Email sequence software can help you reach out to cold prospects and nurture sales leads into paying customers.

In this guide, we'll show you the best email sequence software and tools to help you automate your sales strategy. We’ll show you each one’s key features, pricing, pros, cons, and what real customers are saying about them.

Most of these tools come with a free trial, so try them out first before choosing.

  1. What is Email Sequence Software?

  2. The Best Email Sequence Software for Sales and Outreach

  3. Can You Set Up Email Sequences in Gmail or Outlook Without External Tools?

  4. How to Create an Email Sequence

Let's dive in.

What is Email Sequence Software?

Email sequence software exists to help you send multi-step email campaigns without needing to manually send your emails one by one.

For example, an email sequence could involve the following steps:

  • Day 1: First email sent

  • Day 3: Second email sent if prospect hasn’t replied

  • Day 6: Third email sent if prospect hasn’t replied

  • Day 8: Specific email sent if prospect clicked a link but didn’t reply

  • Day 15: Final email sent before removing prospect from your email list

Most email sequence tools will let you personalize each email in your sequence using attributes or merge tags. Even though the process is automated, every email you send will stand out in their inbox and be fully unique to them.

But, not all email sequence tools are the same in terms of features.

Some email sequence tools are best for cold outreach. Others will be better suited for nurturing existing sales leads into customers. Others will be best for marketing and nurturing your existing customer base.

In the next section, we'll look at some of the best options on the market for different use cases.

Best Email Sequence Software for Your Sales and Outreach

1. QuickMail: Get the best results from your outreach

Cold email software to help you start conversations with qualified sales prospects through personalized outreach and automatic follow-ups. Free for sending 3,000 emails to 1,000 prospects per month.

QuickMail is a cold email sequence platform with everything you need to start sending personalized emails to your sales prospects.

Here’s how it can help you:

Send Automated Email Sequences with Automatic Follow-Ups

QuickMail lets you send personalized email sequences to a list of prospects at once. If your sales prospect doesn't reply, QuickMail will automatically follow up with them after a delay of your choosing.

You can build out your campaign with automated email steps or even insert other manual steps, such as a cold call or LinkedIn prospecting message, to engage prospects using a multichannel approach.

When your email sequences have all of the steps you want to include, you can go ahead and start your campaign.

If someone doesn’t reply to your first email in the sequence, they’ll get your automated follow-up after a delay of your choosing. Our data shows that over half of replies to campaigns come from a follow-up, so it’s a vital step.

When someone replies to your email sequence, they'll be paused in the campaign to avoid emailing them again.

Your team won’t need to set calendar reminders to follow-up, and every prospect will receive a personalized follow-up email at the perfect time.

At the end of a campaign, you can see detailed reports on your open rate, reply rate, and any other metric you care about in order to help you judge the success of your outreach efforts.

Use Attributes to Improve Personalization and Boost Response Rates

The emails you send with QuickMail can be personalized to every recipient in your email sequence.

As you're writing your email sequence templates you can use attributes to insert fields that will be unique to every recipient.

These attributes will fill with information from your prospect list, and it ensures that when your prospects receive your email, they'll see you're not just treating them as another person on a huge email list, but care about getting their attention.

Personalizing your emails will boost reply rates and ensure you get the best possible results from your campaigns.

You can insert personalization in any way you want – either using ones that come built into QuickMail or by importing your own custom attributes.

Work with Your Whole Team

QuickMail is designed for growing teams. You can add as many sending inboxes as you need to your QuickMail account. If you have multiple sales reps, each one can have their inbox under the same QuickMail account and easily collaborate.

You can leverage QuickMail’s unique inbox rotation to send your email sequences from multiple inboxes at once. This is good for email deliverability, as your sending volume will be spread over all of your accounts.

Inbox rotation also means you can easily add new inboxes to a campaign whenever you need to, rather than having to copy-paste a campaign into a new one if you want to send it from other inboxes – which is the case with most email sequence platforms made for sales. 

Tools to Ensure Your Outreach Lands in the Inbox

As well as having inbox rotation to spread your sending volume, you can add each inbox to MailFlow, which is a free email warmup tool that natively integrates with QuickMail.

This will warm up your cold email inbox and make sure your cold emails always land in your prospect's primary inbox.

You can track how your inbox is performing for email deliverability, and easily identify problems that could cause issues for campaign performance.

Pricing: Generous paid plans from $49/mo.

G2 rating: 4.6 out of 5 (69 reviews)

Capterra rating: 4.8 out of 5 (25 reviews)

What our customers on G2 and Capterra say:

  • By send volume - we book 4X more meetings in QuickMail than our previous platform. The visibility on deliverability scores for each inbox is SO helpful. The way lists are organized, it's so much simpler to run campaigns at scale and be nimble when you need to make pivots. I've looked at and tested a lot of platforms and nothing holds a candle to QuickMail.

  • I have multiple cold outreach programs going on at any given time. I love how I can set workflows to rank the results and optimize the time that I take following up in a more efficient method.

  •  The tool is tremendously helpful. But the support is out of this world.

Key features:

  • Send cold email sequences with automatic follow-ups to boost reply rates

  • Personalize every email to each recipient – even in a large email campaign – thanks to attributes

  • Track your key email metrics in campaign dashboards

  • Run your campaigns from multiple team inboxes at once to improve deliverability

  • Native integration to MailFlow's free email warmup tool to improve deliverability and land in the primary inbox

  • The only free email sequence software with generous sending limits and access to powerful tools to help you personalize your outreach

2. Gmass: Create lightweight email sequences from a Chrome extension

Email sequence tool that lets you send and manage campaigns directly from Gmail.

Gmass is an email sequence tool that streamlines the process of managing your email cadence. It's a Chrome extension, so it works with your Gmail inbox.

Its intuitive mail merge capabilities enable personalized communication at scale to pump up the performance of your email campaigns. Gmass' simplicity allows for quick setup and execution, saving valuable time.

The whole process is managed inside Gmail, and you can even track your metrics for each email sequence campaign you're running.

It's a powerful platform and ideal if you want to send lightweight email campaigns without leaving your Gmail inbox.

Pricing: From $25 per month to send unlimited emails. From $35 per month to send email sequences and follow-ups. From $145 per month for teams to use Gmass.

Pros:

  • Send email sequences directly from your Gmail account without needing to learn a new sales platform

  • Personalize your email sequences using mail merge to improve reply rates

  • Track your email campaign metrics using reports that show up in your Gmail account

Cons:

  • Some users on G2 mention that the analytics are slightly limited

  • Customers mention that you’re limited to 2,000 emails per day – however, this is due to the Gmail sending limit rather than something Gmass can directly control

  • Gmass' email warm-up tool shut down at the end of 2023

  • Paying per inbox or seat can become expensive

  • You can’t send a campaign from more than one inbox unless you have the highest plan

See why QuickMail is the best alternative to Gmass.

3. Klenty: Intent-based email sequence software

Create personalized email sequences based on how your prospects’ engaged with your outreach.

 Klenty is a sales engagement software that helps you personalize your sales sequences based on the prospects’ intent signals. It identifies and prioritizes prospects who are actively engaged with your outreach so reps can focus on those who are more likely to request a meeting.

You can add cold calls, SMS messages, and LinkedIn outreach steps to the same sales sequences.

Klenty has a native integration with many CRMs like Zoho, Pipedrive, Hubspot, and Salesforce.

In addition, you can import prospects to Klenty directly from Google Sheets, a CSV or your CRM. Further, they have custom placeholders and liquid templates that can help making your email feel more personalized. Klenty also promises a better email deliverability by tracking custom domains and verifying email addresses.

Pricing: Startup at $50, Growth at $70, Pro at $100, and Enterprise plans at custom pricing

Pros: 

  • Native integration with all of the major CRMs

  • You can view all your sales conversations—whether that’s on email, phone, SMS or LinkedIn—in one place - in the multichannel inbox. 

  • Get real-team updates from all your prospect interactions in Live Feed.  

Cons: 

  • There’s a limit on the number of emails you can send per day 

  • There’s no mobile app for the tool

4. Spotio: Ideal for field sales teams managing a specific territory

Email sequence management tool to help field and outside sales teams book more meetings.

Spotio's email marketing automation platform, called Autoplays, is designed for field sales teams who want to follow up with qualified leads on autopilot.

You can import your sales leads to the platform, and craft email sequences designed to engage them at key points throughout your sales process.

The platform indicates to your sales team when and who they need to be keeping in touch with, and the best times to reach out to each lead.

Because it's made for sales reps who are working in the field and traveling for work, the platform has been optimized to work on a desktop, or through the mobile app.

Pricing: Available after a personalized product demo

Pros:

  • Made for field sales teams working on the road, giving your team a way to track the leads and locations that each sales reps on your team is working in.

  • Identify which leads need to be followed up with and how best to engage with them using the funnel feature

  • Lets you send sales email sequences and SMS messages to your leads to keep them engaged

Cons:

  • Customer reviews on Capterra mention that the territory management system can make it difficult to accurately track how many leads you have in a particular location

  • Some users on G2 highlight that the connection can be spotty at times, depending on your location, so plan ahead before making calls

5. SalesLoft: Email, phone, and sales management platform

Create email sequences to engage your sales leads and move them through your pipeline faster.

SalesLoft is a marketing tool that enables teams to maintain robust pipeline health through actionable insights on potential revenue streams. Its sophisticated analytics drive informed decision-making, ensuring that strategies align with market dynamics and customer needs.

You can use the platform to schedule your emails, phone calls, meetings, and any other interactions you have with leads, and SalesLoft will sync every interaction with your CRM.

SalesLoft also shows you data on how healthy your sales pipeline is, details on potential revenue, how quickly leads are moving through it, and how effective your communication with leads is.

SalesLoft isn't made for sending email sequences to cold prospects but is an excellent option for nurturing warm leads into paying customers.

Pricing: Only available after a demo. Custom, based on your company size and requirements.

Pros:

  • Send cold emails and follow-ups to warm leads directly from Salesloft

  • Built-in calendar scheduling to make it easy for leads to book meetings with you

  • Email analytics are tracked and reported so you can understand your sequence performance, as well as your overall team performance

  • Good platform for large teams at enterprise-level companies

Cons:

  • Users on G2 mention that the sales sequences UI doesn’t make it clear how many contacts, or which contacts, are part of your various sequences

  • Other customers on G2 say that the mobile app isn’t as polished as the rest of the platform 

6. Close: CRM to help you close warm leads

All-in-one CRM to help you nurture sales leads through your pipeline with email sequences, SMS, and calls.

Close empowers you to manage customer relationships with an array of communication tools including email sequences, phone calls, and text messaging. It can be used for nurturing qualified leads and propelling them through your sales pipeline with a personal touch.

Upon setting up your Close account, you can easily integrate your existing Gmail or Outlook inbox, allowing for a synchronized view of your email interactions with leads. This integration ensures that you can transition your activities to the platform without losing the context of ongoing conversations.

The platform offers the flexibility to create and store customizable sequence templates tailored to different scenarios. For instance, following a demo call with a lead, you can engage them with a 'Demo Follow Up' sequence designed to foster the relationship post-demo.

Close is a comprehensive CRM solution that caters well to the needs of expanding businesses and agencies, offering thousands of integrations with Zapier. Ultimately, Close is one of the best options for sales professionals who frequently use phone calling or SMS as main communication methods.

Pricing: $59 per month for Startup, $329 for Professional, and $749 for Enterprise.

Pros:

  • Send your QuickMail replies directly to your Close CRM using Zapier

  • Automatically call through a long list of prospects and log each interaction in the CRM, as well as sending email sequences after the call

  • Easy to import leads from different sources, so it’s a good way to centralize your sales operations

Cons:

  • Users on Capterra who like the platform say their main downside is the pricing becomes expensive as you grow

  • Some customers on Capterra mention that there were some limitations around how they could customize their sales pipeline

7. Streak: Turns your Gmail inbox into a CRM

Email sequence software and CRM for Gmail with a built-in scheduler to automate follow-ups.

Streak is a CRM and email sequence tool for Gmail that works on top of your existing inbox. This is useful because it means you don't need to migrate or learn a new tool to manage your email sequences.

After adding it to Gmail, your inbox layout will change into a kanban-style CRM layout. You can quickly see where each potential customer is in your pipeline is, track which conversations need your reply, and which leads need to be followed up with.

You can schedule emails to be sent at any future date and time, so you don't need to be actively managing your inbox throughout the day.

On top of the lightweight email sequence features, the email tracking and analytics show you how leads are engaging with your emails. You can use this data to proactively reach out to priority leads, and ensure you never miss a sales opportunity.

Pricing: Start sending low-volume email sequences for free. Paid plans start at $15 per user per month for 800 emails. Then, moves to $49 per user per month to send 1,500 emails per month. If you want priority support, pricing starts at $129 per user per month.

Pros:

  • Lightweight CRM and email sequence software that works on top of Gmail

  • Use email scheduling to plan out future communication with recipients and personalize them with mail merge fields

  • Users on G2 like that the user interface is straightforward, meaning you can focus on sending high-quality emails rather than figuring out the platform

Cons:

8. Gmelius: Shared team inbox with email sequencing features

Email sequencing software for Gmail that lets you send pre-set workflows with smart steps.

Gmelius is an email management platform for Gmail and GSuite that you can use to automate your email-sending process.

You can build email sequences inside the tool, and make them action-based. For example, if someone doesn't reply, you can send them a specific follow-up email from your sequence.

The emails can be fully personalized using merge tags to give you the best chance of receiving a reply. As well as helping you automate your email sequences, Gmelius lets you bring team members into email threads, leave notes on conversations, and ensure everyone on your team always has the information they need about each lead in your sales pipeline.

It’s worth mentioning that you can’t send email sequences on the base plan. As well as that, because a core part of the product is the shared inbox, you’ll need to onboard your whole team to get value from it so it can get expensive if you have a large or growing team.

Pricing: From $24 per user per month to send email sequences.

Pros: 

  • Schedule email sequences to your prospects and sales leads in a visual flow builder

  • Works with Gmail and GSuite, so ideal if your company runs on those

  • Integrates with a range of outbound sales tools through Zapier to build custom workflows

Cons:

  • Some customers say in their G2 reviews that the design can make it difficult for teams to easily collaborate or view emails other people are receiving

  • Users on Capterra mention that the kanban boards can be slow to load, affecting productivity

9. Mailchimp: Creating automated and branded marketing email campaigns

Send engaging email sequences for marketing purposes to engage your audience.

Mailchimp is arguably the most well-known email automation tool on the market. It's made specifically for people sending emails to leads that have already opted-in to hearing from you. Unfortunately, that means you can't use Mailchimp for cold outreach like you can with QuickMail.

Mailchimp lets you create your perfect email marketing sequence with images, videos, and any other type of content embedded, all designed in a drag-and-drop interface. Anyone can get started with it and quickly learn how it works.

The platform also includes a lightweight CRM to track how engaged your audience is. For example, you can track who is engaging with your email content, then build lists of your most engaged audience members, and identify low-performing segments of your audience.

Mailchimp is an excellent platform for your email marketing needs, but it's not ideal for sales-focused email outreach campaigns.

Pricing: Free plan available for 1,000 email sends per month, paid plans from $13 per month to remove Mailchimp branding, and for higher email volume.

Pros:

  • Build visual email templates with a drag-and-drop builder

  • Behavioral segmentation to optimize who you send emails to and when they‘re sent in order to boost email engagement

  • Create email follow-ups that adapt based on the actions a recipient takes

Cons:

  • You can’t send sales sequences using Mailchimp because it’s a marketing tool, not an outreach tool

  • Becomes expensive if you grow your email list

10. Drip: Automated email sequence tool for eCommerce brands

Email sequence software for eCommerce companies that want to automate their email strategy and boost customer engagement.

Drip is another useful email sequence tool for its targeted automation capabilities built for eCommerce marketing. It allows for personalized welcome emails, which are crucial for establishing a relationship with new subscribers.

Its cart recovery feature effectively nudges customers who have abandoned their purchases, increasing conversion rates. Plus, Drip's post-purchase campaigns help maintain customer engagement, encouraging repeat business by promoting related products and seeking feedback.

This all contributes to a comprehensive customer retention strategy.

Pricing: Starts at $39 per month for 1-2,500 email contacts and unlimited email sends. Price increases based on your email contact count.

Pros:

  •  Send personalized email automation sequences, SMS, and add website pop-ups to build an email list

  • Segment your email list based on actions they've taken on your eCommerce website and use it to send automated email sequences

  • Integrates with your eCommerce store so you can easily transfer customer data into Drip to improve segmentation and automation

Cons:

  • Some customer reviews mention that setting up email funnels can be complicated at first

  • Not possible to send cold email outreach sequences using Drip, as that’s against the terms of use – you’d be better off using QuickMail

11. ActiveCampaign: Large suite of email tools to help brands improve their email communications

Customer experience automation tool to help you send automated email sequences for transactional and marketing purposes.

ActiveCampaign is a platform that combines a CRM with automated email sequence software to help quickly growing companies improve how they communicate with customers and leads.

You can create automated email sequences for almost any scenario you need, even as a beginner, thanks to a visual automation builder that makes it easy to lay out the perfect sequence to engage your unique audience. 

You can also track different data points on your email subscribers to help you improve how you communicate with them going forwards. The CRM feature will also let you move leads through your salespipeline based on how they interact with your email sequence campaigns.

Pricing: Starts at $29 per month for up to 1,000 contacts. $49 per month for 2,500 contacts. Multiple pricing plans are available at each pricing level based on what features you want in the plan.

Pros:

  • Powerful features that combine email marketing software with CRM software to improve how you engage and nurture leads

  • Create email triggers for key moments in your customer journey, like a new subscriber welcome email, a transactional email after someone orders an item, or any other situation you can think of

Cons:

  • Some Capterra users report that there is a large learning curve if you want to use the platform to its potential

  • G2 reviewers mention that the email subscriber forms can be limiting

  • Can’t send cold emails to prospects who haven’t given you their email addresses or permission to reach out

12. Mixmax: Sales engagement solution for revenue teams

Sales platform that helps sales & CS teams scale their outreach campaigns.

Mixmax enhances the functionality of Gmail by serving as a robust sales engagement tool that seamlessly integrates with Salesforce.

It enables the crafting of multi-channel sequences activated by designated events, alongside the customization of email templates and automated follow-up communications.

Designed to support the diverse roles within a revenue team, Mixmax caters to sales development representatives, account executives, and customer success managers alike. Its streamlined setup allows for deployment within a single day, making it an excellent choice for smaller teams.

Also, Mixmax offers comprehensive tracking capabilities for email interactions, including open rates, reply frequencies, and link engagement. This feature simplifies the analysis of key metrics, empowering teams to make informed decisions and optimize their outreach strategies.

Pricing: Starts at $29 per user/month billed annually and goes up to $69 per user/month billed annually. They also offer custom pricing for enterprise customers.

Pros: 

  • Quick implementation

  • Integrates with Salesforce & LinkedIn Sales Navigator

  • Can be used directly through Gmail

Cons: 

  • Incompatible with Outlook

  • Not suited for large organizations

  • No HubSpot integration

13. Outreach: Platform for enterprise teams running email campaigns

Sales platform to help you manage and scale up your email and sales campaigns.

Outreach provides a robust sales engagement platform, which is designed to enhance your communication with sales prospects and customers through tailored email sequences.

It offers the convenience of sending personalized email templates and establishing automated follow-ups for unresponsive recipients, similar to the functionality found in QuickMail.

Tailored for the complex needs of large enterprise organizations, Outreach delivers an array of powerful tools. These tools enable you to monitor key performance metrics, gain visibility into your team's activities, and efficiently progress leads through the sales pipeline.

While it offers a huge array of features, smaller businesses might find the platform more extensive than necessary and could benefit from considering alternatives like QuickMail.

Pricing: Available on request

Pros:

  • All-in-one sales platform including email sequence software, cold calling tools, and a CRM to help you connect with cold leads and organize your sales funnel

  • Track your email campaign analytics in clear dashboards

  • Connects with all of your other sales tools thanks to a wide range of integrations

Cons:

  • Customers on Capterra say it’s difficult to divide sales sequence tasks up between different team members.

  • Users mention that it requires training to onboard your team, and some tasks like setting up your first sales sequence can be challenging

14. Campaign Monitor: Quickly build high-quality email templates

Email marketing tool to create visual templates and build custom email sequences to engage your subscribers, ideal for ecommerce stores.

Campaign Monitor provides a user-friendly platform for crafting automated email sequences for your subscribers. It's an excellent tool for those who are growing their email list and aiming to maintain engagement with their audience to keep their brand at the forefront.

The platform offers a variety of features to help users get up and running quickly, including ready-to-use email templates that make your messages pop, customization options for a personal touch, and the ability to schedule emails for optimal times based on subscriber engagement history.

Additionally, Campaign Monitor allows you to integrate SMS messages into your email sequences. This feature is particularly beneficial for ecommerce business owners who want to promote sales or update customers on new products.

Overall, Campaign Monitor is a robust tool for enhancing your marketing efforts, whether you're looking to send consistent newsletters or create targeted email campaigns like onboarding sequences.

Pricing: From $11 per month for 2,500 emails. From $19 per month for unlimited automated email sequences.

Pros:

  • Quickly build the perfect email template for every scenario in a drag-and-drop builder

  • Add dynamic personalization including names, locations, or any other to emails to improve your open rate and engagement rate

  • Use conditional sending rules to personalize campaigns based on subscriber actions

Cons:

  • Some users mention that the email designer is relatively limited and you need to rely on Campaign Monitor’s templates or upload your own fully custom HTML templates

  • Users on G2 mention that the email analytics options could be more in-depth

15. HubSpot Marketing Hub: Includes marketing tools to grow your email list then send personalized sequences

Marketing automation platform that lets you build email sequences to nurture existing customers and warm sales leads.

HubSpot is an all-in-one marketing and sales automation platform and CRM that includes features to send email sequences.

For example, you can create forms to add to your landing pages to collect new email subscribers, who are stored in your HubSpot CRM. You can then use the email sequence features to build multi-step campaigns designed to help move your new leads from an interested visitor into a paying customer.

There’s a drag-and-drop email editor to help you quickly build great looking templates, and there are email tracking tools built-in so you can know how engaged your audience are with your content.

It’s a powerful platform for any team that needs a way to grow and organize a list, as well as reach out to them with personalized email sequences.

Pricing: Starts at $20 per month for email automation, up to 1,000 contacts. Professional plan from $800 per month for marketing automation tools.

Pros: 

  • HubSpot contains features for marketing, sales, and customer service teams, so you can bring different teams into the platform.

  • Build workflows to fit any situation, such as specific email sequences being automatically sent to new leads or subscribers

  • Assign tags to subscribers in order to segment campaigns based on specific attributes

Cons: 

  • Users mention that it can be difficult to organize and maintain your email lists and campaigns because there are so many tools included

  • Pricing can become prohibitive for small companies if you want the full range of marketing tools

  • Requires a complete company shift onto HubSpot’s sales and marketing tools to get the most from it

16. FollowUp.cc: Set reminders to follow-up and track email activity in Gmail

Simple platform to create automated follow-up email sequences that help you stay on top of conversations.

FollowUp.cc offers an easy-to-use browser extension that streamlines the process of sending automated email follow-up sequences. This tool is perfect for individuals aiming to enhance their email management and productivity.

For those requiring advanced features for personalized outreach, such as for sales leads or marketing campaigns, QuickMail is an excellent alternative, providing a more comprehensive suite of tools.

In addition to follow-up scheduling directly from your Gmail inbox, FollowUp.cc helps you manage your communication by setting reminders for any email conversation. This feature helps you follow up at the most appropriate time without the need to pre-schedule.

Pricing: From $23 per month

Pros:

  • Easy-to-use UX makes it simple to set reminders or automatically follow-up inside Gmail

  • Email tracking to see who opens or clicks links in your emails

  • Add and track multiple team inboxes on the Salesforce edition plan

Cons:

  • Doesn’t allow you to add any non-email steps, such as a cold call or webhook automation

  • No free plan

17. Rebump: Free extension for Gmail and Outlook to create basic email sequences

Send follow-up emails on autopilot and set reminders for your team to reply to emails from key customers.

Rebump is an email sequence automation tool originally made for Gmail. There is an Outlook compatible version, but it requires you to BCC a Rebump email address rather than handling the process automatically.

Like with some of the other extension-based tools we’ve looked at, you add Rebump to Chrome or Firefox, and it will show up in your inbox. From there, you’ll be able to simply select the Rebump checkbox on any emails you want to send a follow-up on.

The platform will automatically follow-up with the recipients after a set delay, bumping your email to the top of their inbox.

If you’re looking for a lightweight but helpful tool for sending automated follow-ups, it’s a good option.

Pricing: From $9.99 per month

Pros:

  • Affordable option if you’re not sending a high volume of email that requires follow-ups

  • Works on both Gmail and Outlook

  • Easy to use interface means it’s quick to get setup with

Cons:

  • It’s not possible to change the subject line of your automated follow-up emails, which can be an effective way to catch someone’s attention again

  • You can’t send different variations of follow-ups based on actions a recipient takes, such as having different templates for if someone clicks or opens a previous email

Can You Set Up Email Sequences in Gmail or Outlook Without External Tools?

Neither Gmail nor Microsoft Outlook have built-in email sequence tools.

Even though you can send an identical email to a large list of contacts using BCC, you won’t be able to send a multi-step series of emails to different recipients who will all receive a unique email.

However, you can connect your existing Gmail or Outlook to a platform like QuickMail. You’ll use QuickMail to prepare and send your email sequence, but it will be sent from your inbox and you’ll receive replies directly to that same inbox.

If you want to learn the best way to send email sequences from Gmail and Outlook, check out our detailed guides below:

How to Create an Email Sequence

No matter the reason you’re creating an email sequence, there are several key steps to follow to get the best results.

1. Build a Highly Relevant Prospect List

Your target audience is the most critical part of any successful campaign. If the people receiving your emails are interested in what you have to sayh, they’ll respond. If not, you’ll get ignored, or worse, flagged for spam.

Before launching any email campaign, spend time prospecting for people matching your buyer persona. You can prospect on LinkedIn, use B2B data providers to filter based on key criteria, or use company directories like AngelList.

Note down every prospect in a spreadsheet, with all of the key information about them: job title, name, company, and more.

This ensures your team is always organized and you never risk sending emails to the same person twice.

2. Create a Relevant Sales Pitch

Your email template and pitch needs to make it instantly clear why you’re contacting someone.

Whether your recipients are cold sales prospects or people on an existing email list who already know you, you don’t have long to catch their attention.

When writing your templates, stick to four key ingredients:

  • A personalized opening line or snippet of text that makes it clear you’re reaching out specifically to one person – all good email sequence software lets you do this using attributes in your templates

  • A short explainer of your company’s value proposition, pitched in a way that shows the benefits rather than features

  • Social proof or similar trust-building content to show that you can get the results you say you can

  • A simple call to action that makes it easy for your recipients to respond

If your email sequence template resonates with your recipients, it won't be long before you’re generating replies on autopilot.

3. A Clear Process to Manage Replies 

When you launch a campaign, managing the replies and engagement is just as important as sending your emails.

The best way to do this is by using a shared team inbox so everyone can see which prospects are responding.

You can leverage a shared team inbox for free in QuickMail even if you’re sending emails from multiple inboxes.

As your campaigns run, every reply will be logged in the Opportunities inbox.

Your team can see who has replied, when they replied, see the full conversations, and the team members who are assigned to it.

It’s a powerful way to stay on top of your replies and ensure every prospect gets a reply as quickly as possible.

Wrapping Up: Best Email Sequence Software

Email is a powerful channel for sales and marketing. 

These email sequencing tools will help you automate your outreach, lead nurturing, and email marketing through personalized templates and automatic follow-ups. Once a campaign is done, you can track your results and find ways to improve for next time.

If you want a powerful tool that will let you send personalized cold emails and follow up automatically with prospects, you can start using QuickMail for free today.