Basic Setup: A Guide To Take You From Sign-Up to Sending Your First Emails

Welcome to QuickMail!

This guide will walk you through the basic account setup for a QuickMail account and explain a few best practices to help you get the ball rolling. Let's get started!

Creating an account

Head over to and click Start Trial (if you haven't created your account) or Login (if you have.)

If you're creating your trial, you'll be presented with three options: Agency, Team, or Individual. Not sure which one to pick? Don't worry—this is just a way for us to get a better sense of who you are and how we can help you make the most of your account.

We'll ask you a few getting-to-know-you questions, and then present you with a window asking your preferred method of logging in: Google, Outlook/Exchange Online, Facebook, or LinkedIn. The email address connected to the account you choose will be the one used for signing in to QuickMail, not the one from which you'll be sending your cold email (that comes later!)

Click on the method you'd prefer to use. If the account you're looking to add is not on the list, you click Use Another Account. Then, click Allow to move to the next screen. 

This will create your QuickMail Organization! 

When you reach your Organization's Account List, use the Menu button in the top-right corner to create a new QuickMail account:

Give your Account a name, and let us know who's going to be a part of it! (Don't worry, you can add and remove Team Members later, as well as change the Team Name.)

Great! Now, all you need to do is click Manage Account to the right of the name of one of the Team Members, and hop right in!

You'll then be presented with this window:

The first thing you'll want to do is add an Inbox for this account to use. It can be different than the account you used to create the account. Use the link on the gold bar at the top of the page:

This is the inbox that QuickMail will use to send outgoing messages for cold email. Tips on best practices for setting up your email account can be found here:

There are three important things to take care of to get started with QuickMail: WHO, WHAT & WHEN

Who: Who do you want to email?

What: What do you want to say to them in that email?

When: When do you want to send them the emails?

Let's answer those 3 questions in order.

WHO? Importing prospects

In order to email people (called Prospects), you need to create them in QuickMail first. You can do that manually or import them from a Google Spreadsheet. We'll see how to do the latter together.

Note: If you only have access to Excel, it's no problem! Please follow this link (Importing your Excel Spreadsheet into Google Sheets) and you can go from there.

Note: If you don't have any list and would like to create a spreadsheet from scratch, please follow this link (Google Sheets) and come back to this page when you have a Google Spreadsheet created.

The first step, to help us when we move forward, is creating a Group. A Group is simply a collection of Prospects.

You can name the Group anything you'd like. Most users use Groups to define an audience or source of Prospects (e.g. "Marketing Directors - LinkedIn" or "2018 Conference Contacts.")

Then, on the Prospect list (see in the navigation panel on the left), click on Action -> Import Prospects. 

The next page will allow you to choose a Google Spreadsheet. Select the one you'd like to import and click Next.

This page lets you map your spreadsheet columns so that QuickMail can put the right information in the right place. If you name the columns like QuickMail prefers (e.g. creating an empty spreadsheet), you will have them already mapped for you. Otherwise, you'll need to manually assign them. Assign a company column if you want companies to be created for those prospects.

At the bottom of this page, check "Move to a group" and select one if you want the prospects to be in a group (this is important for automation).

QuickMail will import those Prospects and then you'll see this.

All you need to do is refresh the page, and you'll see your Prospects inside QuickMail!

Now, we'll move on to  WHAT to send them.

WHAT? Crafting emails

In QuickMail, you need to create Sequences. We use the word Sequence instead of "campaign" because campaign is often looked as a one-off. You can think of Sequences like a train track which lays out a path for Prospects with several stops along the way. Just like a train track, it can be reused at any time, with each Prospect following the specific path you set for them.

Let's start by creating a Sequence.

First, name your sequence and click Create.

The next page will show an empty Sequence you'll be able to populate with templates of the emails you'd like to send to your Prospects

You have 2 important notions to understand: Steps and Variations.

1. Steps: Following the train analogy, Steps are the train stations. All Prospects will start on the first step, and if no reply is detected ("getting off of the train") they'll continue down the track and move to the second step.

2. Variations: You can think of a Variation as a platform at a station. Sometimes, there's only one, but sometimes, there are several. If you create more than one Variation, or create more than one train platform, Prospects will be sent to one or the other randomly. The benefit to this is seeing which Variation garners a better reply from your Prospects, 

The first step is automatically created for you, but you still need to populate the step with variations.

Let's add an Email Variation.

A new window will pop-up asking you to enter a subject and a body for your email. You can also use  Attributes to personalize the message you're sending to each Prospect!

This is also the place where you set in how many hours you want the prospect to proceed to the next step if no reply is detected. By default it's 72 hours, or 3 days.

Once your first email is completed, click save and close the window, you just did your first Variation.

Now, you can either move on and have all Prospects receive that email, or add a second Variation, so that half of your Prospects will receive each one. Here's how to add a second Variation:

Then, it's time to create a follow-up Step for the Prospects who don't reply to Step 1. The second Step is usually a "bump" email. E.g. "Just wanted to make sure the email below didn't fall through the cracks".

By default, the Variation quotes the previous email, as if you're replying to the first message you sent, but you can change that when editing the settings of your second Step.

From here, you can either add additional Steps to your Sequence, or if you're happy with what you have, it's time to give it a test!

From the Menu in the top-right corner, choose Send Test Emails

From here, you'll choose the Variations you'd like to test and a Prospect whose information will fill in any Attributes you used when crafting the Variation. (Not to worry, this message will only go to you!)

Now we know WHO we want to contact and WHAT to send them, it's time to determine WHEN we start prospects on our sequence.

WHEN? Determining schedules

There are several ways to begin a Sequence for your Prospects.

The first way is to use the Menu dropdown on the Sequence page and choose Add Prospects Manually.

You'll be able to select a number of Prospects and a Group from which to draw those Prospects. Clicking Start Now will immediately begin the Sequence.

Note: Prospects who have already been a part of this (or any other) Sequence will not be available to start a Sequence via this method. QuickMail will only start the Sequence for Prospects who haven't been contacted.

If you'd like to hand-pick the Prospects that start this Sequence, you can do so from the Prospect List. Select Prospects you want to start the Sequence and use the Bulk Action menu to start the Sequence. Again, this will start the Sequence immediately. 

You can start a Sequence for a single Prospect from their specific profile in your.

However, the most commonly used (and most powerful!) way of starting Prospects is by using Schedules. You can think of these in the same way you'd think of a train schedule—when it's time to go, QuickMail will see what passengers are ready to get on board, and put as many of them on the train as you'd like.

The Schedule will start sequences at a predetermined time(s) over the course of the week, which will allow you to gradually send out your emails to Prospects, instead of starting them all at once. This will help you see what's working in your Sequence, what isn't, and will help you avoid false-positives from junk mail filters.

For that, head to Sequences > Schedules and create a new schedule.

Choose which days of the week and at what time you'd like QuickMail to add Prospects to a Sequence, how many of them, from which group, and for which Sequence.

For example, in this Schedule, on  Monday, Tuesday, Thursday, and Friday at 9 am, 20 prospects will be added to the Reaching Out Sequence from the Founder group.

Save the Sequence, and you'll be all set. Now, on each prescribed day of the week at the appropriate time, QuickMail will check the Group for available Prospects, and start 20 of them on that Sequence. 

If there aren't any Prospects available, nothing will happen, so be sure to keep your Groups updated with fresh Prospects to make the most of QuickMail!

We hope you've enjoyed this Basic Setup guide for QuickMail. If you have any questions, feel free to use the Search function at the top of this page, or shoot us an email: