Cold email outreach with Gmail and Google Sheets status tracking

This workflow automates personalized cold email outreach by pulling lead data from a Google Sheet, sending emails via Gmail, and updating the sheet to track who has been contacted.

Features

• Automated Scheduling – Runs daily at a specified hour via the Schedule Trigger node.
• Google Sheets Integration – Fetches leads whose "Is Email Sent" value is empty.
• Batch Processing – Processes leads in manageable batches.
• Personalized Gmail Outreach – Sends custom emails using a pre-written template.
• Status Tracking – Updates each lead’s row after an email is sent to prevent duplicates.

Requirements

• Google Sheets OAuth2 credentials
• Gmail account with OAuth2
• Access to n8n with a deployed instance

Setup Instructions

1. Connect Accounts

Authenticate Google Sheets and Gmail nodes via OAuth2 in your n8n credentials settings.

2. Prepare Your Google Sheet

Your Google Sheet must contain the following columns:

Email
Name (or WF Full Name (metadata))
Is Email Sent

Example:

Only rows where "Is Email Sent" is not marked as "yes" will be processed.

3. Customize the Email Template

Open the “Send Personalized Email” node and update the message field. You can use variables like:

{{ $json.Name }}
{{ $json['WF Full Name (metadata)'] }}

Example Message:

Hello {{ $json.Name || $json['WF Full Name (metadata)'] }},

I’m a software developer and automation expert. I work with businesses and individuals to build websites, mobile apps, and powerful digital solutions that help save time and grow online.

I offer a range of services including:
- Website & App Development
- SEO & Digital Marketing
- Business Process Automation

If you’re looking to start a new project or improve your current setup, I’d love to connect and see how I can help.

Are you interested in discussing any of these services?

Best regards,  
Software Developer | Automation Expert

4. Schedule the Workflow

Edit the Schedule Trigger node to your preferred time (currently set to 2 PM daily):

Customization Tips

• Replace the email copy with your branding or offer.
• Add more fields (like company or industry) and update the message for deeper personalization.
• Modify the batch size in the Split In Batches node for rate control.

Notes & Limitations

• Gmail Quotas: Gmail has sending limits (e.g., 500 emails/day for free accounts).
• OAuth2 Scope Approval: Ensure the necessary scopes (e.g., Gmail send and Sheets read/write) are granted.
• Rate Limiting: If working with large lists, consider time delays or throttle controls.

Google Sheet Template

You can make a copy of this sample Google Sheet to get started.