How to automate email sending with Gmail and Google drive

Why and how to automate emails?

Before we even start to think about how to automate emails, it is important to first ask why? Because frankly, sending an email is a quite a simple job. So why and how would we automate it?

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 marketing 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.

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 sales email solution is an example of how Gmail and Google drive can be combined 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

Log into Fuzen with your Google account.

Step 2

Create a new solution (app) with ‘Drip Email Marketing’ template. Don’t let the template name confuse you. Even while the solution template is called ‘Drip Email Marketing’ you can easily use the same to automate email sending for – sales emails, follow ups, circulars etc.

Step 3

Your new email automation solution has two important parts.

  • A ‘Mailing List’ spreadsheet – where you can list all your email recipients and their email addresses
  • A folder to store all your email templates.

Step 4

All the recipients for your automated emails should be listed in the ‘Mailing List’ spreadsheet. You can easily copy the list from an Excel or CSV file and simply paste into the ‘Mailing List’.

Step 5

Create a word document in the ‘Email Templates’ folder. Type your email text in this document. For personalizing your email, use shortcodes. For example, the short code ‘#Name#’ will be replaced by the actual name of the email recipient when sending the email. You can use many different data points to personalize your emails, such as – company name, user type, the date when you had met (e.g. event/conference date), city, business type etc.

Step 6

When your mailing list sheet and email template document is ready, you can set up your automated email campaign by clicking on the ‘Start new campaign’ button.

Step 7

Next, fill up the pop-up form by filling out information like, campaign name, email subject etc.

Select the email template document from the ‘Email Templates’ folder. The text from this document will be converted to HTML content for your automated emails.

Schedule the emails to be sent by selecting on which days you want the emails to be sent. At what time they should be sent and how many maximum emails can be sent in a single day. More number of emails sent in a single day signal toward bulk emailing pattern. We should avoid this as far as possible, so as not to get caught up in the spam filters. So keep your max daily emails around 40-50. Also, select the timezone to be followed for your emailing schedule.

To track how your email recipients respond to the automatically sent emails, connect this campaign with your Google Analytics account. Then you can track the success of the campaign directly from your Google Analytics account.

Step 8

When everything else is ready, click on ‘Start’ button to set the things in motion. Emails will be automatically sent out as per your predefined schedule. What’s more is that successive emails will be staggered five minutes apart, so that they don’t get caught up in the spam filters.

Other cases of email automation?

This is how Fuzen can help you to automate your email sending with Gmail. Because Fuzen has Google Drive to do most of the heavy lifting, it is a cheaper, lighter and user friendly alternative to mailshake.

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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