Create email automation with Gmail and Google drive

Why and how to automate emails?

Before we even start to think about email automation with Gmail, it is important to first ask why? Because frankly, sending an email is a quite a simple job. So why you want to automate it, will lead to – how it should be done.

First, we need automation only when we have a large number of emails to send. For example – marketing emails, cold sales emails, follow-ups etc. In such cases, you can save a lot of time with email automation, rather than manually sending all those emails one by one.

You could argue that it makes sense to send all those emails at once, as a single bulk email. But this kind of bulk mailing tactic is often used by spammers. So sending a single massive email blast, puts you in the risk of getting caught in spam filters.

Instead you should use an email automation tool to –

  1. Schedule your emails
  2. Stagger them instead of sending all at once
  3. Automatically personalize the email content

Using a tool to schedule, stagger and personalize your business emails, will make the sending pattern seem human like. That would help your machine generated emails to bypass the spam filters.

This is especially important when you are sending cold emails. Because a seemingly machine generated email coming from an unknown sender, is a strong signal for the spam filters.

Email automation with Gmail and Google Drive

Gmail is one of the most popular email tools. There are 1.5 Billion Gmail accounts worldwide. On the other hand, Google drive is a powerful collection of work management tools like spreadsheets, documents, file storage etc.

We can actually combine the two of them to create a very light, easy to use and inexpensive solution to automate your marketing emails Gmail.

cold email automation workflow with Google Drive and Gmail

Using Fuzen to combine Gmail and Google Drive

Fuzen is a platform to combine your favorite apps and integrate them into useful business solutions.

Fuzen’s cold email automation workflow is built on top of a mail merge tool connected to Gmail, Google Docs and Sheets to automate your email sending.

Why ‘cold sales emails’?

Sending personalized cold emails to thousands of prospects takes up a lot of time of your marketing and sales people. Fuzen’s ‘sales email automation’ solution is perfect for them to minimize this lost time.

Steps to automate cold sales emails

Step 1

Sign up for a free trial account for cold email automation on FUZEN.

When you start your trial, you will be taken to the ‘Email Campaigns’ dashboard. From here you can create and manage cold email marketing campaigns.

Click on the ‘Create New Email Campaign’ button to start your first trial campaign.

Cold email campaign dashboard
Google Drive Integration

All these campaigns are created, run and managed in your Google Drive, using –

  • Google sheets for mailing lists
  • Google documents for email templates
  • Google sheets and attached workflows to create and track campaigns
  • Gmail integration to execute cold email automation

You can click on the folder in the menu to see how all these moving parts are managed within your Google Drive.

Google Drive integration for cold email automation

You can use Google Sheets to easily create and manage your mailing lists.

manage mailing lists in google sheets

Similarly new email templates can created using Google Documents.

manage email templates in google docs

Step 2

When you click on ‘Create New Email Campaign’ button on the dashboard, it will take you the ‘Email Campaign Wizard’. Start your campaign by giving it a title, an email subject and then select and email template from the list.

create new cold email marketing campaign

You can preview the content of selected email template on the right hand side. If you need to make any changes, click the edit link. It will open the same template in a Google Doc to be edited. Make your changes and close the Google Doc and preview the changes.

When you are satisfied with the email content, hit ‘NEXT’.

Step 3

After selecting the email content from a Google Doc email template, next you can select the mailing list. FUZEN uses Google Sheets for creating and managing your mailing lists.

Click the edit link to make any changes to selected mailing list. It will open the selected link in a Google Sheet, where you can easily past new leads from another spreadsheet or make any changes as needed.

Hit NEXT when your mailing list is ready.

Step 4

Next step is to schedule your emails. You can select the days and time when your cold emails should be sent, along with the applicable timezone.

Specify the number of emails to be sent per day. It’s very important to carefully cap the number of emails to be sent per day in your campaign. Too many emails cold emails sent from a new email account will increase the risk of landing your emails in the dreaded spam folder.

schedule your cold email automation with Gmail

Click ‘Create and Schedule Email Campaign’ when you’re done.

Step 5

Your new email campaign will be created in an easy-to-manage Google Spreadsheet. FUZEN will add email automation workflows to this sheet, which will send your cold emails as per the specified schedule (days and time).

The final step for launching our email campaign is to activate the email automation workflows added to your email campaign spreadsheet. In the spreadsheet toolbar, click on “Manage Email Campaigns >> Activate Campaign”.

If you want to send a test email before launching the campaign, you can do that by clicking “Manage Email Campaigns >> Send Test Email” option.

activate workflow to automate cold email campaign

The workflows in your campaign spreadsheet will randomly stagger your cold emails so that it does not appear as a robotic sending pattern to the spam filters. Using this simple email automation workflow in your Google Drive, FUZEN will land majority of your cold emails in INBOX – provided that you start small, gradually warm up your email account and regularly monitor the opening rates for your cold emails, to avoid hurting your sender reputation or sender score.

Other cases of email automation?

This is how Fuzen can help you to automate your cold email automation campaigns with Gmail. Because FUZEN uses Google Drive to do most of the heavy lifting, it is a cheaper alternative to woodpecker or mailshake.

If you’re a startup or freelance marketer, you can even use it as a free mailshake alternative.

We have looked at a rather specific example of automating cold sales email. But we can easily extend or customize the same solution for different use case. If you would like to know how, leave a comment below. We would love to help you automate your emailing cycles.

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