The pain of email is universal, but everyone approaches it differently. You might be theInbox Zerotype that should have a clean inbox at all times. Or maybe you’re the chaotic type who leaves hundreds of messages unread and relies on the search bar to find something.
It doesn’t matter what type you are, there’s a better way to access your inbox, and you don’t need to know code or change your habits (much) to make it happen. Zapier automates tedious tasks through automatic workflows, which we call Zaps, so you spend less time organizing your inbox and more time doing your most important work.
You need a Zapier account to use the workflows in this piece. If you don’t have an account yet, it’sfree to get started.
To get started with a Zap template, what we call our turnkey workflows, just click the button and we’ll walk you through customizing it. It only takes a few minutes. You canread more about setting up Zaps here.
There are many reasons why inboxes get out of hand. Maybe you pin or star emails that require action, or save emails with file attachments in case you need the files later. With a few automatic workflows, you can have peace of mind and stay on top of your day.
Turn emails into tasks
Many emails ask for some action, whether it’s an invoice reminder or a request from your manager. Treating your inbox like a task manager is usually disastrous, but copying and pasting emails into your to-do list app isn’t ideal either.
Depends on youemail app, you can set your Zap to depend on a search string or search for a specific label to mark messages you want to turn into tasks. Then Zapier will automatically add only those emails to your task manager of choice. The next time you check your to-do list, the actionable emails will be there for you to tick off.
- Create Trello cards from new Gmail threads
- Create Trello Cards from New Tagged Gmail Emails
- Add new starred emails to Todoist as tasks [Business Gmail Accounts Only]
- Create Asana tasks from new emails in Gmail
Save attachments automatically
Repeat after me: Your inbox shouldn’t be a storage for your files. Treating your inbox that way easily leads to accidentally deleting an important file that you never saved anywhere else. Save yourself the hassle of forwarding, transferring, or saving email attachments by using one of the following Zaps to automatically save important email attachments to a cloud storage app.
- Save new Gmail attachments to Google Drive
- Save new attachments in Gmail to Dropbox
- Save new email attachments to Dropbox
- Save Gmail attachments in Box in their native file format [Business Gmail Accounts Only]
- Add files to OneDrive with new emails
You can also do this in your notes app. Do you want to track receipts received by email or other important information? You can add a filter step—available on ourpaid subscriptions— to look at those messages and have Zapier save a copy to your notebook.
- Store your Gmail emails in Evernote
- Take notes on Evernote for newly received emails
- Add new Office 365 emails to Evernote Business as notes
Keep an email log
Have you ever kept an email longer than necessary “just in case”? You can keep your inbox clean without losing the contents of that conversation. These Zaps log a copy of those emails in a spreadsheet or chat app when they come in.
- Save new Gmail emails that match certain properties to a Google spreadsheet
- Send new incoming emails in Slack channel messages
- Get Slack notifications for new emails that match searches in Gmail
- Read new Gmail messages via ChatWork [Business Gmail Accounts Only]
- Create notifications in Google Chat for new Gmails that match a search
Maybe sending emails takes up your actual working time. For example, you send the same reminder email to colleagues or clients, or you spend more time than it takes to get the textexactly righton a cold email. With a few Zaps, you can automate that work.
Send emails on a schedule
Zapier is built inPlan apptriggers actions in other apps at a set time, such as every day, week, month, or even hour.
Start your Zap with a Schedule trigger and add the details you want, such as the day of the week or the time of day. Then add your email app in the action step to send an email to yourself or someone else. When you turn on the Zap, Zapier will send those emails on the schedule you set so you don’t have to worry about sending reminder emails.
- Send daily emails with Gmail
- Send daily emails with Zapier Email
- Send monthly reminder emails from Zapier
- Send weekly emails with Zapier email
Send personalized emails
Sometimes an email needs a personal touch, but thanking everyone who attended an event or sending a thoughtful message to every new lead you bring in can make it hard to find the time or sound creative.
With one template email, Zapier can personalize the messages and send them automatically. You can start with a spreadsheet for one-time outreach lists, but you can also send automated emails to new survey respondents, to thank new Shopify customers, and much more.
- Send Gmail emails for new Google Spreadsheet spreadsheet rows
- Receive emails with new Facebook Lead Ads leads
- Send emails via Gmail when Google Sheets rows are updated
- Send email via Gmail for new Google Forms submissions
- Send delayed emails via Gmail from new Typeform responses
- Welcome new Shopify customers with personalized emails from Gmail
When customizing your Zap in the Zap Editor, you can use contact information from your trigger app as placeholder fields when writing your email template. Zapier then populates those placeholder fields with the correct information when your Zap runs, making your email look like a human wrote it.
What if you want to delay sending your email for a certain amount of time? With Zapier’sDelay step—available on our paid plans—it will tell you Zap to wait until the desired time for the action to complete.
Learn more aboutZap delays.
My parents never read the articles I write unless I send them to them. If you also want to share your written work with supportive friends or family members, you can use an automatic workflow to automatically email them articles from an RSS feed or WordPress site.
- Send new RSS feed items via email
- Get notified of new RSS feed items via email
- Send emails from Gmail with new WordPress posts
- Sending new WordPress messages in a Microsoft Outlook email
maybe you arenot a writer, but you regularly share industry news with your colleagues, or you send articles from reputable news sources to your grandmother. You can set up a Zap that automatically emails saved articles from a bookmarking app like Pocket to recipients. It’s like a mini newsletter with minimal effort.
- Get a summary of new Pocket items every day, month or week via Gmail email
- Receive a daily, weekly or monthly summary of saved Pocket items via email
- Share tagged Pocket items via Gmail
- Share new saved articles from Feedly via Gmail email
Parsing information from emails
Sometimes the information you need from emails is buried in the text. Zapier is built inEmail Parserapp scans your emails for the text you need and sends it to any app you want. Want to bulk parse emails? An app like Mailparser.io will get the job done.
Learn more about how to automatically extract and copy data from your emails in ourguide to using email parser.
- Store new parsed emails in Google Sheets rows
- Create Pipedrive deals with new emails parsed by Zapier Email Parser
- Create a new Mailchimp subscriber from Mailparser processed email
- Add new Zoho Creator records for new emails processed by mailparser.io
Ultimately, this won’t replace checking your email or eliminating your inbox altogether, but with a few automatic workflows, email can be a little less painful.
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This one article was originally written by Matthew Guay in 2018 and updated in September 2020 by Krystina Martinez. It was slightly updated in August 2022. It originally appeared on Zapier’s blog and is reprinted with permission.