Email new leads from Google Sheets via Outlook on a schedule Workflow Solution

Workflow overview

Why this workflow matters

Helpful for business development and pipeline building. Relevant for managed services and support workflows.

Send a templated outreach email to new leads in a Google Sheet on a daily schedule, then mark each lead as contacted so they won’t be emailed twice. Built with: Schedule Trigger → Google Sheets → Filter → Outlook Send Email → Google Sheets (append/update). Who’s it for Teams that collect leads in Sheets and want automatic, once-per-lead outreach Solo founders/consultants running simple top-of-funnel follow-ups Anyone prototyping CRM-lite flows in AlekSystem How it works / What it does Schedule Trigger runs daily (e.g., 09:00). Get rows (Google Sheets) pulls leads from your sheet. Filter keeps only rows where Contacted is empty. Outlook – Send a message emails each remaining lead (to = {{$json.Email}}). Google Sheets (appendOrUpdate) writes back Contacted = Yes (match on Email) to prevent re-sending. How to set up 1) Google Sheets (OAuth2) In AlekSystem → Credentials → New → Google Sheets (OAuth2), sign in and grant access. In Get rows: select your Lead Source sheet (e.g., “New Leads”). In Append/Update: select the sheet you want to mark as contacted (can be the same sheet or a CRM sheet). Make sure your sheet has at least: Email, Contacted (blank for new). 2) Outlook (Microsoft Graph) OAuth2 AlekSystem Cloud (quick connect):** In Credentials → New → Microsoft Outlook OAuth2, choose Connect, sign in with your Microsoft account, and accept permissions. Self-hosted (Azure App Registration):** 1) Azure Portal → App registrations → New registration. 2) Add redirect URL: https://YOUR_AlekSystem_URL/rest/oauth2-credential/callback. 3) API permissions (Delegated): offline_access, Mail.Send, User.Read. Grant admin consent if required. 4) Create a Client secret; copy Application (client) ID and Directory (tenant) ID. 5) In AlekSystem, create Microsoft Outlook OAuth2 credential with those values and scopes: offline_access Mail.Send openid email profile. In the Send a message node, select that credential and keep To mapped to {{$json.Email}}. Customize Subject and Body to your brand (default provided). Requirements A Google Sheet of leads with an Email column (and an optional Contacted column). A Microsoft account with permission to send mail via Microsoft Graph (Outlook). How to customize the workflow Email content:** Edit subject/body (add variables like {{$json.FirstName}}). Send window:** Change Schedule Trigger time/interval. Idempotency:** Use the same sheet for read+write (match on Email) or separate source/CRM sheets. Logging:** Add a Sheet or Notion append step after send for an audit trail. Security & best practices No hardcoded secrets:* Always use *OAuth2 credentials** (Sheets & Outlook). Sanitize PII:* If publishing, *remove real spreadsheet IDs/URLs** and personal emails/phone numbers. Sticky notes are mandatory:* Add a *yellow sticky note** in the workflow with this description and a short setup checklist. Use neutral sticky notes for per-node tips. Troubleshooting No emails sent:** Ensure Contacted is blank for new rows and the Filter checks “is empty.” Auth errors (Outlook):** Reconnect credential; confirm Graph scopes and tenant consent. Sheets errors:** Re-select spreadsheet/tab; verify headers (Email, Contacted). Duplicates:* Confirm *Append/Update* uses *matching column = Email**. Tags & category Category: Sales & CRM Tags: outreach, follow-up, google-sheets, outlook, schedule, dedupe, cold-email Changelog v1.0.0 — Initial release: scheduled outreach, Outlook email, de-dupe via Contacted = Yes. Contact Need help customizing (personalization, rate-limits, CRM sync, bounce checks)? 📧 rbreen@ynteractive.com 🔗 Robert Breen — https://www.linkedin.com/in/robert-breen-29429625/ 🌐 ynteractive.com — https://ynteractive.com

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