How to Use Gmail Automation For Your Business [+6 Useful Ones]

When you’re running a business, managing emails can be quite time-consuming. But what if you could automate certain actions in your inbox and save time and effort on a daily basis?

That’s where Gmail automation comes in. 

In this guide, we’ll show you how to use Gmail automation to streamline your inbox, improve efficiency, and focus on what truly matters – growing your business and delighting customers.

Table of Contents

• What is Gmail Automation?
• Benefits of using Gmail Automation
  • 1. Save time
  • 2. Reduce errors
  • 3. Improve scalability
• How to use Gmail Automation For Your Business Operations
  • 1. Route emails based on the sender’s email address.
  • 2. Route emails based on the subject line.
  • 3. Route emails based on the body of the email.
  • 4. Use Gmail automation to send canned responses
  • 5. Automatically Sort Incoming Emails with Labels
  • 6. Schedule Emails to Send Later
• Examples of Useful Gmail Automations
  • 1. Automatically Save Email Attachments to Google Drive
  • 2. Flag High-Priority Emails
  • 3. Send Out Newsletters or Updates
  • 4. Track and Respond to Job Applications
  • 5. Assign and Track Customer Queries
• Get Started
• Frequently Asked Questions (FAQs)

What is Gmail Automation?

Gmail automation is the process of using technology to automate tasks that are typically performed manually in Gmail. This can include tasks such as sorting emails based on conditions, sending responses, and converting emails into tasks or projects amongst other things.

Gmail automation can be a powerful tool that helps you save time and improve productivity. It does this by automation tasks which would otherwise have to be performed manually.

Benefits of using Gmail Automation

Managing an email inbox can be a daunting task, and Gmail automation offers a way to simplify this process. 

For example, you can set auto-responses for common queries that you get, forward certain emails to specific team members, and more.

These automated actions not only save time but also contribute to a more organized workflow. 

Let’s delve into the practical benefits of using Gmail automation.

1. Save time

Gmail automation can help you to save time by automating repetitive tasks. For example, you can use Gmail automation to automatically sort customer queries into different folders, respond to common customer inquiries, and schedule follow-ups with vendors/customers. 

2. Reduce errors

Gmail automation can help to reduce errors by automating tasks that are prone to human error. 

For example, you can use Gmail automation to automatically send emails to the correct department, attach the correct file to an email, and format emails according to your company’s style guide.

3. Improve scalability

Improve the scalability of your business by automating tasks that would otherwise require you to hire more staff. 

For example, you can use Gmail automation to automatically route customer inquiries to the appropriate department, send, and escalate emails to the appropriate level.

How to use Gmail Automation For Your Business Operations

Gmail automation can be a powerful tool to streamline business operations. For instance, here’s how you can use it in customer support. 

• Route emails based on the sender’s email address. For example, you could create a filter to automatically route all queries from a particular customer segment to a specific team member.
• Route emails based on the subject line. For example, you could create a filter to automatically route all emails with the subject line “Billing Inquiry” to the billing team.
• Route emails based on the body of the email. For example, you could create a filter to automatically route all emails that mention a specific product or service to the team responsible for that product or service.
• You can also use filters to route emails to different folders or labels. This can be helpful for organizing customer emails and making it easier to find specific emails. For example, you could create a folder for all billing inquiries, a folder for all technical support inquiries, and a folder for all customer feedback.

Let’s see how to setup these automations on Gmail.

1. Route emails based on the sender’s email address.

You could create a filter to automatically route all emails to a specific team member.

To create such a filter, all you have to do is:

Step1: Go to your Gmail inbox.

Step 2: Click the Settings gear icon in the top-right corner of the page.

Step 3: Select See all settings.

Step 4: Click the Forwarding and POP/IMAP tab.

Step 5: In the Forwarding section, click the button ‘Add a forwarding address’.

Step 6: Now add the forwarding address of the person you want to route the mails you receive.

Step 7: Ask the person to verify their email address on the link sent from your email address.

Step 8: Once that’s done, click the Filters and blocked addresses tab.

Step 9: Click the Create a new filter button.

Step 10: In the From field, enter the email addresses of your customers/clients. Any email from these IDs would be forwarded to the relevant person.

Step 11: Click the Create filter button.

Step 12: On the Choose what you want to do with the filtered messages page, select the Forward it to option.

Step 13: In the Forward it to field, enter the email address of the team member who is responsible for handling emails from your vendors/customers.

Step 14: Click the Create filter button.`

2. Route emails based on the subject line.

You could create a filter to automatically route all emails that contain the word “Urgent” in the subject line to a specific team member/department.To create such a filter simply, follow the steps above, but in the Subject field (scroll above to Step 10),enter the subject line as “Urgent“.

3. Route emails based on the body of the email.

You could create a filter to automatically route all emails that mention a specific keyword in the body of the email. 

For example, you can create a filter to automatically route all emails that mention a specific product or service to the team responsible for that product or service.

Follow the steps above, but in the ‘Has the words’ field (scroll above to Step 10),enter the name of the product or service.

4. Use Gmail automation to send canned responses

A canned response is basically a predetermined reply to a commonly asked question. They offer a great way to tackle routine queries, as you don’t have to write responses from scratch all the time. 

Also, using canned responses ensures that your team provides answers that are consistent and in tune with the brand’s guidelines. 

To create a canned response in Gmail, follow these steps:

1. Go to your Gmail inbox.

2. Click the Compose button.

3. Type the canned response in the body of the email.

4. Click on the three dots in the bottom-right corner of the compose window.
5. Select Templates.

6. Select Save draft as template.

7. Enter a name for your canned response.
8. Click the Save button.

Once you have created a canned response, you can insert it into a new email by following these steps:

1. Go to your Gmail inbox.
2. Click the Compose button.
3. Click the on the three dots in the bottom-right corner of the compose window.
4. Select Templates.
5. Select the canned response that you want to insert.

By using canned responses, you can save time, in responding to common inquiries, and communicate in a consistent and accurate manner.

Here are some tips for using canned responses effectively:
– Personalize sections of canned responses – such as name, address, and other personal information.
– Keep canned responses concise and to the point. No one wants to read through long blocks of text.
– Proofread canned responses carefully before using them. Make sure that they are free of errors and that they are easy to understand.
– Review your canned responses regularly and update them. There might be a product or service update, or policies might have changed. In such cases, it’s important to ensure that these updates are reflected in your responses to stakeholders.

Also read: ​​10 Gmail Templates to Improve Customer Experience in 2024

5. Automatically Sort Incoming Emails with Labels

You can use Gmail’s built-in filters to automatically label and sort incoming emails based on specific criteria such as sender, subject, or keywords. This helps keep your inbox organized and ensures important emails are easy to find. 

Here are the steps to set this up:

Step 1: Open Gmail and click on the search bar.

Step 2: Click the dropdown arrow to open advanced search options.

Step 3: Enter your criteria (e.g., sender’s email address) and Click “Create filter”.

Step 4: Select “Apply the label” to choose or create a label. And finally click on “Create Filter”.

This way, all the emails from a specific sender will be automatically sorted under the new label. 

Also read:Gmail Labels: Everything you need to know

6. Schedule Emails to Send Later

Gmail allows you to schedule messages for a later time. It is a powerful automation that can help you manage your communications more effectively. Whether you want to send reminders, reach out to international clients at the right time, or simply manage your workflow better, scheduling emails ensures your messages are sent at the optimal moment. 

Here’s how you can easily schedule an email in Gmail:

Step 1: Open Gmail and click on the “Compose” button to create a new email.

Step 2: Write your email as you normally would. Add the recipient’s email address, subject, and the body of your message.

Step 3: Next to the blue “Send” button, you’ll see a small down arrow. Click on it to reveal more options.

Step 4: Select “Schedule Send“

Step 5: Choose your desired date and time from the pop-up

Step 6: To set a specific date and time, click “Pick date & time“.

Step 7: Use the calendar to select the desired date and the clock to set the specific time you want the email to be sent.

Step 8: Once you’ve chosen the date and time, click “Schedule send.”

Gmail will confirm that your email is scheduled and will send it at the specified time.

Examples of Useful Gmail Automations

Automating your Gmail inbox can transform the way you handle daily business tasks, making your workflow more efficient and organized. Here are some practical examples of automations that can be applied to real-life business scenarios.

1. Automatically Save Email Attachments to Google Drive

Your talent acquisition team receives numerous resumes as email attachments daily. This can clutter their inbox and make it hard to find important documents.

You can manage these attachments easily if you add extensions like Zapier or Relay to your Gmail account. These plugins help you automatically save email attachments to a designated folder.

For example: You can create a folder in your drive as “New Resumes” and set up a workflow through Zapier to automatically save the attachments. This will keep your inbox clean and ensure that important files are easily accessible and organized.

2. Flag High-Priority Emails

If you are someone who receives multiple emails everyday, important emails can get lost. 

This is where you can set up filters to automatically flag or star emails from key contacts or those containing specific keywords. This can be done from the advanced search option in your Gmail inbox – ensuring important mails stand out and never slip through the cracks.

3. Send Out Newsletters or Updates

If your team regularly sends out newsletters or product updates to clients or team members, this automation will be particularly helpful.

By using tools like Mailchimp integrated with Gmail, you can schedule and send out newsletters automatically. This ensures This ensures any communication is sent out at the right time. You can also use Gmail’s Schedule Send feature for this automation. 

4. Track and Respond to Job Applications

Managing job applications through emails is a task. On top of that, manually responding to every candidate can be overwhelming. 

Here’s where you can set up filters to label and sort incoming job applications into specific folders. This filtering can be done based on keywords or sender. 

Then you can use canned responses to acknowledge receipt of applications automatically. This will ensure every candidate is responded to and no one is kept waiting. 

5. Assign and Track Customer Queries

If you’re working in customer support, you’d know how important it is to track and manage customer inquiries efficiently. The good news is that you can automate this whole process – from your Gmail inbox.

Tools like Hiver – a Gmail extension – can help automatically assign customer emails to the right team member. You can also track the status of these queries right within your inbox. This ensures that all customer inquiries are tracked, managed, and routed to the appropriate team members efficiently.

Get Started

Gmail offers a treasure trove of automation features that can significantly streamline your business operations. From basic functionalities like auto-sorting and canned responses to more advanced features like email scheduling and follow-up reminders, Gmail automation is a game-changer.

And if you’re looking to automate your support operations, you might want to consider Hiver. 

With Hiver’s specialized features like shared inboxes, automated workflows, and robust analytics, you can supercharge your Gmail to create a customer support system that is not just reactive but proactive. It’s about transforming your Gmail from a simple communication tool into a comprehensive customer support hub.

Try Hiver for Free

Frequently Asked Questions (FAQs)

1. What is Gmail automation?
   Gmail automation is the process of using technology to automate tasks that are typically performed manually in Gmail. This includes sorting emails, sending replies, scheduling emails, and integrating with other apps to streamline email management and improve efficiency.

2. How can Gmail automation help my business?
   Gmail automation can save time, reduce errors, and improve scalability. By automating repetitive tasks like sorting customer queries, sending follow-up emails, and routing emails to the appropriate department, your team can focus on more important tasks and improve overall productivity.

3. How can I automate responses to common customer questions?
   You can use templates feature in Gmail or tools like Hiver to automate replies to frequently asked questions. This ensures timely and consistent communication with minimal effort. 

4. How can I use filters to manage emails?
   Gmail filters can automatically sort and label emails based on specific criteria such as sender, subject, or keywords. This helps keep your inbox organized and ensures important emails are easy to find. You can set up filters from the Gmail settings menu under “Filters and blocked addresses.”

5. How can I schedule emails to be sent later?
   You can compose a mail and click on “Schedule Send” thats available beside the “Send” option in Gmail.