Set Up Sending Mailboxes and Domains

SimpleSend sends cold email from domains and mailboxes it sets up for you: lookalike domains registered in your name, Google Workspace or Microsoft 365 mailboxes, DNS records published and warmup started on their own. You choose the names and the volume. This guide walks through the setup wizard screen by screen, then the few things you finish yourself while the mailboxes warm.

Who can set up sending

Email sending comes with Pro and with every Teams seat, and it's an add-on on Individual. The free trial doesn't include it.

Anything beyond your plan's allowance, such as extra domains, extra mailboxes or any Microsoft 365 mailbox, is priced in the wizard before you pay.

Setup at a glance

The wizard takes a few minutes. Warmup takes the next two weeks, and you finish the rest meanwhile.

1. 1Open the setup wizardIn Sequences, open Mailboxes and click Set up mailboxes (it reads Add mailboxes once you have some).
2. 2Set a daily goalPick how many cold emails a day you want to send. SimpleSend recommends mailboxes and domains at about 25 emails per mailbox and 3 mailboxes per domain.
3. 3Choose your sending domainsAdd lookalike domains of your brand, check availability, and set the website that visitors are forwarded to.
4. 4Name your sendersGive each mailbox a real first and last name, a mailbox name and a provider: Google Workspace or Microsoft 365.
5. 5Confirm who owns the domainsEnter the registrant's contact details. Domains are registered to you, not to SimpleSend.
6. 6Review and payCheck every line, accept the sending terms, get a quote, then pay, or click Set up when your plan covers the whole order.
7. 7Finish setup while mailboxes warmSave your business mailing address, add a signature to every mailbox, assign senders on Teams and set up the tracking host. Mailboxes warm for about two weeks (three for Microsoft).

The wizard shows its five screens as chips across the top: Goal, Domains, Senders, Registrant and Review & pay. You can click back to any screen you've finished.

Screen 1: Goal

The wizard opens on one question: How many cold emails a day do you want to send? Pick 50, 100, 250 or 500 a day, or type your own number. SimpleSend sizes the setup from it, planning on about 25 cold emails a day per warmed mailbox and 3 mailboxes per domain so that no single domain carries too much.

If your plan includes sending, a green box shows what's still included, for example Included in your plan: 1 sending domain and 3 warmed Google Workspace mailboxes. Those lines cost nothing on this order. The recommendation is a starting point; you choose the actual domains and mailboxes on the next two screens.

Screen 2: Domains

Cold email goes out from lookalike domains, never your main one, so your company's own reputation stays untouched. Enter Your brand or company name and Your main website, and SimpleSend suggests names built from your brand (get, try, hq, hello and so on). Click a suggestion to add it, or type a name and click Add.

Then click Check availability. Each name comes back Available (with its yearly price), Taken, Already yours, Not allowed or Not a valid name, and premium names aren't offered. Every new domain needs a clean check before you can continue.

Each new domain also needs an https:// address where visitors land. It defaults to your main website: anyone who types a sending domain into a browser is forwarded there. If you already have active domains in SimpleSend, you can put new mailboxes on them instead of buying more, under Add mailboxes to domains you already own. One order takes up to 10 new domains.

Pick names a prospect would accept as yours at a glance: short, close to your brand, and on .com where you can. The suggestions are all .com.

Screen 3: Senders

Each mailbox sends as one person, so use real names: prospects reply to people. For every domain, fill in each sender's First name, Last name, Mailbox (the part before the @, with suggestions built from the name) and Provider. Add sender puts another mailbox on that domain.

• Up to 5 mailboxes per domain, counting any already there. The recommended number is 3.
• Every new domain needs at least one sender.
• Up to 30 mailboxes per order.
• On Teams, the names here are what prospects see. You assign each mailbox to a teammate after setup.

Screen 4: Registrant

Who owns the domains? You do: domains are registered to you, not to SimpleSend. Registrars require accurate contact details for the owner, shared only with the registrar: first and last name, email and, for new domains, a phone number, country and postal address. Organization is optional. If the order only adds mailboxes to domains you already own, your name and email are enough.

Screen 5: Review & pay

Review your order lists every line: each domain, each mailbox, and anything your plan covers, shown as included at $0. Under it are two totals, Due today and Then monthly.

• Mailboxes renew monthly. Cancel any one at any time and it stops being billed at the end of its period.
• Domains are registered for a year, can't be refunded once registered, and renew yearly.
• Warmup is included for your first 10 mailboxes; past that, it's priced in the wizard.
• If anything can't be provisioned, that line is refunded.

Tick the box to accept the sending terms and the Acceptable Use Policy: every email carries your business mailing address and a way to opt out, and you only email people you may lawfully contact. Click Get quote (a quote is valid for 24 hours), then Pay to check out on the page. When your plan covers the whole order there's nothing to charge, and the button reads Set up instead.

What SimpleSend does for you

Once the order goes through, setup runs on its own. A progress card ticks off each stage: payment received, order placed, each domain registered, each mailbox created, warmup started. It usually takes minutes, though DNS can take a few hours to settle. You can leave the page and check back on the Mailboxes page.

Finish setup while you warm

Warmup gives you about two weeks for the few things only you can do. The first two are required: a sequence can't send without your mailing address and a signature on the mailbox it sends from.

1. Save your business mailing address (required)

On the Mailboxes page, the Business mailing address card reads Needed before launch until you add one. Click Add address, enter it one line per row and click Save address. It's printed under the signature of every email, with the opt-out line and an unsubscribe link, because commercial email law (CAN-SPAM in the US) requires a valid postal address on every message. On Teams, an admin sets it once for everyone.

2. Add a signature to every mailbox (required)

Click Settings on a mailbox card and fill in Signature: plain text, rich text, HTML or an image. Sequences add it to the end of every email, or wherever you write [Your name]. Senders can edit their own. A mailbox without a signature can't send: it shows as Not available when you pick mailboxes for a sequence, and the step preview tells you to add one on the Mailboxes page.

3. Assign senders (Teams)

Admins set Sends as in each mailbox's Settings. A mailbox carries only the sequences of the teammate it sends as, in their name, and only they and admins can read its replies. A mailbox left Unassigned can't send for anyone yet.

4. Set up the tracking host (optional)

On the Domains page, Open & click tracking host puts tracked links and the open pixel on a subdomain of your own, such as t.getacme.com. Click Set up tracking. DNS can take up to an hour, and until the host is active, links go through SimpleSend's own link domain, so nothing breaks meanwhile. It matters only if you track opens or clicks, which sequences do by default.

From Warming to Ready

Each mailbox card shows one of five states.

You can write and save a sequence while mailboxes warm. Launching waits until at least one of them is Ready. The Sequences page keeps a running count: active domains, mailboxes, how many are Ready to send and how many are still Warming.

Ready isn't full speed. A mailbox's first two weeks of sending ramp up: 10 cold emails a day in the first week, 18 in the second, then its daily cap (25 by default, up to 40 in a sequence's settings). SimpleSend never sends more than 50 a day from one mailbox, and only inside your sequence's sending window. If bounces spike, it slows or pauses the mailbox and tells you why.

The Domains page

The Domains page, in the Sequences section, lists every sending domain with its status (Active, Setting up, Needs attention or Ended), a DNS chip and its tracking status. An active domain opens into six panels. Admins can change them; on a personal plan, that's you.

Managing mailboxes

A mailbox card shows its state, whether it's sending, its daily cap, who it sends as, last week's sends, bounce rate and reply rate, and warmup progress. Insights opens sending stats, deliverability, health, bounces, recipient domains and warmup for the last 7, 30 or 90 days.

• Settings: the name prospects see, Sends as (Teams), Signature, Daily cap (1 to 50, with 25 as the safe default), Sending hours time zone, Forward replies to and a profile photo URL.
• Pause sending and Resume sending: stop a mailbox's cold email without touching its warmup.
• Pause warmup and Resume warmup: available, but rarely a good idea.
• Cancel (the bin icon): sending stops right away, the mailbox is billed through the end of its period, and sequences using it move to your other mailboxes.
• Add mailboxes: opens the wizard again to add domains or put more mailboxes on the ones you have, up to 5 each.

The do-not-contact list at the bottom of the page is covered in Manage Replies in the Inbox.

Pre-send checklist

• Your plan includes sending: Pro, a Teams seat, or Individual with the Email Sending add-on
• Every domain shows Active, with DNS ✓, on the Domains page
• Business mailing address saved on the Mailboxes page (required)
• Every mailbox that will send has a signature (required)
• On Teams, every mailbox has a Sends as teammate
• At least one mailbox shows Ready
• Tracking host set up, if you track opens or clicks (optional)
• Your list is clean and verified (see Email List Formatting and Data Hygiene)

Next: Launch Your First Sequence. For the theory behind warmup and reputation, see Email Warmup and Domain Health.