Gmail Workspace Setup Checklist for Outreach
A setup checklist for Gmail/Google Workspace accounts used for cold outreach—authentication, warm-up, inbox rules, and best practices to maximize deliverability.
What You'll Get
- Complete setup checklist — Domain, authentication, account configuration
- Warm-up schedule — 4-week ramp-up plan for new accounts
- DNS record templates — Copy/paste SPF, DKIM, DMARC records
Download the Checklist
Get the complete setup checklist with warm-up schedule.
No email required. Free to use and share.
Domain Setup Checklist
DNS Authentication Records
These DNS records prove you're authorized to send email from your domain:
SPF Record
Tells receiving servers which mail servers can send email for your domain.
Add as TXT record on your domain (@ or root)
DKIM Record
Adds a digital signature to verify emails weren't tampered with.
Generated in Google Workspace Admin Console:
- Apps → Gmail → Authenticate email
- Select your domain
- Click "Generate new record"
- Copy the TXT record value and add to DNS
DMARC Record
Tells receivers what to do if SPF/DKIM fail, and where to send reports.
Add as TXT record on _dmarc.yourdomain.com
Start with p=none, move to p=quarantine after monitoring
Google Workspace Account Setup
4-Week Warm-Up Schedule
Gradually increase sending volume to build reputation:
| Week | Daily Volume | Activities |
|---|---|---|
| Week 1 | 5-10 emails | Personal emails, newsletter signups, warm contacts |
| Week 2 | 15-25 emails | Mix of warm and first cold outreach to best targets |
| Week 3 | 30-50 emails | Increase cold volume, monitor bounce/spam rates |
| Week 4+ | 50-100 emails | Full cold outreach volume, stay under 100/day/mailbox |
Tip: Use warm-up tools like Instantly, Warmbox, or Mailwarm to automate this process
Gmail Settings for Outreach
Common Mistakes & Tips
Skipping the warm-up
A brand new account sending 100 emails on day 1 will get flagged. The warm-up is not optional.
Using your main domain
Cold email can damage domain reputation. If company.com gets blacklisted, your entire company email is affected. Use a separate domain.
Not monitoring deliverability
Check your sender reputation periodically with tools like GlockApps or mail-tester.com. Catch problems early.
Wrong DNS records
DNS changes can take up to 48 hours. Verify with MXToolbox that your records are correct before sending.
How to Run This in Corcava
- Connect your Gmail/Workspace account — Email integration for tracking
- Emails sync to deals/contacts — Full correspondence history
- Send from within Corcava — Never leave your CRM
Maps to: Email Integration, Gmail Sync features
Frequently Asked Questions
Do I need Google Workspace or can I use free Gmail?
For professional outreach, use Google Workspace with a custom domain. Free @gmail.com addresses look unprofessional and have stricter sending limits. Workspace starts at $6/user/month.
How many email accounts do I need?
One mailbox per 50-100 emails/day. For 300 emails/day, you need 3-4 mailboxes across 1-2 domains. Rotate between them to spread the load.
How do I know if my domain is blacklisted?
Check MXToolbox blacklist check, or use GlockApps to test deliverability. Signs: sudden drop in reply rates, many bounces, or emails going to spam.
What's the difference between warm-up tools?
They all send and receive emails automatically to build reputation. Some (Instantly, Smartlead) include warm-up with their cold email tool. Standalone options like Warmbox or Mailwarm work with any setup.
Should I use Outlook/Microsoft 365 instead?
Both work. Google Workspace is more common for cold email. Microsoft 365 can be stricter but also has good deliverability. Some agencies use a mix of both to diversify risk.
How often should I rotate domains?
Don't rotate for the sake of rotating. If deliverability drops significantly or a domain gets flagged, rest it for 2-4 weeks and use another. Plan to have backup domains ready.