes to create a troubleshooting guide for your team. This way, you’ll be ready to tackle any problem that comes your way.

Conclusion and Key Takeaways

Email forwarding brings all prospect communication into one central inbox, making it easier to manage and scale your cold outreach efforts. By consolidating interactions, you can stay on top of engagement and avoid missing important messages, all while keeping an eye on spam complaints for smoother operations.

To get the most out of email forwarding, set up your outreach accounts to forward emails to a master inbox, automatically delete forwarded messages, and apply filters to keep things organized. For instance, use filters to separate automated warm-up emails from genuine prospect responses - this helps you focus on qualified leads without unnecessary clutter.

Building a strong technical foundation is just as important. Proper authentication and the use of alternate domains safeguard your sender reputation and protect your primary business domain from potential risks.

For those using CRMs like Pipedrive, email forwarding is a game-changer. It helps bypass account syncing limitations and allows you to scale your outreach without hitting roadblocks.

Finally, regular testing, maintaining clean email lists, and gradually warming up your domains ensure your emails consistently reach the right inboxes.

With the right setup, email forwarding becomes a cornerstone of your cold outreach strategy - making your processes more efficient, speeding up responses, and enabling you to scale campaigns with ease.

FAQs

Why should I use a separate domain for cold email outreach, and how does it safeguard my primary domain?

Using a separate domain for cold email outreach is a smart way to safeguard your primary domain's reputation. Cold emails, while effective, can sometimes lead to spam complaints or even blacklisting, which could harm your main domain’s ability to deliver emails reliably.

By setting up an alternate domain, you create a protective layer that keeps your primary domain safe from these risks. This strategy lets you build a dedicated sender reputation specifically for your outreach campaigns, ensuring your main domain stays secure and trusted for important business communications.

How can I make sure my email forwarding works properly and avoids being flagged as spam?

To keep your email forwarding running smoothly and avoid spam issues, start by enabling ARC headers for forwarded emails. These headers help validate the authenticity of messages, reducing the risk of them being flagged as spam. Also, steer clear of open forwarding setups, as they can be misused for spamming or spoofing.

Another key step is ensuring your SPF records are properly configured for the sender domain. SPF records play a crucial role in email deliverability. Regularly test your setup by sending test emails to confirm they land in the recipient's inbox without any problems. It’s also a good idea to keep an eye on email logs to catch any suspicious activity or errors early on.

For those managing large-scale cold outreach campaigns, platforms like Infraforge can be a game changer. It provides tools like pre-warmed domains, automated DNS configuration, and multi-IP provisioning, making it easier to improve deliverability and handle email operations efficiently.

Why is domain warm-up important for improving email deliverability in cold outreach campaigns?

Why Domain Warm-Up Matters for Email Deliverability

Domain warm-up plays a key role in boosting email deliverability by helping you build a solid sender reputation. When you gradually increase the number of emails sent from your domain, it sends a clear message to email providers: your domain is legitimate and not linked to spam activity.

Another important benefit of warming up your domain is ensuring proper authentication. Setting up protocols like SPF, DKIM, and DMARC helps verify that your emails are coming from a trusted source. This reduces the risk of your messages being flagged as spam, which is critical for success in cold outreach campaigns. Over time, this process establishes trust with email servers, making your campaigns more consistent and dependable.

Related posts

• How to Scale Cold Email Without Hurting Reputation
• SPF, DKIM, DMARC Testing for Cold Email Outreach
• Scaling Cold Outreach with Email APIs