{"workflow":{"id":12982,"name":"Send personalized emails from Google Sheets via SMTP","views":126,"recentViews":0,"totalViews":126,"createdAt":"2026-01-25T10:41:35.983Z","description":"# What problem does this solve?\n\nThis workflow automates sending personalized emails using a contact list stored in Google Sheets and a professional SMTP email account.\n\nIt removes manual work such as identifying who should receive an email, filtering no-show or specific leads, avoiding duplicate sends, and updating records after emails are sent. The entire process runs automatically in a controlled and repeatable way.\n\nThis is useful when you want to send targeted emails without using a full email marketing platform.\n\n## How this workflow operates\n\nThis workflow works with any type of email list stored in Google Sheets and sends emails based on conditions you define.\n\n1. No-show workshop or webinar attendees\nMark contacts as No-Show in the sheet and the workflow will send personalized follow-up emails only to those contacts.\n\n2. Cold email lists\nUse the same workflow for cold outreach by adjusting the filter condition (for example, status = “Cold”).\n\n3. Old or re-engagement lists\nRe-engage inactive contacts by updating their status (for example, “Re-engage” or “Inactive”) and running the workflow.\n\n4. Custom filtering logic\nThe filter conditions can be customized to match any column value (status, tag, campaign, or label), giving you full control over who receives emails.\n\nIn all cases, emails are sent one by one, duplicate sends are prevented, and Google Sheets is updated after each successful send.\n\n## What does it do?\n\n1. Fetches contact data from Google Sheets\n\n2. Processes contacts one by one to ensure safe delivery\n\n3. Filters contacts based on a no-show or custom status\n \n4. Checks whether an email has already been sent\n\n5. Sends personalized emails via SMTP\n \n6. Adds a delay between emails to respect provider limits\n \n7. Updates Google Sheets to mark emails as sent\n\n## Key features\n\n- Google Sheets–based contact management\n\n- SMTP email sending (works with any professional provider)\n\n- No-show and status-based filtering\n\n- Built-in duplicate email prevention\n\n- Configurable delay between emails\n\n- Beginner-friendly and easy to customize\n\n- No external email marketing tools required\n\n\n## Ideal for\n\n- Marketers sending follow-ups or reminders\n\n- Sales teams running targeted outreach\n\n- Coaches and course creators following up with attendees\n\n- Founders and small teams managing email outreach via spreadsheets\n\n- Anyone who wants simple, rule-based email automation","workflow":{"meta":{"instanceId":"049470406d8f998037838eb10f786e57489beb9ad280c2576ac88dc5dc9e0cd3","templateCredsSetupCompleted":true},"nodes":[{"id":"8e00238e-9ea1-44f0-bd3d-f79061e5ddef","name":"Start email automation","type":"n8n-nodes-base.scheduleTrigger","position":[8944,3168],"parameters":{"rule":{"interval":[{"field":"weeks","triggerAtDay":[6],"triggerAtHour":15}]}},"typeVersion":1.3},{"id":"94c954b2-a74c-4e81-8de6-9f36fe1d9e04","name":"Fetch contacts from Google Sheets","type":"n8n-nodes-base.googleSheets","position":[9200,3168],"parameters":{"range":"leads!A:Z","options":{},"sheetId":"1x2gLnN8gbhG6upC76dL17K1e-XfK4wUPjeS3xg8Wdgk"},"credentials":{"googleSheetsOAuth2Api":{"id":"w598wFWtlWMmiHO2","name":"Google Sheets account"}},"typeVersion":2},{"id":"fbbb05af-2dc0-4bf4-a181-d4fcd018e5d6","name":"Process contacts one by one","type":"n8n-nodes-base.splitInBatches","position":[9520,3040],"parameters":{"options":{"reset":false}},"typeVersion":3},{"id":"58aa8ad1-0d63-4f12-9532-29ae1efbb983","name":"Check no-show status","type":"n8n-nodes-base.if","position":[10016,3120],"parameters":{"conditions":{"string":[{"value1":"={{ $json['Showed Up'] }}","value2":"No-Show"}]}},"typeVersion":1},{"id":"43042d6e-0bd2-477e-bbb8-9b083e2543a0","name":"Check if email already sent","type":"n8n-nodes-base.if","position":[10416,3104],"parameters":{"options":{},"conditions":{"options":{"version":2,"leftValue":"","caseSensitive":true,"typeValidation":"strict"},"combinator":"and","conditions":[{"id":"0b59b8ba-61e6-41fb-860f-d1e8d955ef39","operator":{"type":"string","operation":"equals"},"leftValue":"={{ ($json.Mail || \"0\").toString().trim() }}","rightValue":"=0"}]}},"typeVersion":2.2},{"id":"726f7ba5-c24d-414c-9832-f99e375ad4d2","name":"Prepare email content","type":"n8n-nodes-base.set","position":[10864,3072],"parameters":{"options":{},"assignments":{"assignments":[{"id":"6163df91-a487-47bf-9b13-036f32d288f3","name":"Subject","type":"string","value":"={{ ($json.Subject_1 || '').replace(/\\{\\{\\s*name\\s*\\}\\}/gi, $json.name || 'there') }}"},{"id":"b137e3b0-7cfd-4ca6-b951-fa3143b9c907","name":"Body","type":"string","value":"={{ ($json.Body_1 || '').replace(/\\{\\{\\s*name\\s*\\}\\}/gi, $json.name || 'there') }}"},{"id":"0b47820f-2e71-4157-868a-92cbafe34102","name":"Email","type":"string","value":"={{ $json.Email }}"},{"id":"fbb458d0-c9db-457d-9011-ea57d9cb3c31","name":"name","type":"string","value":"={{ $json.name }}"}]}},"typeVersion":3.4,"alwaysOutputData":false},{"id":"6b5bb72f-c6f7-42d8-9451-72151a72e614","name":"Send email via SMTP","type":"n8n-nodes-base.emailSend","position":[11232,3008],"webhookId":"5639edcb-93af-4a72-afd8-df5eb8a7e8db","parameters":{"html":"={{\n  'Hey ' + $json.name + ',<br><br>' +\n\n  'You didn’t attend the last workshop....everything okay at your home?<br><br>' +\n\n  'I genuinely hope all is well. I was looking forward to helping you move closer to your career goals, so I wanted to check in personally.<br><br>' +\n\n  'I’m planning another live session, and I’d love to have you join this time so you don’t miss the important steps.<br><br>' +\n\n  '👉 Would you like me to reserve a seat for you in the next session?<br>' +\n  'Just reply <b>Yes</b> and I’ll share the details.<br><br>' +\n\n  'And if anything held you back earlier, feel free to share - I’m here to support you.<br><br>' +\n\n  'Let’s go win together 💪<br><br>' +\n\n  'Warm regards,<br>' +\n  '<b>Lakshit Bhayana</b><br><br>' +\n\n  '<b>Connect with me:</b><br>' +\n  '<a href=https://www.instagram.com/lakshitbhayana?igsh=MTA3bnR3ZXg3M2ZhOQ==\">Instagram</a> | ' +\n  '<a href=\"https://www.youtube.com/@Lakshit-Bhayana\">YouTube</a> | ' +\n  '<a href=\"https://www.linkedin.com/in/lakshit-bhayana?utm_source=share&utm_campaign=share_via&utm_content=profile&utm_medium=ios_app\">LinkedIn</a> | '\n}}","options":{"appendAttribution":false},"subject":"={{ 'Hi ' + $json.name + ', quick follow-up after the workshop' }}","toEmail":"={{ $json.Email }}","fromEmail":"Shivam Gandhi <user@example.com>"},"credentials":{"smtp":{"id":"WYGpAbGbybSz5thP","name":"SMTP account"}},"typeVersion":2.1},{"id":"4b1d4d9c-c1a2-4269-9a6f-eef37b8a33ee","name":"Delay between emails","type":"n8n-nodes-base.wait","position":[11504,3104],"webhookId":"f5e0a9c2-5265-4303-b09e-d1950868fdbb","parameters":{"amount":10},"typeVersion":1.1},{"id":"c837bd44-9742-4ebf-83b0-a70b61ecb11c","name":"Mark email as sent in sheet","type":"n8n-nodes-base.googleSheets","position":[11856,3296],"parameters":{"columns":{"value":{"Mail":"1","Email":"={{ $('Fetch contacts from Google Sheets').item.json.Email }}"},"schema":[{"id":"Sr. No.","type":"string","display":true,"removed":true,"required":false,"displayName":"Sr. No.","defaultMatch":false,"canBeUsedToMatch":true},{"id":"name","type":"string","display":true,"removed":true,"required":false,"displayName":"name","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Email","type":"string","display":true,"removed":false,"required":false,"displayName":"Email","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Phone number","type":"string","display":true,"removed":true,"required":false,"displayName":"Phone number","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Registration Date","type":"string","display":true,"removed":true,"required":false,"displayName":"Registration Date","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Showed Up","type":"string","display":true,"removed":true,"required":false,"displayName":"Showed Up","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Mail","type":"string","display":true,"removed":false,"required":false,"displayName":"Mail","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Job Title","type":"string","display":true,"removed":true,"required":false,"displayName":"Job Title","defaultMatch":false,"canBeUsedToMatch":true},{"id":"CTC","type":"string","display":true,"removed":true,"required":false,"displayName":"CTC","defaultMatch":false,"canBeUsedToMatch":true},{"id":"CITY","type":"string","display":true,"removed":true,"required":false,"displayName":"CITY","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Join Group","type":"string","display":true,"removed":true,"required":false,"displayName":"Join Group","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Payment","type":"string","display":true,"removed":true,"required":false,"displayName":"Payment","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Source with","type":"string","display":true,"removed":true,"required":false,"displayName":"Source with","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Conversation Owner","type":"string","display":true,"removed":true,"required":false,"displayName":"Conversation Owner","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Source","type":"string","display":true,"removed":true,"required":false,"displayName":"Source","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Campaign","type":"string","display":true,"removed":true,"required":false,"displayName":"Campaign","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Medium","type":"string","display":true,"removed":true,"required":false,"displayName":"Medium","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Content","type":"string","display":true,"removed":true,"required":false,"displayName":"Content","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Term","type":"string","display":true,"removed":true,"required":false,"displayName":"Term","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Assign for call booking","type":"string","display":true,"removed":true,"required":false,"displayName":"Assign for call booking","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Status of leads","type":"string","display":true,"removed":true,"required":false,"displayName":"Status of leads","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Subject_1","type":"string","display":true,"removed":true,"required":false,"displayName":"Subject_1","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Body_1","type":"string","display":true,"removed":true,"required":false,"displayName":"Body_1","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Subject_2","type":"string","display":true,"removed":true,"required":false,"displayName":"Subject_2","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Body_2","type":"string","display":true,"removed":true,"required":false,"displayName":"Body_2","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Subject_1","type":"string","display":true,"removed":false,"required":false,"displayName":"Subject_1","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Body_1","type":"string","display":true,"removed":false,"required":false,"displayName":"Body_1","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Subject_2","type":"string","display":true,"removed":false,"required":false,"displayName":"Subject_2","defaultMatch":false,"canBeUsedToMatch":true},{"id":"Body_2","type":"string","display":true,"removed":false,"required":false,"displayName":"Body_2","defaultMatch":false,"canBeUsedToMatch":true},{"id":"row_number","type":"number","display":true,"removed":true,"readOnly":true,"required":false,"displayName":"row_number","defaultMatch":false,"canBeUsedToMatch":true}],"mappingMode":"defineBelow","matchingColumns":["Email"],"attemptToConvertTypes":false,"convertFieldsToString":false},"options":{},"operation":"update","sheetName":{"__rl":true,"mode":"list","value":641246547,"cachedResultUrl":"https://docs.google.com/spreadsheets/d/1x2gLnN8gbhG6upC76dL17K1e-XfK4wUPjeS3xg8Wdgk/edit#gid=641246547","cachedResultName":"Paid Workshop-registeration"},"documentId":{"__rl":true,"mode":"list","value":"1x2gLnN8gbhG6upC76dL17K1e-XfK4wUPjeS3xg8Wdgk","cachedResultUrl":"https://docs.google.com/spreadsheets/d/1x2gLnN8gbhG6upC76dL17K1e-XfK4wUPjeS3xg8Wdgk/edit?usp=drivesdk","cachedResultName":"Data Management CRM"}},"credentials":{"googleSheetsOAuth2Api":{"id":"w598wFWtlWMmiHO2","name":"Google Sheets account"}},"typeVersion":4.7},{"id":"bf02a25c-b987-4ebb-a4f4-0a10e559d491","name":"Sticky Note11","type":"n8n-nodes-base.stickyNote","position":[10800,3520],"parameters":{"color":4,"width":512,"height":224,"content":"## What to test before running the campaign\n\n✅ Send 2–3 test emails to your own email address\n✅ Verify personalization works (Name is replaced correctly)\n✅ Check that emails do not land in the spam folder\n✅ Confirm the Google Sheet updates Email Sent = Yes after sending\n✅ Run the workflow again to ensure already-sent contacts are skipped\n✅ Verify email formatting (line breaks, links, signatures)\n✅ Test with an empty Name field (use a generic greeting like “Hi there”)"},"typeVersion":1},{"id":"37701129-7824-4a7f-b2fc-0084022a8b16","name":"Sticky Note","type":"n8n-nodes-base.stickyNote","position":[8848,2512],"parameters":{"width":720,"height":464,"content":"## Email outreach setup\n\n## How it works\n- Reads contacts from Google Sheets\n- Filters contacts based on no-show or custom status\n- Skips contacts already emailed\n- Sends personalized emails via SMTP\n- Updates the sheet after sending\n\n## Setup steps\n- Connect Google Sheets and SMTP credentials\n- Prepare a sheet with Email, Name, Status, Email Sent columns\n- Test the workflow\n- Activate the schedule trigger"},"typeVersion":1},{"id":"1e7db455-7f1d-4922-8925-59aeb5ef5e85","name":"Sticky Note13","type":"n8n-nodes-base.stickyNote","position":[12080,3088],"parameters":{"color":2,"width":528,"height":464,"content":"## 🚫 SMTP provider requirements (important)\n\nSome consumer email providers restrict or block SMTP usage for automated workflows.\n\n## ✅ Recommended SMTP providers\n\nThese services are designed for automated and transactional emails:\n\t•\tSendGrid (free tier available)\n\t•\tWebmail\n\t•\tCustom domain SMTP (cPanel / Plesk hosting)\n\n## ⚠️ Not recommended for automation\n\nThese providers may fail or block automated SMTP usage:\n\t•\tGmail SMTP\n\t•\tYahoo SMTP\n\t•\tOutlook / Hotmail SMTP\n"},"typeVersion":1},{"id":"00ea7c80-4790-4b39-86a5-2407c3d4be88","name":"Sticky Note1","type":"n8n-nodes-base.stickyNote","position":[9088,3056],"parameters":{"color":7,"width":336,"height":128,"content":"Fetches contacts from Google Sheets.\nEnsure column names match\nthe workflow configuration."},"typeVersion":1},{"id":"974e7435-45f5-4ac5-a2b7-2b4e12e13d61","name":"Sticky Note2","type":"n8n-nodes-base.stickyNote","position":[10096,3008],"parameters":{"color":7,"width":336,"height":112,"content":"Filters contacts based on\nno-show or custom status\nand skips already emailed leads."},"typeVersion":1},{"id":"597ffb53-335d-4e91-8c56-d1bb6da9bd14","name":"Sticky Note4","type":"n8n-nodes-base.stickyNote","position":[10912,2944],"parameters":{"color":7,"width":336,"height":96,"content":"Prepares personalized email\ncontent and sends emails\nusing an SMTP provider."},"typeVersion":1},{"id":"4cebbe82-58a6-4752-9317-2482dc81ec96","name":"Sticky Note5","type":"n8n-nodes-base.stickyNote","position":[11680,3104],"parameters":{"color":7,"width":336,"height":96,"content":"Adds a delay between emails\nand updates Google Sheets\nto prevent duplicate sends."},"typeVersion":1},{"id":"7a53220a-a2f5-4af1-8729-f1c54f939d19","name":"Sticky Note12","type":"n8n-nodes-base.stickyNote","position":[9600,3536],"parameters":{"color":3,"width":544,"height":192,"content":"## Common first-time issues\n\n❌ No emails sent → Check SMTP credentials and From Email address\n❌ Sheet not updating → Confirm the Mark email as sent in sheet node points to the correct spreadsheet and tab\n❌ Workflow keeps looping → Ensure Process contacts one by one batch size is set to 1\n"},"typeVersion":1}],"pinData":{},"connections":{"Send email via SMTP":{"main":[[{"node":"Delay between emails","type":"main","index":0}]]},"Check no-show status":{"main":[[{"node":"Check if email already sent","type":"main","index":0}],[{"node":"Process contacts one by one","type":"main","index":0}]]},"Delay between emails":{"main":[[{"node":"Mark email as sent in sheet","type":"main","index":0}]]},"Prepare email content":{"main":[[{"node":"Send email via SMTP","type":"main","index":0}]]},"Start email automation":{"main":[[{"node":"Fetch contacts from Google Sheets","type":"main","index":0}]]},"Check if email already sent":{"main":[[{"node":"Prepare email content","type":"main","index":0}],[{"node":"Process contacts one by one","type":"main","index":0}]]},"Mark email as sent in sheet":{"main":[[{"node":"Process contacts one by one","type":"main","index":0}]]},"Process contacts one by one":{"main":[[],[{"node":"Check no-show status","type":"main","index":0}]]},"Fetch contacts from Google Sheets":{"main":[[{"node":"Process contacts one by one","type":"main","index":0}]]}}},"lastUpdatedBy":1,"workflowInfo":{"nodeCount":17,"nodeTypes":{"n8n-nodes-base.if":{"count":2},"n8n-nodes-base.set":{"count":1},"n8n-nodes-base.wait":{"count":1},"n8n-nodes-base.emailSend":{"count":1},"n8n-nodes-base.stickyNote":{"count":8},"n8n-nodes-base.googleSheets":{"count":2},"n8n-nodes-base.splitInBatches":{"count":1},"n8n-nodes-base.scheduleTrigger":{"count":1}}},"status":"published","readyToDemo":null,"user":{"name":"shivam gandhi","username":"imshivamgandhi","bio":"Automation Consultant | n8n • AI Agents • No-Code\n3+ years of experience in marketing & sales automation\nI design streamlined workflows that save time, reduce manual work, and scale growth\n⚙️ CRM • Lead Management • Follow-ups • Integrations","verified":false,"links":["https://www.instagram.com/iamshivamgandhi?igsh=MXFwcHpyMmZjM2h3cw%3D%3D&utm_source=qr"],"avatar":"https://gravatar.com/avatar/b01f98a17dcd27bec15aee3511a5281841da3f1222a6e703f00599180c22fee0?r=pg&d=retro&size=200"},"nodes":[{"id":11,"icon":"fa:envelope","name":"n8n-nodes-base.emailSend","codex":{"data":{"alias":["SMTP","email","human","form","wait","hitl","approval"],"resources":{"generic":[{"url":"https://n8n.io/blog/2021-the-year-to-automate-the-new-you-with-n8n/","icon":"☀️","label":"2021: The Year to Automate the New You with n8n"},{"url":"https://n8n.io/blog/build-your-own-virtual-assistant-with-n8n-a-step-by-step-guide/","icon":"👦","label":"Build your own virtual assistant with n8n: A step by step 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