If you're tired of sending cold emails one by one, or you keep hearing about “personalization at scale” but don’t want to spend hours fiddling with spreadsheets, this guide is for you. We’ll walk through setting up an automated cold email campaign in Woodpecker without the fluff. This isn’t about buying the latest “growth hack” — it’s about getting real replies from real people.
Let’s get right to it.
Step 1: Get the Basics Set Up
Before you start any kind of campaign, you need two things:
- A Woodpecker account
- A dedicated email address just for cold outreach
You can sign up for a free trial of Woodpecker if you want to kick the tires. But here’s the thing: never use your main business email for cold emailing. You risk getting it flagged as spam, which is a nightmare to fix.
Pro tip: Buy a new domain that’s similar to your main one (like yourcompany.co if you use yourcompany.com), set up email addresses on it, and warm them up for at least two weeks before you send anything. Woodpecker offers a warm-up feature, but you can also just start by emailing friends and colleagues to look “human.”
Step 2: Connect Your Email Account to Woodpecker
Woodpecker works with Gmail, Outlook, and just about any other IMAP/SMTP email provider.
- Go to “Settings” in Woodpecker.
- Click Add Email Account.
- Choose your provider and follow the connection steps. For Gmail, you’ll just log in and authorize. For others, you’ll need your IMAP/SMTP details.
What to watch out for: - Make sure you’re not connecting a brand new email address that’s never sent anything before. - If you’re using Google Workspace, check your sending limits (Google is stricter than people realize). - If you hit “connection error,” double-check your credentials and enable “less secure apps” if needed (for non-Gmail).
Step 3: Upload and Clean Your Prospect List
Here’s where a lot of people mess up. Spray-and-pray doesn’t work. Take the time to build a real list.
- Start with a CSV file: Required columns are usually First Name, Last Name, and Email.
- Clean your list: Use a tool like NeverBounce or ZeroBounce before uploading. Bounced emails hurt your sender reputation.
In Woodpecker:
- Click Prospects > Add Prospects > Import from file.
- Match the columns to the right fields.
- Use custom fields for any info you want to personalize later (like “Company” or “Job Title”).
Ignore: Buying “verified” lists off random websites. You’ll get hard bounces and angry replies.
Step 4: Write Your Email Sequence (Don’t Overthink It)
Woodpecker lets you send a series of emails (“campaigns”) with automated follow-ups. Here’s how to set it up:
- Go to Campaigns > Create campaign.
- Write your first email. You can use variables like
{{First Name}},{{Company}}, or any custom field you imported.
Keep it short and honest. - Don’t use fake urgency or “quick question” subject lines (everyone’s wise to that). - One or two short paragraphs tops. - Make your ask clear. What do you want from them?
Example:
Subject: Quick intro
Hi {{First Name}},
Saw you’re at {{Company}}—looks like you handle {{Job Title}}. I work with companies like yours on [problem you solve]. If you’re open to it, I’d love to share a quick idea.
Interested?
Add follow-ups: - Keep them polite and lighter than the first email. - Don’t just repeat yourself. - Space them out every 2-4 days.
What doesn’t work: Aggressive sales pitches. Weird spacing and images. Over-the-top personalization that feels fake.
Step 5: Set Sending Limits and Schedule
This is where most people get impatient and blow up their domain.
- Sending limits: In Woodpecker, go to Settings > Email Accounts > Delivery Time & Limits.
- Stick to 30-50 emails per day per account if you’re starting out.
- Ramp up slowly over a few weeks.
- Schedule: Set your emails to send during normal business hours in your target time zone.
Pro tip: Randomize sending times (“human-like sending”) so you don’t blast out emails all at once. Woodpecker does this by default, but double-check.
Step 6: Preview, Test, and Launch
You’d be shocked how many campaigns go out with broken {{First Name}} tags. Always:
- Preview emails: Use Woodpecker’s preview to see how each message will look.
- Send test emails to yourself: Check for formatting, typos, and that all variables work.
- Spot-check your list: Make sure there’s no “First Name: null” or “Hi ,”.
When you’re ready, hit Start Campaign.
Step 7: Monitor Replies and Adjust
Automated doesn’t mean “set and forget.”
- Reply handling: Woodpecker can stop follow-ups if someone replies. Make sure this is enabled so you don’t annoy people.
- Track open and reply rates: Decent cold campaigns get 30%+ opens, 5%+ replies. If you’re lower, change something.
- Don’t obsess over open rates: Open tracking is less reliable these days (privacy changes, Apple Mail, etc.). Focus on replies and positive outcomes.
What to ignore: Massaging your subject line for hours, or reading blog posts about “magic words” that double replies. The only thing that matters is a clear, relevant message.
Step 8: Handle Unsubscribes and Blacklists
- Add an opt-out link to your emails. It’s not just polite, it’s legally required in some countries. Woodpecker can handle this for you.
- If you get spam complaints: Pause your campaign and review your list quality. Don’t keep blasting.
- If you land on a blacklist: Stop sending, fix your sending practices, and consider a new domain if needed.
Pro Tips and Honest Advice
- Don’t buy sketchy lists. You’ll just burn your domain and reputation.
- Keep your copy simple. Fancy graphics and bold claims don’t help.
- Test one thing at a time. Don’t change six things at once or you’ll never know what worked.
- Warm up your inbox. This takes patience, but it pays off with better deliverability.
Keep It Simple and Iterate
That’s all there is to it. No secret hacks, no AI magic, and definitely no 20-step “nurture” sequences. Start small. Send a few emails, see what works, and tweak as you go. Most people overcomplicate this stuff and burn out.
Remember: the goal isn’t to send as many emails as possible—it’s to get real conversations started. Keep it human, keep it simple, and keep improving.