Is Cold Email Unsubscribe Link Mandatory & How to Use It?

Thinking about how essential a cold email unsubscribe link is in your cold email strategy?

Understanding the necessity of including an unsubscribe link in your cold emails is fundamental if you're looking to run a cold email campaign. It’s more than about adhering to legal requirements; it’s about creating and maintaining a respectful and transparent relationship with your recipients.

This article delves into the ins and outs of an unsubscribe link in cold emails and how to properly use them.

What is A Cold Email Unsubscribe Link?

A cold email unsubscribe link is a mandatory feature in email marketing campaigns that target new or potential customers with whom the sender has no prior relationship. It should have a straightforward way to opt out of future cold emailing.

Why Must You Have A Cold Email Unsubscribe Link?

Integrating an unsubscribe link or opt-out in cold email campaigns is mandatory for ethical communication practices and compliance with international regulations.

Comply with Various Countries' Regulations

The CAN-SPAM Act and GDPR laws of the US and EU, respectively, mandate having an unsubscribe link. We will have a look at them in further detail.


Incorporating an unsubscribe link is a legal requirement under the CAN-SPAM Act. The Federal Trade Commission (FTC) enforces this federal regulation, which sets the rules for commercial email, establishes requirements for commercial messages, gives recipients the right to have you stop emailing them, and spells out tough penalties for violations.

The CAN-SPAM Act is straightforward: it requires that any commercial email provide a clear mechanism for opting out of future marketing messages through email communications. Thus, your cold emails also come under this jurisdiction. This mechanism must be easy for an average person to recognize, read, and understand.

Failure to include such a link not only breaches the CAN-SPAM Act but can also trigger hefty fines - up to $43,792 per violation, which can add up very quickly, given the scale at which cold email campaigns go on.


The necessity of including an unsubscribe link in cold emails becomes especially crucial under the General Data Protection Regulation (GDPR). The European Union enacts this stringent privacy and security law enacted by the European Union.

For businesses that engage in cold email marketing, understanding and complying with GDPR is essential, not only to avoid substantial fines but to foster trust and transparency with recipients within the EU. This legislation applies to you if you’re reaching out to recipients within the EU, even if you’re from outside the EU.

The risk of GDPR non-compliance penalties can reach up to €20 million or 4% of the worldwide annual revenue of the prior financial year, whichever is higher. Such fines can be devastating, but they are easily avoidable by adhering to GDPR requirements, one of which is the easy facilitation of opting out.

Prevent Spam Complaints from Recipients

When you send emails to people who haven’t previously interacted with your brand, the likelihood of being perceived as unsolicited or spam is inherently higher. An unsubscribe link acts as a necessary tool that gives recipients a simple way to opt-out and show that the sender is respectful and considerate of their preferences.

Without a visible and functional unsubscribe link, recipients may feel trapped without any apparent way to stop further messages from future emails. This frustration often leads recipients to mark emails as spam, which is a serious issue for marketers. Spam complaints can severely damage your sender reputation with Internet Service Providers (ISPs).

Maintain Good Email Deliverability

Keeping good email deliverability is not just a goal; it's a necessity for success. One of the key components to ensuring your cold emails consistently reach the inbox is including an unsubscribe link in every message.

A well-managed unsubscribe link allows recipients to opt out of unwanted communications easily. When recipients can't find a straightforward way to stop receiving emails, they are more likely to mark their emails as spam. It results in your emails being blocked or filtered into the spam folder across all recipients, not just those who marked it.

Moreover, ISPs and email services monitor how recipients interact with your emails as part of their algorithms to determine your sender score. A clean list, purged of uninterested subscribers through their use of the unsubscribe link, enhances your engagement rates.

Improve Relationships with Recipients

An unsubscribe link is fundamental for compliance and fostering positive relationships with recipients. This seemingly small element can significantly influence how recipients perceive your brand, elevate trust, and encourage a more receptive engagement with your content.

When recipients see an unsubscribe link, they understand that they have control over whether they continue to receive communications. This assurance can reduce apprehension about signing up for new content or engaging with a company they’re less familiar with.

Providing an easy way out can paradoxically make recipients less inclined to leave. Knowing they can easily unsubscribe at any time, they may feel more comfortable staying on a list and exploring what you have to offer. It leads to deeper engagement and a greater probability of converting cold contacts into warm leads.

Assess If Your Chosen ICP is Correct

Your unsubscribe links can act as a strategic tool to assess whether your chosen Ideal Customer Profile (ICP) is accurate. An ICP is essentially a detailed description of the companies or individuals who are most likely to benefit from and respond positively to your product or service.

Understanding the effectiveness of your selected ICP can significantly influence the efficiency and success of your marketing efforts. When recipients choose to unsubscribe from your emails, it provides a valuable data point. A high unsubscribe rate can signal that your messages may not resonate with the audience you're targeting and that you need an upgrade for valuable opt-in marketing messages.

Tracking who unsubscribes and analyzing their reasons for doing so can provide insights into how well your messaging aligns with the needs of your target audience. This analysis can guide adjustments not only in the ICP but also in how you communicate your value proposition.

How to Include Unsubscribe Links?

Let's see how you should add unsubscribe links in your cold emails for an efficient opt-out process for your recipients.

Give a Simple & Easy Opt-Out Option

An unsubscribe link that is easy to find and use respects the recipient's choice and enhances their overall experience with your brand.

Firstly, the placement of the unsubscribe link matters. It should be easily visible and not hidden away in small text or obscured by images. This standard will avoid any frustration or confusion and offer recipients a better experience.

The wording used in your opt-out link should be clear and unambiguous. Phrases like "Unsubscribe here" or "Click here to stop receiving these emails" are direct and understandable. You will have to avoid vague opt-out language that might confuse the recipient about what the link does.

The actual process of unsubscribing should require minimal effort. Ideally, the opt-out options should be a one-click process, leading directly to a confirmation that the user has been unsubscribed without necessitating further actions such as entering an email address or answering a questionnaire. These additional steps look like obstacles in and may deter a user from completing the opt-out requests.

Leave The Unsubscribe Link at The Bottom of Cold Emails

Positioning the unsubscribe link at the bottom of cold emails is a strategic and widely accepted practice in email marketing. This placement is both conventional and aligns with recipients' expectations, thereby facilitating a smoother user experience while maintaining compliance with legal standards.

When recipients open an email, their primary focus is typically on the content of your cold email. Placing the unsubscribe link at the top could be distracting or give an impression that the sender is pushing the recipient away before they have even engaged with the message.

Locating the unsubscribe link at the bottom allows the recipient to read through the email and naturally reach the option to opt-out if they decide the content is not relevant to them. It also respects standard email reading patterns, as most users scan emails from top to bottom and evaluate the content as they go to have a clear idea by the time they reach the end of the email.

Bottom placement of the unsubscribe link

Place the unsubscribe link at the bottom of the cold email

Avoid Doing Anything Extra to Distract Recipients

The primary goal of an unsubscribe link is to provide a clear and hassle-free way for recipients to opt out of future communications. It’s important to ensure that the link is immediately recognizable and accessible without any unnecessary content or flashy distractions to achieve the main goal of the unsubscribe link.

The language surrounding the unsubscribe link should be simple and direct. You will have to avoid using flowery or overly technical language that might obscure the purpose of the link. Embedding the unsubscribe link within overly complex graphical elements or hiding it amongst promotional content can confuse recipients and inadvertently prompt them to mark your emails as spam.

How can You Use Unsubscribed Data to Enhance Cold Email Performance?

Analyzing unsubscribed data from your cold email campaigns can provide invaluable insights that significantly enhance your email marketing performance. When recipients choose to unsubscribe, they leave behind data that, if interpreted correctly, can guide adjustments to your strategy and improve future outcomes.

You should examine the patterns and trends in the unsubscribed data to identify specific elements of your emails that may not be resonating with your audience. For instance, if there are higher unsubscribe rates associated with certain topics, styles of messaging, or even particular calls to action, these elements may need adjustment.

Your unsubscribed data may come with highlighted demographic or sector-specific trends. This information can refine your ICP choosing aspects and help you tailor content that is more relevant and engaging to groups that show higher retention rates.

The timing of unsubscribes can also provide insights. If a significant number of recipients unsubscribe after a specific number of emails, this might indicate that your email sequence is too long or not varied enough or if the break-up email is good enough to maintain interest.

How Can You Effortlessly Add a Cold Email Unsubscribe Link with SalesMix?

Integrating an unsubscribe link in your cold email campaigns is straightforward with the SalesMix app. The app simplifies the process, ensuring that each email you send complies with best practices in email marketing and respects recipient preferences.

When you go to write the content for each email step, be it an initial cold email, a follow-up email, or a last email, you can easily add the unsubscribe link from the email content editor interface. You will have to locate the option named 'Insert Customer Variable' in the email editor.

After clicking on the 'Insert Customer Variable' option, you will see a dropdown menu. From the dropdown menu, select the 'Unsubscribe' option.

Unsubscribe link option in SalesMix.

Unsubscribe link option in SalesMix.

This action will automatically insert an unsubscribe link into your email.

SalesMix cold email unsubscribe link

Add a cold email unsubscribe link with SalesMix.

SalesMix also shows you the number of cold email prospects who have unsubscribed from your emails. This automatic data can help you make efficient and effective decisions for your cold email campaigns.

Unsubscribe Link Analytics in SalesMix

Unsubscribe Link Analytics in SalesMix.

You can then review your email to make sure everything is correctly fine. Once satisfied, proceed to send your emails or schedule them as planned in your cold email campaigns' sequences.


Implementing a cold email unsubscribe link is more than a compliance necessity. As you move forward, it's a cornerstone of ethical marketing and a gateway to enhancing your email strategy.

Treating the unsubscribe process with respect and simplicity reflects your brand's values and dedication to transparency and increases recipient trust. You should make sure that this process is smooth and hassle-free by reinforcing the message that you value recipient preferences and their overall experience.

Outlook SMTP Settings: Setup and Configuration Guide

Trying to use your Outlook SMTP settings for better email deliverability?

Setting up Outlook SMTP settings is essential for ensuring your emails reach their destination without a hitch. It can seal or break the deal in your cold email campaign’s success with its offering to maintain effective communication.

This guide provides a comprehensive walkthrough of the process of configuring your Outlook SMTP settings with all the necessary information.

What is Outlook SMTP Settings?

Outlook SMTP, or Simple Mail Transfer Protocol, is the standard technology for sending email messages between servers. Its settings ensure that your Outlook account can send your emails through the mail server securely and efficiently.

Why Should You Use Outlook SMTP?

You should consider using the Microsoft Outlook SMTP Server for: 

Will You Need IMAP and POP Settings?

While SMTP is essential for sending out your cold marketing emails with the outgoing mail server, IMAP (Internet Message Access Protocol) and POP (Post Office Protocol) are pivotal for receiving and managing responses with your incoming mail server.

In cold email marketing, it's not just about sending emails; managing responses effectively is also critical. This is where IMAP and POP come into play.

IMAP allows you to access your email messages from multiple devices, syncing in real-time. You can manage your email campaigns and responses seamlessly, whether you're on your laptop at work or checking messages on your smartphone.

IMAP and POP - When to Use Which?

If you prioritize accessing their emails from various devices, IMAP is the preferable choice. It syncs your messages across multiple platforms by ensuring you can respond to leads or queries at the office or on the move. However, it requires a reliable internet connection to function smoothly.

On the other hand, POP is ideal if your priority is to maintain copies of your emails locally. This might be particularly relevant if you handle sensitive information and prefer the added security of not storing messages on a server. POP downloads emails to a single device and typically deletes them from the server afterwards.

How to Configure Outlook SMTP Server Settings?

Let’s get to the main point - a step-by-step walkthrough for setting up your Outlook SMTP settings.

1. Turn on Your 2-Step Verification

The process to activate the 2-step Verification feature starts at the Microsoft Security Page. You now have to navigate directly to the 'Two-step verification' option in the upper right section of the page.

2-Step Verification in Outlook SMTP Settings

2-step Verification Button in Outlook

Here, you’ll find the option to 'Turn on' this feature under the 'Additional security' section. You can complete your verification through multiple channels: an authentication app, an alternate email address, or a phone number.

2-step verification in Additional Security Section

Turn on 2-step verification under Additional Security Section

2. Generate An App Password

After enabling two-step verification for your Outlook account, the next step in configuring SMTP server settings for cold email marketing is generating an App password.

To create an App password, you will have to visit the Microsoft Security Page and log in. Once there, navigate to the 'App passwords' section and click on 'Create a new app password.'

App Password in Outlook

App Password in Outlook

It’s important to carefully store the generated password because once you navigate away from the page or close it, you cannot retrieve it again. While the system allows creating multiple App passwords, managing them can become cumbersome, especially if you frequently change them for security purposes.

3. Put All The Required Outlook SMTP Server Settings

You should input all the following settings credentials -

How to Configure Outlook IMAP Settings?

IMAP synchronizes email activity across all devices by maintaining emails on the server. This means you can manage your inbox and view emails consistently from wherever you are.

1. Put All The Required POP Information

To set up IMAP in Outlook, you need to adjust your account settings to enable IMAP access.

IMAP settings for Outlook

IMAP settings for Outlook

You will need to put the following IMAP setting information there then - 

How to Configure Outlook POP Settings?

POP3, or Post Office Protocol 3, facilitates the download of emails from your Outlook account directly to your computer. It is a crucial step, particularly for those who need to manage their emails offline, when you’re setting up Outlook SMTP settings.

1. Turn on POP Access in Outlook Settings

To activate POP access, you need to go to the settings menu by clicking the gear icon located in the upper-right corner of the page.

Settings in Outlook

Settings Menu in Outlook

You should then select ‘Sync email’ within the ‘Mail’ section in the settings menu. Here, you’ll find the option to ‘Let devices and apps use POP.’  By ticking this option, you enable your Outlook account to communicate with email clients using POP.

POP settings for Outlook

POP settings for Outlook

2. Put All The Required POP Information

Type in the following credentials for POP settings -

Understanding The Issues You Might Face with Outlook SMTP

Going through some of the prevalent issues that appear while setting up the Outlook SMPT server settings can help you prepare to tackle them in advance.

Error 5.5.0 smtp;553: Domain Not Allowed

When you encounter the error "5.5.0 smtp;553 sorry, that domain isn’t in my list of allowed rcpthosts (#5.7.1)", your recipient's mail server is rejecting incoming emails from your domain. The problem often arises from server configurations that view your emails as untrusted. 

Error 553 5.7.1: Sender Address Rejected

Receiving the "553 5.7.1 Sender address rejected: not owned by user" message suggests a misconfiguration in your SMTP settings. It typically occurs when the sender address does not match any account on the outgoing server, a common issue that can cause significant disruptions in sending cold emails. 

Error 0x80042109: Cannot Connect to SMTP Server

The error "Task - Sending reported error (0x80042109): Outlook cannot connect to your outgoing (SMTP) e-mail server" can be a major setback. It usually suggests incorrect server details or connectivity issues possibly caused by firewall or antivirus settings.

Error 0x80040119, or “Unknown Error” (814441)

Encountering an "Unknown error" (0x80040119 or 814441) in Outlook can be stressful. This error affects not only sending emails but also reading, receiving, and deleting them. It suggests deeper issues, possibly related to third-party applications or corrupt Outlook data files.

How to Connect SalesMix with Outlook?

Integrating Outlook with SalesMix can streamline your email campaigns and enhance your overall sales strategy. Here’s a step-by-step guide on how you can do that - 

  1. You will have to start by logging into your SalesMix account and then navigate to the "Email Account" tab. 
  2. Within the "Email Account" tab, you'll find the "Add Email" button. Click on this to initiate the process of adding a new email account to your SalesMix setup.Add Email in SalesMixAdd Email in SalesMix
  3. When prompted to choose the type of email account you want to add, select the "Other" option. Email Account OptionSelect "Other" in the Email Account Option
  4. Here, you will need to input the specific SMTP settings credentials for your Outlook account. These include your email, app password, name, outgoing server, outgoing port, and encryption type. Make sure to press the continue after inputting the credentials.SMTP Credentials for SalesMixSMTP Credentials for SalesMix


Configuring Outlook SMTP settings and the setup can be pretty straightforward. However, you should still be careful during the setup, as even a simple mistake can hamper your cold email campaign.

Looking forward, the key to seamless email operations lies not just in the initial setup but in continuous monitoring and adjusting of your configurations to align with what’s required. You should stay informed about common issues and understand how to address them to ensure consistent cold email communication from your Outlook accounts.

Zoho SMTP Settings: Setup and Configuration Guide

Struggling to use Zoho SMTP Settings for a reliable and efficient cold email campaign?

SMTP, or Simple Mail Transfer Protocol, is the backbone of email-sending operations. It dictates how emails route from your mail client to the recipient's mail server. Incorrect settings can prevent emails from being sent or in spam folders and affect your cold email outreaches.

This guide will take you through a comprehensive setup and configuration process for Zoho SMTP settings with detailed instructions.

Let’s start!

What is Zoho SMTP Setting?

Zoho Mail SMTP settings are the server parameters necessary for sending emails through a Zoho Mail account using the Simple Mail Transfer Protocol (SMTP). They are crucial for users who want to configure their email clients or applications to send emails through their Zoho Mail account.

Why Should You Use Zoho SMTP Server Settings?

Using Zoho SMTP for cold email marketing solves critical challenges and offers such value that it is an indispensable tool for marketers.

Reliability in Email Delivery

When sending cold emails, one of the primary concerns is ensuring your emails consistently reach the recipient's inbox. Zoho SMTP excels in this area by providing a dependable platform for outbound email delivery. The server repeatedly attempts to deliver emails until they reach the recipient, which is critical for cold email campaigns where every email counts.

Simplicity in Email Communication

You only need to compose your message and send it; Zoho SMTP handles the complexities of routing these emails through various servers until they reach their destination. This straightforward process eliminates complications, making it ideal for businesses focusing on cold email marketing, where speed and efficiency are key.

Assured Email Delivery

The persistence of Zoho SMTP in ensuring emails make it to the recipient's server is invaluable. By retrying delivery until the email is received, Zoho SMTP maximizes the chances of your message being read.

Security and Control over Email Transmission

Zoho SMTP provides enhanced security features and allows for detailed configuration to handle sensitive information securely. This level of control is crucial for businesses that send out cold emails containing confidential content or proposals, ensuring that information remains secure and is only accessed by intended recipients.

Scalability for Large Organizations

For organizations that send a high volume of emails, Zoho SMTP is scalable to meet these demands. It supports bulk emailing, which is often necessary in large-scale cold email campaigns. This scalability ensures that as your business grows and the volume of your email communication increases, Zoho SMTP can handle this growth, maintaining high deliverability and reliability.

How to Enable Zoho Mail SMTP Settings?

You can turn on the Zoho Mail SMTP Settings by - 

  1. Start by logging into your Zoho Mail account. Once you're in, you should open the settings menu.
  2. In the Settings menu, look for the 'Mail Accounts' tab. This section manages all the email accounts you have set up with Zoho. 
  3. Click on the email accounts’ SMTP you want to configure. 
  4. Then, you will have to scroll to find the SMTP settings option.

Zoho SMTP Settings

Zoho SMTP Settings

Zoho SMTP Settings Configuration - SSL

We will go through the Zoho SMTP configuration credentials for SSL security types for both personal and organizational users.

Credentials for Personal Users

Personal users utilize a unique email address tied to their identity, like [email protected]. Below are the SMTP settings specifically for the personal Zoho accounts.

Credentials for Organization Users

Organizational users use an email address linked to a specific domain, for example, [email protected]. The SMTP settings for these organizational Zoho accounts are as follows -

Zoho SMTP Settings Configuration - TSL

Let’s look at the Zoho SMTP settings credentials for the TSL security type. 

How to Enable IMAP client and POP for Zoho Mail Server?

IMAP (Internet Message Access Protocol) and POP (Post Office Protocol) are crucial for managing cold emails effectively because of their contribution to the receiving aspect of your emails communications.


Enabling IMAP (Internet Message Access Protocol) for your Zoho Mail account is crucial for managing your emails across various devices. You can follow this step-by-step guide to activate IMAP access:

  1. Go to the settings menu after logging into your Zoho Mail account.
  2. Within the settings menu, locate and click on the 'Mail Accounts' tab. 
  3. From the list of mail accounts, select the email account for which you want to enable IMAP. 
  4. After selecting the desired email account, look for the 'IMAP' section within this tab.
  5. In the IMAP section, you will find a checkbox labeled "IMAP Access." Check this box to enable IMAP for the selected email account.

Zoho Mail IMTP Settings

Zoho Mail IMTP Settings


Activating POP (Post Office Protocol) for your Zoho Mail account allows you to download emails to your local computer by enabling offline access and management. Here's a straightforward guide to help you enable POP in your Zoho account:

  1. Sign into your Zoho Mail account and go to the settings menu.
  2. In the Settings menu, find and click on the 'Mail Accounts' tab. This section houses all the settings related to the email accounts you have set up within Zoho Mail.
  3. Scroll through the list of your email accounts and select the one you wish to configure for POP access. Click on this account to open its specific settings.
  4. Look for the' POP' section in the settings of the chosen email account. 
  5. In the POP settings area, you will see a checkbox labeled "POP Access." Tick this checkbox to turn on POP access for the selected email account.

Zoho Mail POP Settings

Zoho Mail POP Settings

Troubleshooting Issues You Might Face with Zoho SMTP Settings

Let’s see how you can deal with some issues that you may face now and then with Zoho SMTP settings.

Unable to Connect to Outgoing Server/SMTP Server

Occasionally, email clients may attempt to connect to the default port 25 when setting up SMTP servers. For Zoho Mail, it's essential to use the correct SSL or TLS ports, namely 465 or 587. If issues persist after verifying these port settings, obtaining traceroute details for and contacting Zoho support with your account details and a description of the problem, including screenshots, can help resolve connectivity issues efficiently.

Relaying Disallowed Error

This error typically appears when there's a mismatch between the email address used in your SMTP settings and the one registered as your account's outgoing server. It can occur due to typographical errors in the email address during setup or if an incorrect email address is hardcoded in applications. You should double-check and correct the email address in your SMTP settings to rectify this to ensure consistency and proper email delivery.

Unable to Receive Emails from Website Contact Forms

Suppose you're experiencing issues receiving emails from website contact forms. In that case, it might be due to your Web Host's configuration, which could be set to handle emails locally due to matching domain names. 

To resolve this issue, you have to access your WebHost settings and select the Remote Email server option to indicate that emails should be delivered externally. Turn off any Local Email Delivery settings in your WebHost configuration to ensure emails from your web forms are routed correctly to Zoho Mail servers and reach your inbox as intended.

Duplicate Sent Copies

When using a different email client with, sent emails are automatically saved in Zoho's Sent folder. However, many email clients, like Gmail from Google Apps and Outlook, also save a local copy, resulting in duplicates. To prevent this, Zoho offers a setting to avoid saving another copy in the Sent folder. 

You will need to go to Settings, then to Mail Accounts, and under the SMTP section for your email address, uncheck 'Save copy of sent emails.' It stops the additional saving of sent emails, keeping your Sent folder clutter-free.

How to Connect SalesMix with Zoho SMTP?

Adding Zoho Mail to your SalesMix account can streamline cold email campaigns and enhance sales automation processes. Here’s how you can connect Zoho Mail to SalesMix:


The proper setup of Zoho SMTP can transform your outreach strategies in the cold email campaign. It empowers your campaigns with the assurance of delivery and the sophistication of handling emails in a secure and controlled manner. 

As you scale, these settings will support the growing volume of communications without compromising on speed or reliability.

How do You Send 10000 Emails From Gmail at Once?

Trying to send 10000 emails from Gmail or more at once for a cold email campaign?

Sending a large number of emails requires a well-thought-out strategy that adheres to Gmail's policies while maximizing your outreach potential. It involves understanding the intricacies of Gmail, managing multiple accounts, and possibly utilizing multiple domains to distribute the email load appropriately.

We will delve into the practical steps you need to take to send 10,000 emails from Gmail. Let’s start!

How do A Gmail Account and A Google Workspace Account Vary?

At its core, the distinction between Google’s 2 types of email services lies in the customization and intended use of each service.

A standard Gmail account is typically for personal purposes. In contrast, Google Workspace is designed with businesses and professionals in mind.

A Gmail account is free to use and comes with an email address that ends in "" On the other hand, Google Workspace offers the ability to use a custom email domain, such as “” It promotes a professional image and strengthens brand consistency across all communications.

The standard Gmail account setup is ideal for everyday communication, personal projects, or small-scale freelance work. Google Workspace includes a suite of productivity and collaboration tools that integrate seamlessly with your custom email to enhance workplace efficiency and teamwork.

There is also a difference in both types’ sending limits that we will go through next.

What are The Present Sending Limits in Gmail?

Gmail's sending limits are essential to understanding the basics of your bulk cold email campaigns. Google said the following limitation numbers in its Help Center.

Is it Possible to Send 10,000 Emails Using Gmail Account?

Sending 10,000 emails directly through a single Gmail or Google Workspace account in one day isn't feasible due to Google's strict sending limits. The limits we discussed put a roadblock for those looking to send a large volume of emails from Gmail.

However, there is a strategic approach that can enable the sending of 10,000 emails through Gmail. It involves the use of multiple accounts and perhaps even multiple domains.

Step-By-Step Guide on Sending 10,000 Emails From Gmail

Sending a high volume of emails, such as 10,000, using Gmail requires careful planning and properly calculated moves to pull this strategy.

Calculate The Number of Google WorkSpace Accounts You will Need

To begin, you need to determine how many Google Workspace accounts are necessary to send your desired volume of emails without exceeding Gmail’s sending limits.

If you need to send 10,000 emails daily, you need at least five Google Workspace accounts, each reaching the upper limit of 2,000 emails. However, it's safer to spread this across more accounts to maintain a healthy sending practice and avoid penalties for hitting the maximum limit too frequently.

Using more accounts and sending a healthy number of emails per account can help maintain a good sender reputation. It is advisable to send 35 to 50 emails per day from a single Google Workspace account.

We are providing you with an easily editable calculator in Google Sheets where you can determine the number of emails you will ideally need to send 10000 emails from Google at once. You will have to copy the sheet and put your inputs of how many emails you want to send in total and what your campaign period is.

Email Number calculator to send 10000 emails from gmail

Email Number calculator

As per our example, you would need 250 accounts to send 10,000 emails at once, that is, within a day.

Assess How Many Domains You will Need

1-3 email accounts per domain is a safe number to prevent any domain-based penalties and to keep the outreach looking organic. We have considered 3 emails per one domain for our calculation. In that case, you will need 84 domains to cover the required email accounts. You can also change the number of domains in our Google Sheet Calculator to match it with your preferences.

Domain number calculator

Domain number calculator

Note: If you are using absolutely new emails to send these emails, it will be advisable to start with a much lower number of emails sent per day to avoid any kind of scrutiny from Google.

Start Sending Emails with Multiple Gmail Accounts

Once you've established your Google Workspace accounts and organized them across your multiple domains, the next step is to initiate the email-sending process. You can either manually send the emails to multiple Gmail accounts or use an automated tool to do it without any hassle. However, you should be careful about whether your emails are looking like spam or if they are going to invalid email addresses, spam traps, etc.

How Much Would It Cost to Send 10000 Emails from Gmail?

Each Google Workspace account, under the business starter plan, costs $6 per user per month. To manage sending 10,000 emails within a day without exceeding individual sending limits, you would need to distribute these emails across several accounts.

Based on our earlier calculation, you will require 50 separate accounts. Therefore, if you multiply the number of required accounts (250) by the cost per account ($6), the total cost for just one month would be $1,500.

The easy formula to find the cost to send X number of emails from Gmail in our recommended way is -> Cost =  No. Of Emails Required * Cost Per Google Workspace User Account.

Why does Gmail Put The Sending Limits?

Let’s look at the critical reasons why Gmail set the sending limits.

1. Increase System Security

Gmail imposes sending limits as a strategic measure primarily aimed at bolstering system security and maintaining a trustworthy user environment. These limitations curb the misuse of the platform, like preventing the issue of email-based malware distribution, which is detrimental to both the user and the system.

This protective measure also serves to preserve the reputation of Gmail's email system. ISPs and email services constantly monitor the volume and quality of incoming emails to protect their users. If Gmail allowed unlimited sending, it would not be long before its domain reputation could suffer.

2. Combat Spam and Abuse

When spammers and abusers have free reign to send large volumes of emails, they can inundate inboxes with harmful content. Various types of harmful content that usually trigger spam filters, such as phishing scams, malware, and deceptive messages, can lead to identity theft or financial loss.

Gmail’s sending limits significantly reduce the ability of these bad actors to conduct widespread campaigns from a single account. It is crucial to minimize the reach of potentially harmful communications.

3. Adherence to Regulatory Standards

Gmail's implementation of sending limits is also a critical compliance strategy to adhere to regulatory standards that govern digital communications. Regulatory frameworks such as the CAN-SPAM Act in the United States, GDPR in Europe, and similar laws worldwide set strict guidelines on electronic communications, particularly regarding unsolicited emails.

By limiting the number of emails an individual can send, Gmail helps ensure that nobody uses its service to violate these laws. These limits also reduce the risk of Gmail servers being the way for mass email distribution, which can be similar to spam under these laws.

4. Maintain Email Quality

Overuse or misuse, such as spamming activities, degrade the user experience and strain the email system, which can diminish the quality of the email. High volumes of emails can lead to server congestion and slow the processing of outgoing and incoming messages, leading to delays or lost emails.

Gmail remains successful in avoiding these issues by enforcing sending limits to ensure that the service remains fast and responsive for all users.

5. Protect User Experience

Without these limits, Gmail accounts could potentially send an unlimited number of emails, which may sound advantageous but could lead to serious issues. For instance, if a few users begin sending massive volumes of emails, it could overload the system.

This phenomenon would slow down the service for everyone, resulting in delays and possibly even service outages. Such disruptions can significantly diminish the user experience, making the service less reliable and efficient. The limits act as necessary to keep Gmail as a preferred email service with a satisfactory user experience.

Consequences of Crossing Gmail Sending Limit

If you exceed the sending limits, one immediate repercussion is a temporary suspension of your account. You might encounter an error message stating, “550 5.4.5 Daily sending quota exceeded.” This suspension typically lasts about 24 hours, during which you cannot send emails.

Google might also temporarily suspend your account if a significant number of your emails bounce back or go to inactive addresses. This action is a protective measure to reduce the risk of spam and maintain the quality of service for all users.

During the suspension period, you may also see error messages when sending emails. These messages can include warnings like ‘You have reached a limit for sending email" or "Messages you sent couldn’t be delivered.’ Each message serves as a reminder of the restrictions and helps you understand what you might be doing wrong.

Easily Send Personalized 10,000 Emails And More with SalesMix: A Step-by-Step Guide

SalesMix is a great tool that provides cold email marketing services to ensure that 10,000 emails or more are personalized for each recipient and make them feel valued.

1. Sign Up on SalesMix

The first step in your journey to cold mass email campaign is to sign up with SalesMix. The process is straightforward: you have to visit the SalesMix website, provide your credentials, and select a pricing plan that suits your needs and preferences.

2. Connect Your Google Accounts with SalesMix

The next step involves connecting your Google Workspace accounts with SalesMix. You should first ensure you enable the Forwarding and POP/IMAP settings in your Gmail account. Then, you can make the connection through SMTP (Simple Mail Transfer Protocol) settings or by using the more user-friendly OAuth process.

Gmail Account connection with Salesmix to send 10000 emails from gmail

Connect your Gmail accounts with SalesMix

3. Warm Up Your Email

Before launching a massive email campaign, it’s critical to warm up your multiple email accounts. SalesMix provides an automated warm-up feature, which is crucial for building your sender's reputation and enhancing email deliverability.

This feature provides a simple click activation and operates under the premise of unlimited warming. It methodically moves your emails from the spam folder to the inbox by bolstering your cold email effectiveness.

Email Warmup in SalesMix

Automated Email Warm-Up in SalesMix

4. Upload Your Prospect List

SalesMix allows you to upload this list directly via a CSV file. You will have to make sure your CSV file is well-organized, with each row representing a single contact and each column containing specific information such as names, emails, and other relevant details. This structure is vital for the next steps in personalization.

Email List in SalesMix

Prospect list in SalesMix.

5. Set Up Your Sequences & Scheduling For The Cold Email Campaigns

Creating effective email sequences involves crafting your initial emails and follow-ups with a persuading subject line for each of them and interactive email content. In SalesMix, you can automate these emails and schedule them based on optimal engagement times. You can also set rules to pause sending on specific days, such as U.S. public holidays, to increase the chances of your emails being noticed.

Sequence steps SalesMix

Sequence steps in SalesMix

6. Personalize The Emails for Bulk Email Campaigns

The power of personalization in email campaigns cannot be overstated when sending bulk emails. SalesMix enables detailed personalization using the data from your CSV file. For instance, you can use placeholders like {{first_name??FALLBACK}} to insert the recipient's first name or employ Spintax to vary the words used (e.g., {{business/company/workplace/organization}}) to avoid your emails sounding repetitive or generic.

Spintax in SalesMix

Use Spintax in SalesMix for more variations in your cold emails.

7. Launch The Campaign

After setting up everything, the final step is to launch your email campaign. You should take a moment to review all settings and the content of your emails to ensure everything is as per your strategy. This review is crucial to avoid any last-minute errors that could impact the success of your campaign.

Launch campaign with SalesMix

Launch a cold email campaign with SalesMix

Way Forward

As you embark on the challenge of sending 10,000 emails from Gmail, it's clear that a thoughtful and structured approach is essential. While the task may seem daunting at first, it becomes feasible and efficient with the right tools and strategies.

Looking forward, it's important to monitor the performance and adapt your strategies as needed continuously. This might include adjusting the number of emails sent per account or refining your domain management to suit the changing dynamics of a cold email marketing campaign better.

Gmail SMTP Settings: Easy Setup & Configuration Guide

Finding it hard to set up your Gmail SMTP settings?

Setting up Gmail SMTP settings can often seem complex, especially with the myriad of options and technical terms involved. However, it is crucial to understand the SMTP settings and configure them in the right way for a cold email campaign.

In this article, we will simplify the process of configuring Gmail SMTP settings through a step-by-step guide. Keep reading to learn how to use your Gmail SMTP setting for a successful cold email campaign initiation.

What is The Gmail SMTP Settings?

Gmail SMTP (Simple Mail Transfer Protocol) settings define the necessary server and port information for sending emails from your Gmail account through other email clients or applications. These settings help you maintain secure connections and ensure your emails go successfully through Gmail’s servers.

Why Should You Use The Gmail SMTP Settings?

Using the Gmail SMTP settings for your email communications offers several compelling advantages. Let’s look at some of them.

1. Dependable Service with Security

Configuring your email client with Gmail’s SMTP server means you tap into the robust infrastructure of one of the most widely used and trusted email services in the world. Your emails are more likely to get to the recipient’s inbox consistently and without delay, regardless of the volume.

Gmail’s SMTP servers use strong encryption protocols such as TLS and SSL to secure your email connections. It ensures that any data sent from your email client to Gmail’s servers is protected against interception by third parties.

Google’s commitment to user safety also extends to its SMTP service, which includes continuous updates and protections against the latest security threats. This proactive approach helps safeguard your email account from potential vulnerabilities.

2. Simplified Integration Across Platforms and Clients

Choosing to use Gmail SMTP settings can significantly simplify the way you manage and integrate email communications across various platforms and clients. Most modern email clients and platforms support SMTP, and setting them up with Gmail is straightforward.

With Gmail SMTP, you can instantly connect your email client or application directly to Gmail's powerful mailing infrastructure. You will be able to send emails from your preferred platform without needing to switch back and forth between different services.

Gmail’s SMTP settings work universally across various software and hardware, ensuring that you can send emails from any device or application. This level of compatibility is crucial for businesses and individuals who rely on multiple tools and need their systems to communicate efficiently without technical hitches.

3. Advantageous for Developers and Product Teams

For developers, the appeal of using Gmail's SMTP lies in its simplicity and the extensive documentation provided by Google. This means less time spent on setup and troubleshooting and more time focused on product development. It is also compatible with various programming languages and frameworks to simplify the process.

Product teams benefit from Gmail SMTP settings because they can reliably send emails from their applications. This reliability translates into fewer customer complaints related to email delivery issues, such as missed notifications or undelivered messages.

4. Streamlined Email Communications for Web Apps

For web developers, one of the primary benefits of using Gmail SMTP is the simplicity it brings to email management. Instead of building and maintaining their own mail servers, developers can use Gmail's established servers to send emails.

It saves development time and reduces the costs associated with server maintenance and security upgrades. Gmail further handles all aspects of email delivery, including queueing, retrying failed sends, and managing server load, which can otherwise be complex and resource-intensive tasks.

5. Developing Custom Applications with Email-Sending Features

When you choose Gmail SMTP settings for your application, you're leveraging Google’s proven infrastructure. It means you can rely on their servers and the Gmail API to manage the heavy lifting associated with email delivery - everything from handling large volumes of outgoing emails to dealing with security protocols that protect your data.

What are The Different Gmail SMTP Methods?

Understanding the 3 different methods available for using Gmail's SMTP server can greatly enhance how you manage and send your emails. We will mainly go through setting up the first 2, as they are the most relevant for an email marketing campaign.

Gmail’s SMTP Server

Gmail SMTP server settings are primarily accessible via two secure connection methods - TLS and SSL for your personal accounts. These methods are pivotal in ensuring that your email communications have encryption and are secure from any potential interception.

Gmail SMTP's All Info at A Glance

SMTP Relay Service (for Google Workspace)

The SMTP Relay Service offers a powerful method for managing outbound emails for Google Workspace using organizations. It allows administrators to route emails through Google’s servers but with added flexibility and control.

This method can bypass spam filters for emails sent to your own domain, facilitating reliable internal communication. Additionally, it adheres to Google's high standards of security, providing encryption and secure data handling to protect every email you send for your cold email campaigns.

SMTP Relay Service's All Info at A Glance

Restricted Gmail SMTP Server

It is a specific method from Google that caters to users who need to send emails without requiring SMTP authentication credentials. Using the Restricted Gmail SMTP Server, you can only send emails to Gmail or Google Workspace account users.

This method limits you to sending messages only to recipients within the Gmail or Google Workspace domains. As a result, it is less flexible than the full SMTP server but ideal for internal communications within an organization.

The Restricted Gmail SMTP Server is particularly beneficial for organizations that use a lot of automated reporting tools or monitoring systems to send status emails to a central administrative Gmail account.

SMTP Relay Service's All Info at A Glance

How do You Set Up the Google SMTP server settings?

Let’s look at how you can set up and configure Google's SMTP server settings.

Note: Google is already phasing out the "Less Secure Apps" authentication method's option in favor of more secure methods, particularly for Google Workspace users. As an alternative, Google highly recommends using App Passwords, especially if you have enabled 2-Step Verification.

Discontinued Less Secure Apps

Less Secure Apps Discontinued

1. Generate An App Password for 2FA Bypass

Generating an app password is a straightforward process, but it is crucial for ensuring that your applications can securely interact with Gmail without compromising your account's security through 2-step verification.

Considering you are already in the Google account settings for the earlier step, you now need to head to the “Security” tab on this page. In the "Signing in to Google" section, you will find the option for "2-Step Verification" Click on this option, and you will then find "App Passwords" You may need to sign in again for security purposes.

2-step Verification Option on Security Tab

2-step Verification Option

App Password Option

App Password Option

After doing so, you’ll see the option to select the app and device for which you need the password. You should choose the app from the list provided or select "Other" to customize the name if your app isn't listed.

Once you’ve selected the appropriate options, click on “Generate.” Google will then display a 16-character password. This password is unique and will not be shown again, so be sure to enter it into your application or email client immediately.

App Password

16-Digit App Password

This app password allows your email client or application to bypass the 2FA protection. It ensures the approved clients and apps can securely access Gmail's SMTP without needing to pass through the two-factor authentication process each time.

Note: If you are comfortable with having your account without a 2-step verification process, you can skip this step. However, it is recommended to use a 2-step verification for enhanced security.

2. Configure Gmail SMTP Settings on Email Client

You have to configure Gmail's SMTP settings on the email client as the final step in ensuring you can send emails directly from your preferred software. This setup is essential for maintaining a streamlined communication channel that leverages Gmail’s robust infrastructure.

Here, you will need to input several pieces of information specific to Gmail’s SMTP server. You should put this information there in the respective places.

How to Set Up The SMTP Relay Service?

To begin configuring your SMTP relay service, you will need to log in to the Google Admin console at with your Google Workspace Admin credentials.

Once logged in, navigate through the console by clicking on "Apps" on the left side panel. It will lead you to further options, under which you need to select "Google Workspace" and then select "Gmail" from the dropdown.

Gmail in Google Workspace dropdown

Select the Gmail option from the Google Workspace dropdown.

The next step is to click on the "Routing" tab. This section contains various configuration settings for your Gmail services, including the SMTP Relay Service.


Routing - Google Admin

In the Routing for Gmail, scroll until you find the section labeled "SMTP Relay Service." Clicking on the "Configure" button in this section will allow you to modify or set up new SMTP relay parameters.

Gmail SMTP Settings Relay Service Option

SMTP Relay Service Option on Google Admin Console

For security, it's advisable to check the box for "Only accept mail from the specified IP addresses." Following this, you can add the required IP addresses by selecting the "Add IP range" button. This ensures that only emails sent from these specified IP addresses are allowed through the SMTP Relay.

SMTP Relay Service

SMTP Relay Service

Before finalizing the setup, return to the Advanced Settings for Gmail to ensure that "Comprehensive mail storage" is checked. This setting helps in maintaining a complete backup of all emails that pass through the SMTP relay, which is crucial for data security and compliance.

You should carefully name and configure each setting according to the specific requirements of your organization. The requirements can include authentication details, the allowed IP addresses, and the level of encryption required.

After configuring the necessary settings, the changes might take up to 24 hours to propagate fully.

How do You Turn on POP/IMAP to Complement SMTP Settings?

While SMTP settings are crucial for sending emails, enabling POP (Post Office Protocol) or IMAP (Internet Message Access Protocol) is equally important for receiving and managing your incoming mail effectively in cold email marketing campaigns. SMTP works exclusively for outgoing messages, so turning on POP or IMAP allows your email client to retrieve and interact with messages stored on the mail server.

To enable these settings in Gmail - 

IMAP settings

IMAP settings in Gmail Account

Don’t forget to click “Save Changes” to ensure your changes stay.

Use the More Convenient oAuth Option in SalesMix for Connection

SalesMix is a solid tool that can help you enhance the effectiveness of cold email campaigns. A crucial aspect of setting it up involves adding your email accounts for the email warmup

For those using Google Workspace, SalesMix offers a more convenient connection option through OAuth, which simplifies the integration process significantly compared to traditional SMTP setups.

oAuth option in SalesMix

oAuth option in SalesMix

OAuth is a modern authentication protocol that allows SalesMix to securely access your Google services without handling your passwords directly. This method is easier to set up and provides a more stable connection for managing your email campaigns. It’s important to note, however, that this option is available exclusively for Google Workspace accounts and not for personal Gmail accounts.

To connect your Google Workspace account with SalesMix through oAuth, you need to -


We have walked through the comprehensive steps for setting up Gmail SMTP settings and complementing them with POP/IMAP. You are now equipped with a robust understanding of optimizing your email functionalities for your cold email campaign. 

As you move forward, remember that the continuous evolution of email technologies and Google's protocols may introduce new features or requirements. Staying updated with these changes will help you maintain an optimal setup. You can revisit your settings periodically to ensure they align with the latest security practices and functionality enhancements.