Email automation

What does email automation do? 

You know that feeling when you open your inbox and think "I've seen this before"? Same email type, same response needed, different day.

Email automation handles that repetition. It watches for specific triggers (an email from a certain sender, keywords in the subject line) and takes action automatically. File it. Apply a label. Send a reply. Forward it. Delete it.

The time savings add up. According to McKinsey research, workers spend 28% of their workweek reading and answering emails. If automation handles even 20% of that, you're reclaiming hours every week.

But it's not just about speed. Automation reduces human error. Forgot to follow up with a lead? Your system doesn't forget. Missed an important email? Your filter already moved it to a priority folder.

Marketing and sales teams live on this stuff. Drip campaigns, welcome sequences, abandoned cart reminders. But everyone benefits. Even basic automation (like auto-filing newsletters) makes your life easier.

Types of email automation

Email filters are the simplest form. You create rules that automatically sort incoming messages. Emails from your boss go into a "Priority" folder. Newsletters get labeled "Read Later." Anything with "invoice" in the subject gets forwarded to accounting.

Auto-responders send automatic replies when certain conditions are met. Out of office messages are the most common example, but you can also set up auto-replies for customer inquiries or job applications.

Scheduled sends let you write emails now and send them later. Write a bunch of follow-ups on Monday, schedule them to go out over the week, and you're done.

Workflow automation chains multiple actions together. When an email arrives from a specific client, it gets labeled, forwarded to your project manager, and added to a task list automatically.

How to set up email automation

The mechanics depend on your email client, but most support at least basic filtering and auto-replies.

In Gmail:

• In the search box at the top, click Show search options
• Enter your criteria (from, to, subject, keywords, etc.)
• Click Create filter
• Choose what happens: skip inbox, apply a label, forward it, delete it, star it, etc.
• Click Create filter to activate it

For auto-replies, go to Settings > General > Vacation responder and set your message.

In Outlook:

• Go to File > Manage Rules & Alerts
• Click New Rule
• Choose a template or start from scratch
• Define your conditions (sender, subject, keywords, etc.)
• Choose actions (move to folder, forward, delete, flag, etc.)
• Add exceptions if needed
• Name your rule and click Finish

For auto-replies, go to File > Automatic Replies (Out of Office) and configure your message and schedule.

In Spark:

• Open Spark and go to Settings > Smart Inbox
• Spark automatically sorts emails into categories (Personal, Notifications, Newsletters), which is a form of automation
• For more control, use your email provider's filtering (since Spark pulls from Gmail, Outlook, etc.)
• Spark doesn't natively support creating custom filters, but it respects filters you've set up in your underlying email account

Spark's strength is its built-in smart sorting, which works without manual setup. Less customizable than Gmail or Outlook rules, but it handles most common use cases automatically.

Smart ways to use automation

Start simple. Pick one repetitive task and create a rule for it. Test it. Then add more.

Test your rules first. Run your automation on a small batch to make sure it works as expected.

Review regularly. Rules that made sense six months ago might not now. Check your filters every few months and prune what's not working.

Don't over-filter. Too many rules mean emails scattered everywhere. Keep it minimal.

Use descriptive names. "Auto-file newsletters" beats "Rule 7."

Related content

• Filter Your Emails Effortlessly with Smart Folders
• How to Spend Less Time on Email

Related terms

• Email Filter
• Out of Office
• Drip Campaign
• Email Client