A complete guide to automating outbound email campaigns using Theroishop

If you've ever felt overwhelmed by the idea of running outbound email campaigns—drafting, sending, tracking, replying, the whole circus—you're not alone. The promise of “fully automated sales emails” sounds great, but the reality is most tools are clunky or get you flagged as spam. This guide is for folks who want to get real results without getting lost in a maze of features, integrations, and (let’s be honest) hype. We’re going to break down how to use Theroishop to automate outbound emails without losing your sanity—or your deliverability.

Why Automate Outbound Email Anyway?

Let’s be direct: automation saves time and can help you reach more people. But it’s not magic. The value comes from freeing you up to focus on writing better emails, following up with warm leads, and iterating on what works. If you’re still copy-pasting the same pitch into Gmail, it’s time to up your game.

A good outbound campaign can help you: - Start more conversations with potential customers or partners. - Follow up automatically (without being annoying). - See what’s working and what’s not, quickly.

But don’t expect automation to do all the work. If your emails are bad or your targeting is sloppy, no tool can save you.

Step 1: Get the Basics Right Before You Touch Theroishop

Before you even log in to Theroishop, do yourself a favor and sort out these basics:

Clean Up Your Email List

Only use emails you’ve gathered legally (no scraping random lists).
Verify your list with a tool like NeverBounce or ZeroBounce. Bounces kill deliverability.
Segment by relevant criteria (industry, job title, etc.). Spray and pray is dead.

Warm Up Your Sending Address

Use a real domain, not @gmail or @yahoo.
Set up proper DNS records (SPF, DKIM, DMARC). Your IT person can help, or Google it.
Consider “warming up” a new domain/email address—send manual emails first, get a few replies, and don’t start blasting hundreds on day one.

Pro tip: Most deliverability issues aren’t caused by software—they’re caused by ignoring these steps.

Step 2: Set Up Your Theroishop Account

Once you’re ready, it’s time to get Theroishop running.

Sign Up & Connect Your Email
Register for a Theroishop account.
Connect your sending email (usually via OAuth for Gmail/Outlook, or SMTP for custom domains).
Set your sending limits low at first (e.g., 30-50/day). You can always ramp up later.
Import Your Contacts
Upload your cleaned list (CSV is safest).
Map fields like First Name, Company, etc., so you can use them in your emails.
Double-check for duplicates or errors. Garbage in, garbage out.
Configure Sending Settings
Set a sending schedule that matches real working hours.
Randomize sending times a bit (most spam comes at oddly regular intervals).
Limit daily sending—Theroishop lets you throttle this, and you should.

Step 3: Write Emails That Don’t Suck

Here’s where most campaigns go sideways. Automation makes it easy to annoy a lot of people, fast. Avoid these rookie mistakes:

Skip generic intros (“I hope this email finds you well…”).
Don’t write novels. 3-5 short sentences is plenty.
Personalize with real research if you can (“Saw your talk on X,” “Noticed your team just hired…”).
Have a clear ask (“Are you open to a quick call next week?” beats “Let’s connect!”).

Templates are fine, but if you can’t tell it’s a template, neither can your recipient. That’s the point.

Pro tip: Write your email, then cut 30% of it. Brevity wins.

Step 4: Build Your Campaign in Theroishop

Now that you’ve got your list and copy ready:

Create a New Campaign
Name it something you’ll recognize later (“June SaaS CEOs Outreach” beats “Campaign 1”).
Select your contact list.
Add Email Steps
Write your first email (use merge fields like {{FirstName}} for personalization).
Add follow-ups—space them out by a few days.
- Keep follow-ups simple: “Just bumping this up in case you missed it…” or add value (“Saw your company in the news…”).
Set rules for stopping follow-ups (e.g., if they reply or click).
Test the Sequence
Send a test to yourself (and a teammate, if possible).
Check for weird formatting, broken links, or embarrassing merge errors (“Hi {{FirstName}},” is not a good look).

Pro tip: Don’t go wild with variables. If you only have First Name and Company, just use those.

Step 5: Launch, Watch, and Tweak

You’re ready to go live, but don’t just hit “start” and walk away.

Monitor Sends Daily (at first): Look for bounces, angry replies, or signs your emails are landing in spam.
Track Key Metrics: Open rates, reply rates, click rates. Don’t obsess over “industry averages”—just focus on improving your own numbers.
A/B Test: Theroishop has basic split testing. Try different subject lines or first sentences. Small tweaks can make a big difference.
Pause If Things Go Sideways: Lots of bounces? Replies asking “How did you get my info?” Stop and reassess your list and messaging.

What to ignore: Don’t obsess over fancy analytics dashboards. If people are replying (and not asking to be removed), you’re doing fine.

Step 6: Handle Replies Like a Human

Automating outreach is fine, but once you get a real reply, ditch the robot.

Don’t use canned responses for warm leads.
Respond quickly (within a business day is best).
If someone asks to opt out, honor it. Don’t get cute or try to “win them back.”

What Works, What Doesn’t, & What to Skip

What works: - Clean lists and personalized messages. - Follow-ups (most replies come on the 2nd or 3rd email). - Simple, honest asks.

What doesn’t: - Mass-blasting generic pitches. - Over-automation—especially auto-replying to real human responses. - Ignoring deliverability. If your emails go to spam, nothing else matters.

Skip this stuff: - Over-designing emails (plain text > HTML). - Tracking every micro-metric. Focus on replies and booked calls. - Automating your entire sales process. Automation should start conversations, not close deals.

A Few Quick Troubleshooting Tips

Low open rates? Check your subject lines and make sure you’re not in spam. Use a tool like Mail-Tester.
High bounce rates? Pause everything and verify your list.
No replies? Rewrite your email. Ask a colleague for honest feedback.

Keep It Simple, Iterate Often

The truth is, most people overcomplicate outbound email. Start with a small, focused campaign. Watch what happens. Make one change at a time. If you’re not getting replies, adjust your targeting or copy before you mess with automation settings.

Don’t believe anyone who says there’s a silver bullet. Good outbound takes work, but with Theroishop handling the repetitive stuff, you can focus on what actually matters—building real connections, one reply at a time.