A guide to email automation with Zapier

Ever struggle to stay on top of your emails? We’ve all been there. Whether you’re the inbox zero type who needs a clean inbox at all times, or the chaotic type that lets the unopened emails pile up (that’s me), the pain is universal.

That’s where email automation comes in. In this guide, we’ll break down what email automation is, how it works, the key benefits, and how you can get the most out of it with Zapier. 

Whether you’re just starting to automate your email or you’re looking to scale your overall email strategy, this article will help you build smarter, more efficient workflows that keep your email engine running smoothly.

Table of contents

• What is email automation?

• Email automation vs. email marketing automation

• The benefits of email automation

• How to automate email with Zapier

What is email automation?

​​Email automation is the use of software to automatically send emails based on predefined triggers, schedules, or conditions. 

The best email automation software allows individuals and businesses to respond to emails and communicate with their audience in a personalized and timely manner without manual effort for each message. Email automation tools effectively help businesses deliver the right message at the right time whenever actions happen like form submissions, website visits, or app interactions.

What’s the difference between email automation and email marketing automation?

While the terms sound similar, they serve different—but complementary—purposes.

As explained above, email automation refers to the use of software to manage and respond to emails automatically, based on triggers or rules. It can include personal workflows—like tagging messages, saving attachments, or sending auto-replies—as well as business use cases, such as responding to customer inquiries or routing leads to the right team member.

In short, email automation software allows individuals and businesses to communicate more efficiently and personally—without manually sending every message.

Email marketing automation, on the other hand, is focused on scaling one-to-many communication with leads, customers, or subscribers. Email marketing automation software is built to send newsletters, nurture leads with drip campaigns, and trigger messages based on behavior (like abandoned carts or new sign-ups). Automation in email marketing allows businesses to deliver timely, personalized communication at scale, improving engagement and driving conversions with far less effort.

What are the benefits of email automation?

Automated emails can be highly personalized, using dynamic fields like names, products, or specific actions a user took. There are ways to grow your business with email automation, so you can respond in real time—say, with a welcome message or support acknowledgment—while still making it feel human. It’s the speed of automation with the warmth of a personal reply.

✅ Reduce mental clutter and decision fatigue

The average person makes hundreds of micro-decisions a day just inside their inbox—what to answer, file, delete, or flag. Email automation eliminates many of these repetitive decisions by tagging, sorting, or escalating messages based on logic. 

✅ Make sure nothing slips through the cracks

From job applications to customer issues, automated workflows route every important message correctly. You can label emails, assign them as tasks, or trigger alerts based on content—making follow-through automatic instead of dependent on memory.

✅ Launch off from your inbox

Instead of just reading and replying to emails, email automation can connect your inbox to tools like CRMs, project boards, or databases. That turns email into a launchpad for action—automatically adding leads to your CRM, creating tickets, saving files, or logging summaries without switching tabs.

✅ Capture hidden insights

When paired with AI, email automation can surface insights you’d normally miss. You can summarize inbox activity, extract key phrases, categorize intent, or spot trends in customer questions—all while staying out of your inbox. It’s like having an email analyst on your team.

✅ Scale personalized communication as you grow

The more your business grows, the harder it is to maintain personal responses. Email automation helps you scale without becoming robotic—sending the right message, to the right person, at the right time, without requiring you (or your team) to manually hit send.

Email automation examples

Need some email automation examples? We’ve got you covered. 

Communication and follow-ups

• Send a thank-you email after a meeting ends

• Automatically respond to new customer inquiries

• Follow up with a lead after they submit a form

• Send delayed follow-ups if no response is received

AI-powered automation

• Summarize daily emails and send to Slack

• Draft personalized replies using AI

• Label or categorize emails based on intent

Inbox organization

• Save attachments to your file storage apps

• Star or label important messages automatically

• Turn specific emails into tasks in project management tools

Scheduled and recurring emails

• Send a daily agenda or check-in to yourself

• Deliver weekly reports or team reminders

• Email monthly invoices or client updates

Email logging and tracking

• Log emails to spreadsheets or databases

• Track emails with certain labels or keywords

• Store email data for record-keeping or compliance

Surveys and feedback

• Send feedback surveys after purchases or events

• Trigger satisfaction surveys post-support interaction

• Send NPS-style surveys after key customer milestones

How to automate email with Zapier

Even with the best email tools, your communication can still fall through the cracks if your systems aren’t connected. Without a way to automate and orchestrate how emails are sent, sorted, and responded to, you’re left juggling manual tasks, slow responses, and inbox chaos.

Enter: Zapier. Zapier is the most connected AI orchestration platform—integrating with thousands of apps like Gmail, Outlook, HubSpot, and Mailchimp. Whether you’re just starting with single email automation—like sending a personalized follow-up after a form submission—or building multi-step workflows that manage your entire inbox, Zapier helps you send, organize, and respond to emails automatically.

Send templated emails with a personal touch

Sometimes an email needs a personal touch, but when you’re thanking everyone who attended an event or sending a thoughtful message to every new lead you acquire, it can be tough to find the time or sound creative.

With one template email, Zapier can personalize the messages and send them out automatically. You can start with a spreadsheet for one-off outreach lists, but you can also send automated emails for new survey responders, to thank new Shopify customers, and much more.

Customer feedback is one of the most valuable inputs for improving your products, services, and overall experience—but manually requesting customer feedback after every purchase or interaction isn’t sustainable.

With these Zaps, you can automatically send personalized survey requests based on specific triggers—like a paid order in Shopify or a support interaction through Intercom. 

You can insert your survey form link into the email template when setting up your Zap, so every outgoing message includes a direct call-to-action. Just paste the URL into the body of the template in the Zap editor, and Zapier will automatically send that version—personalized and ready to go—each time the Zap is triggered.

Write tailored messages with AI

Even if you do set up email templates, you might want to shift away from sending the same copy over and over. Or, you might want a quick and scalable way to send tailored emails based on unique information about a prospect or a customer. In that case, you can add AI into the mix. 

You can use these Zaps to write email responses to customers based on what they’ve asked, send welcome emails to new course registrants, and write messages from scratch.

Stay up to date on your data (and keep a log of emails)

Need to take action when your data changes—like when a new lead fills out a form or a team member updates a record? With Zapier, you can get automatic email alerts whenever there’s a new or updated row in spreadsheet apps like Google Sheets or Zapier Tables. That way, you never miss a key update—no manual checks required.

If you need to track conversations or just build a searchable history of messages, you can also automate things in the opposite direction—by logging incoming emails to a database or spreadsheet. Zapier can extract key details like sender, subject, and body, and store them in tools like Google Sheets, Airtable, or Zapier Tables for easy reference later.

Send emails on a schedule

Zapier’s built-in schedule tool triggers actions in other apps at a set time, such as every day, week, month, or even hour.

Start your Zap with a scheduled trigger and add the details you want—such as the day of the week or the time of day. Then add your email app in the action step to send an email to yourself or anyone else. When you turn the Zap on, Zapier will send those emails according to the schedule you set, so you don’t have to worry about sending reminder emails.

If you’re looking to send emails based on specific events rather than fixed intervals, Zapier also integrates with calendar apps like Google Calendar or Outlook. For example, you can trigger an email when an event ends—perfect for sending follow-ups or thank-yous after meetings or webinars.

Use AI to label and summarize your emails

If you need to add a little more organization to your inbox, you can use AI tools (like ChatGPT) to automatically label new emails based on their contents. Or, if you don’t have time to go through your emails one by one, you can generate quick summaries and have them delivered to you or your team directly in your team chat app. 

That way, you can start prioritizing your emails with more ease and spend less time sifting through the noise.

Save attachments and signed documents

Repeat after me: Your inbox shouldn’t be your file storage system. Important documents—like signed contracts, proposals, or receipts—can easily get lost if you’re manually forwarding or downloading them.

With these Zaps, you can automatically save email attachments to cloud storage apps like Dropbox or Box, so important files are always backed up. You can also trigger signature requests directly from labeled emails in Gmail, helping you streamline document workflows from start to finish.

Parse information from emails

Sometimes the info you need from emails is buried in the text. Zapier’s built-in Email Parser tool will scan your emails for the text you need and send it to any app you want. Need emails parsed in bulk? An app like Mailparser will get the job done.

Streamline your email automation

There are many reasons inboxes get out of control. But with a few automatic workflows, you can easily stay on top of your email automation platform—and your business. 

Whether you need to automatically store important attachments elsewhere, or send personalized emails to customers at scale, email workflow automation helps make your email automation a breeze.

This article was originally published In November 2018 by Matt Guay, with previous contributions by Krystina Martinez. It was most recently updated in June 2025 by Elena Alston.