){kind=link}
Welcome to the ultimate guide for mastering email automation with ChatGPT! In this hands-on walkthrough, we’ll explore how to set up automated email workflows using tools like Zapier, Make, and ChatGPT plugins. Whether you're aiming to streamline your inbox or build advanced multi-step automations, this guide provides everything you need.
Table of Contents
- 1. Introduction
- 2. What You Need
- 3. Automating with Zapier
- 4. Using ChatGPT Plugins
- 5. Advanced with Make
- 6. Tips & Best Practices
- 7. Prompt Examples
- 8. Screen Walkthrough
- 9. Conclusion
1. Introduction
Managing emails efficiently has become essential in today’s digital world.
By combining the power of ChatGPT with automation platforms like Zapier and Make, you can automate repetitive email tasks, summarize conversations, and even draft responses automatically.
This guide will take you step by step through the essential tools, setup processes, and practical tips to make sure you can implement these automations smoothly — even if you’re just starting.
2. What You Need
Before jumping in, make sure you have the following:
- ✅ A ChatGPT Plus or Enterprise account (for plugin access)
- ✅ A Zapier or Make account (free plans available)
- ✅ A Gmail or Google Workspace account
- ✅ A clear goal for automation (e.g., summarizing newsletters, managing client emails)
3. Automating with Zapier
Step 1: Sign up for Zapier and connect your Gmail account. Go to your Zapier dashboard, open 'My Apps,' and authenticate your Gmail account using OAuth.
Step 2: Create a new Zap and set the trigger. Click 'Create Zap,' select Gmail as the trigger app, and choose an event like 'New Email Matching Search' (e.g., detect emails with a specific label or keyword).
Step 3: Add a ChatGPT action. In the action step, select ChatGPT (using the Zapier plugin) and set a prompt, such as: “Summarize the following email: {{email_body}}”
Step 4: Set up post-processing. Configure the next step to send the ChatGPT output to Notion, Slack, Google Sheets, or another app — for example, automatically adding summaries to a Notion database.
Step 5: Test and activate the workflow. Run full tests to ensure everything works smoothly, then click 'Publish Zap' to make it live.
Note: Free Zapier plans have limits on the number of tasks, multi-step Zaps, and advanced filters, so you may need to upgrade for larger workflows.
4. Using ChatGPT Plugins
Step 1: Enable plugins in ChatGPT. In your ChatGPT Plus or Enterprise account, go to the Plugin Store and install relevant email-related plugins like Zapier or Email Assistant.
Step 2: Activate the plugin mode. Switch your ChatGPT session to plugin mode and select the installed plugins to enable them.
Step 3: Use tailored prompts. Example prompts:
- 📧 “Summarize the following email: [paste content]”
- 📧 “Draft a reply to this email about [topic]”
Note: Plugins typically don’t connect directly to your inbox. Instead, they work by processing pasted content or integrating via third-party services like Zapier.
5. Advanced with Make
Step 1: Sign up for Make and set up your accounts. Create a free account on Make.com, then connect your Gmail and ChatGPT modules by authenticating them via OAuth.
Step 2: Build a visual scenario. In the scenario builder, add the Gmail module (e.g., detect new emails), connect it to the ChatGPT module (set up a prompt), and then add post-processing modules like Google Sheets or Slack.
Step 3: Add branching and loops. Make supports advanced features like if/else branching, loops, and data filters, letting you set up workflows like prioritizing high-importance emails or forwarding attachments to Google Drive.
Note: Make’s free plan has limits on monthly operations, advanced scenarios, and execution speed. For complex workflows, you may need to upgrade.
6. Tips & Best Practices
✅ Be cautious with sensitive data: Always handle customer information and confidential content carefully when using AI tools.
✅ Test everything thoroughly: Run multiple test cases to avoid unexpected errors in your automations.
✅ Understand free plan limits: Both Zapier and Make have free plan restrictions on task count, workflow complexity, and execution speed.
✅ Include human review steps: For critical workflows, consider inserting manual review steps rather than relying on full automation.
7. Prompt Examples
Here are practical prompt examples you can use to optimize ChatGPT’s responses:
- 📧 “Summarize this client email in 3 bullet points.”
- 📧 “Write a draft reply asking for a follow-up meeting.”
- 📧 “Extract important dates and deadlines from this email.”
- 📧 “Highlight key action items from the email thread.”
- 📧 “Assess whether this email may be spam or phishing.”
8. Screen Walkthrough
Zapier: In your dashboard, click 'Create Zap' → select Gmail as the trigger → set the event to 'New Email Matching Search' → add ChatGPT (Zapier plugin) as the action → test the trigger and action using the built-in test tools.
Make: Use the visual scenario builder to connect Gmail and ChatGPT modules → add post-processing modules like Google Sheets or Slack → use the live execution test feature to monitor results and ensure proper setup.
By familiarizing yourself with these screens and tools, you’ll reduce setup errors and streamline your automation process.
9. Conclusion
Automating your email workflows with ChatGPT, Zapier, and Make can significantly reduce repetitive tasks and improve productivity.
Start small, experiment with simple automations, and gradually expand into more complex multi-step scenarios as you gain confidence.
AI-powered automation isn’t just about saving time — it’s about enhancing the way you handle communication and ensuring no important message slips through the cracks.
Stay tuned for more advanced tips and case studies coming soon!