Outlook Alternatives for Cold Email Outreach
Struggling with cold email outreach using Outlook? You’re not alone. Microsoft’s 2024 restrictions - like limiting emails to 40 per day and increasing bounce rates - have pushed businesses to explore better platforms. Here’s a breakdown of three strong alternatives:
- Gmail with Extensions: Send up to 2,000 emails daily with tools like GMass for automation and personalization. Great for small-scale outreach but relies on third-party add-ons.
- Mailshake: A standalone platform focused on automation and multi-channel outreach. Costs $58–$83/month per user but offers advanced features like A/B testing and LinkedIn integration.
- Mailforge: Built for cold outreach, it excels in deliverability and cost efficiency. Starting at $13/month per mailbox, it handles large-scale campaigns with ease.
Quick Tip: If deliverability and scaling are your priorities, Mailforge is a standout choice. For smaller teams, Gmail or Mailshake could work depending on your needs and budget.
1. Gmail with Extensions
Pairing Gmail with the right extensions can turn it into a powerful tool for cold email outreach. Gmail accounts can send between 500 and 2,000 emails daily, depending on the plan. With the help of extensions, Gmail becomes more than just an email client - it transforms into a comprehensive outreach platform. Below, we’ll explore Gmail’s strengths in deliverability, scalability, automation, and compliance.
Deliverability
Users of tools like GMass report an impressive 99% deliverability rate. This high performance is largely due to Gmail’s strong reputation and advanced spam filters that prioritize verified senders. Gmail’s consistent sending policies also help businesses build long-term email programs. However, achieving success requires proper account warming - starting with smaller email volumes and gradually increasing them to establish a solid sender reputation.
Scalability
Gmail isn’t just about quality; it’s also built for quantity. Free Gmail accounts allow up to 500 emails per day, while Google Workspace accounts can handle up to 2,000 emails daily. Extensions like GMass make it easy to manage large-scale campaigns directly from Gmail. Unlike many tools that rely on external platforms, GMass lets you handle everything within Gmail’s familiar interface, simplifying the process while leveraging Gmail’s infrastructure for seamless bulk sending.
Automation Features
Gmail extensions shine when it comes to automating cold email workflows. From creating campaigns with ChatGPT to automating follow-ups and scheduling sends, these tools eliminate much of the manual work involved in outreach. Personalization is another standout feature - extensions can pull in recipient-specific details like job titles, company names, or work history to tailor emails. Automated follow-ups ensure no prospect is overlooked, keeping communication consistent without extra effort.
Compliance and Security
Staying compliant with U.S. laws like the CAN-SPAM Act is crucial for any email campaign. Gmail extensions help businesses stay on the right side of regulations by automatically including unsubscribe links in outreach emails. This not only protects businesses from legal risks but also ensures recipients can easily opt out if they choose.
User satisfaction with Gmail extensions speaks volumes. GMass boasts a 4.8/5-star rating from over 8,700 reviews, while Right Inbox holds a 4.7/5-star rating from more than 12,000 reviews on the Chrome Store. These ratings highlight the reliability and effectiveness of these tools for managing business-critical email campaigns.
2. Mailshake
Mailshake is a cold email platform tailored specifically for sales teams and agencies. Unlike Gmail extensions that integrate into existing email clients, Mailshake operates as a standalone platform. Pricing starts at $58 per user per month for the Email Outreach Plan and $83 per user per month for the Sales Engagement Plan, billed annually. These plans include advanced automation tools and multi-channel outreach features that go beyond standard email campaigns.
Automation Features
Mailshake is built around personalized sequences and streamlined campaign management. With its mail merge functionality, users can add personalized text and links for every recipient, making bulk emails feel more personal. Campaigns are intelligently managed, automatically pausing when recipients reply, unsubscribe, or when emails bounce, ensuring no unnecessary follow-ups.
The platform also features SHAKEspeare AI, which helps craft email copy, and supports A/B testing for emails, follow-ups, and entire campaigns. Sending schedules can be fully customized to optimize response rates, and email rotation spreads emails across multiple addresses to boost deliverability and increase daily sending limits.
BrandStar utilized these tools to increase their email volume tenfold, showcasing the platform’s ability to scale outreach effectively. Mailshake also integrates LinkedIn automation, enabling users to coordinate messaging across email, phone, and social platforms - all from a single dashboard.
"Split-testing is the best, as it is not available as effectively in most any other cold email platforms. In addition, their support team is spectacular and very knowledgeable and open to assisting you on your campaigns." - Zachary S., CEO at Think Bullish
Scalability
Mailshake’s features are designed to handle large-scale outreach. It includes email warm-up tools and validation credits to protect sender reputation even at higher volumes. The platform is versatile, catering to sales leaders, individual reps, agencies, and marketers. This makes it an excellent choice for both solo users and larger teams managing multiple campaigns simultaneously.
Compliance and Security
Mailshake prioritizes compliance and security, ensuring users adhere to data regulations like GDPR. The platform emphasizes contacting only genuinely interested prospects and provides resources to guide users on data consent and security practices.
Its compliance framework follows data minimization principles, collecting only essential information and maintaining transparency about how data is used. Mailshake’s legal documentation includes Privacy, Terms, CCPA-VCDPA, and Security pages to address regulatory requirements.
"Under the GDPR, the personal data you collect should be adequate and relevant to the purpose of its processing (Principle c: Data Minimisation)." - Dan Vanrenen, Managing Director of Taskeater
With privacy concerns on the rise - 86% of US buyers are increasingly worried about data privacy - Mailshake helps users build trust by offering clear unsubscribe options and supporting email authentication protocols like SPF, DKIM, and DMARC.
3. Mailforge
Mailforge is tailored specifically for cold email outreach, addressing key challenges like deliverability, scalability, automation, and compliance. It features a shared cold email infrastructure that allows users to manage hundreds or even thousands of domains and mailboxes, making it an excellent choice for businesses aiming to expand their outreach efforts.
Deliverability
Mailforge prioritizes getting your emails where they need to go - straight to the inbox. With dedicated IPs, domain authentication protocols (SPF, DKIM, and DMARC), and built-in monitoring tools, the platform helps minimize spam risks and improve inbox placement.
For added security, Mailforge offers SSL and domain masking at $2 per domain monthly or $6 per domain annually. These features safeguard your sender reputation by creating secure redirection paths, protecting your primary domain, and enhancing email authentication. The dedicated infrastructure ensures you have full control over email delivery performance.
Scalability
Mailforge is built for high-volume campaigns, making it a strong option for teams of any size. Its flexible mailbox slot system starts at $13 per month (billed annually) or $15 per month (billed monthly), allowing you to scale your campaigns as needed.
The platform boasts one of the fastest technical setups in the industry. Automated DNS configuration and bulk DNS updates remove technical hurdles, letting users launch campaigns quickly and efficiently. This scalability pairs seamlessly with Mailforge’s automation tools, ensuring that even as your outreach grows, efficiency remains intact.
Automation Features
Mailforge simplifies repetitive tasks while keeping emails personalized. Its automation tools include email sequencing, follow-up scheduling, and template management - all integrated directly into the platform. This eliminates the need for third-party add-ons, streamlining the entire process.
Additionally, Mailforge works with any sending software, making it easy to integrate with your existing tools and CRM platforms. This compatibility ensures smooth contact synchronization, engagement tracking, and automated follow-ups, keeping your sales workflows running seamlessly.
Compliance and Security
Compliance and security are at the core of Mailforge’s design. The platform includes opt-out management, GDPR and CAN-SPAM compliance tools, and secure data handling practices to meet regulatory requirements. For U.S. users, it ensures adherence to local laws while protecting the privacy of both senders and recipients.
Mailforge’s multiple workspaces allow organizations to separate campaigns or clients while maintaining compliance across all activities. This setup is particularly useful for agencies handling multiple clients or enterprises managing diverse campaigns. Built-in compliance tools help with documentation and consent management, reducing the risk of violations. With these features, Mailforge offers a comprehensive solution for optimizing cold email campaigns while staying secure and compliant.
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Platform Comparison: Strengths and Weaknesses
When deciding between Gmail with extensions, Mailshake, and Mailforge for cold email outreach, each platform brings its own set of strengths and limitations. Choosing the right one depends on your specific goals, technical needs, and budget. Here's a closer look at how these platforms stack up:
| Platform | Strengths | Weaknesses | Best For |
|---|---|---|---|
| Gmail with Extensions | Familiar interface, affordable for smaller campaigns, integrates seamlessly with Google Workspace | Limited tools for improving deliverability, relies heavily on third-party add-ons, not built for cold outreach | Small businesses with basic outreach needs |
| Mailshake | Highly rated for ease of use (#1 on G2), includes built-in deliverability tools, offers powerful automation features | Higher cost at $58/month per user, may require some technical setup for best results | Small to medium businesses needing simple yet effective automation |
| Mailforge | Designed specifically for cold outreach, highly cost-efficient ($2–$3 per mailbox compared to $8.40 for Google Workspace), automated deliverability optimization | Requires integration with separate sending software | Businesses of all sizes focused on deliverability and cost savings |
Deliverability: A Critical Factor
For cold email outreach, deliverability is everything. Mailforge's infrastructure is specifically engineered to maximize inbox placement. Features like automated DNS, SSL, and domain masking ensure emails are more likely to land in the right place.
"Procedures that usually took hours (setting DKIM, SPF, etc. records) for multiple domains, now take a few minutes. Mailforge is also cost-efficient since you spend per mailbox ~3 times less than with Gmail", says Karlo Binda, Founder of Leadsnack.co.
If you're running large-scale campaigns, Mailforge offers substantial savings. For 200 mailboxes, the platform costs $484/month - about 60–70% less than what you'd pay with Google Workspace or Microsoft 365.
Ease of Use: Varies By Platform
How easy a platform is to use can make or break your experience. Mailshake stands out for its simplicity, earning the top spot on G2 in Winter 2024. It's a great option for teams that want quick deployment without much technical hassle. Gmail, while familiar, can become cumbersome due to its reliance on extensions. Mailforge strikes a middle ground, automating key setup tasks like DNS and domain management but still requiring integration with a sending solution.
Automation: Different Approaches
Automation capabilities vary widely across these platforms. Gmail depends on extensions to add automation, which can feel clunky. Mailshake, on the other hand, offers built-in features like A/B testing, personalization tokens, and automated follow-ups - making it a solid choice for more interactive campaigns. Mailforge takes a different route, focusing on automating infrastructure tasks like DNS setup and deliverability optimization, which are critical for cold outreach success.
Compliance and Security
Staying compliant with US email regulations is essential. Mailforge includes SSL and domain masking (at $2 per domain monthly) to protect sender reputation and ensure campaigns are secure. Its ability to support multiple workspaces is particularly helpful for agencies managing campaigns for various clients.
"The simplicity and the automation in the buying process of domains, DNS setting, inbox creation, forwarding, etc. Everything in one place... my results had been great since using Mailforge!" shares Isabella L., Founder of Let's Fearlessly Grow.
Scalability: Matching Growth Needs
Scalability is another key factor. Gmail with extensions works well for small campaigns but struggles to handle larger-scale outreach. Mailshake is better suited for medium-scale operations, though costs can rise quickly as your team expands. Mailforge, with its consistent per-mailbox pricing, supports scaling effortlessly - whether you're a startup or a large enterprise.
In short, Gmail is a practical choice for small campaigns on a tight budget. Mailshake offers user-friendly automation and moderate scalability, while Mailforge shines in deliverability, cost efficiency, and large-scale outreach. Each platform has its niche, so the best choice depends on your specific needs.
Conclusion
When selecting a cold email platform, it's crucial to consider factors like the size of your business, compliance requirements, and growth goals. In the competitive US market, ensuring regulatory compliance and high deliverability is absolutely essential.
Comparing features and pricing across platforms can help you pinpoint the right solution for your outreach needs, both now and in the future. For smaller operations with straightforward requirements, Gmail extensions can get the job done. For growing teams, Mailshake offers robust automation tools. But when deliverability and cost efficiency are top priorities, Mailforge stands out as a strong contender.
With pricing between $13–$15 per mailbox slot, Mailforge automates critical processes like DNS, SSL, and domain masking, ensuring your emails reach their intended inboxes - especially at scale.
"We often hear 10x improvement as a target one among startups, when it comes to cold email infrastructure setup, Mailforge provides 100x improvement!"
- Kostas Zhukov, Founder & CEO of ChatPoint
Ultimately, deliverability is the deal-breaker. If your emails don’t land in inboxes, even the most advanced features won’t matter. Mailforge’s impressive 4.9/5 rating on G2 highlights its dependability, making it a trusted choice for businesses where every email counts.
FAQs
What makes Mailforge a better choice for cold email outreach than Gmail with extensions or similar tools?
Mailforge is specifically designed for cold email outreach, offering features that surpass what basic tools like Gmail with extensions can achieve. It focuses on ensuring high deliverability, with options such as private and shared IPs, pre-warmed domains, and multi-IP provisioning. These features work together to protect and maintain your sender reputation.
What sets Mailforge apart is its ability to handle large-scale email campaigns with ease. You can send thousands of emails efficiently without dealing with complicated setups. Plus, its intuitive platform comes equipped with automation tools for follow-ups and outreach management, making it a practical choice for scaling your campaigns while cutting down on manual effort.
How does Mailforge help ensure your cold emails land in inboxes?
Mailforge is built to improve email deliverability specifically for cold outreach, ensuring your emails land in the right inboxes. Its infrastructure is carefully crafted for cold email campaigns, focusing on what works best in this space.
Some of its standout strategies include gradually warming up email accounts and maintaining a strong sender reputation - two essential factors for keeping deliverability rates high. Additionally, Mailforge emphasizes following best practices, helping users consistently get their emails into inboxes and boost the success of their campaigns.
What steps does Mailforge take to ensure compliance with GDPR and CAN-SPAM regulations?
Mailforge takes compliance seriously, adhering to both GDPR and CAN-SPAM regulations to protect user data and promote ethical email practices.
When it comes to CAN-SPAM, Mailforge ensures campaigns meet U.S. legal standards by requiring accurate sender information, offering clear unsubscribe options, and maintaining transparency. Non-compliance can lead to hefty penalties - up to $53,088 per email - so these safeguards are critical.
For GDPR, Mailforge emphasizes user privacy by requiring explicit consent before sending emails, protecting personal data, and giving users the ability to access or delete their information whenever they choose. These steps not only keep your outreach secure and compliant but also help establish trust with your audience.