If you’re trying to get B2B leads, manual emails just don’t cut it. You need a system that sends the right messages, follows up automatically, and doesn’t make you look like a spammer. That’s where Mailgenius comes in. This guide is for anyone who wants to set up automated email sequences that actually work—not just fill up inboxes.
Below, I’ll walk you through setting up your first sequence in Mailgenius. I’ll flag the tricks that matter, call out what’s overhyped, and help you avoid the usual rookie mistakes.
Step 1: Get Your List Ready (Don’t Skip This)
B2B email automation is only as good as your list. Here’s what you need before you touch Mailgenius:
- Start with a clean CSV. Names, email addresses, company, and any custom fields you’ll want to personalize.
- Double-check for typos and duplicates. Bad emails kill your deliverability.
- Don’t buy random lists. It’s tempting, but you’ll get flagged as spam and hurt your domain reputation. Build your own or use a reputable source.
Pro tip: Run your list through an email verification tool first. It’s boring, but it saves you headaches.
Step 2: Connect Your Email Account
Mailgenius won’t send emails from a generic server. It uses your actual business account (Gmail, Outlook, whatever). Here’s how:
- Go to “Settings” and find “Email Accounts.”
- Click “Add Account” and follow the prompts. You’ll need to log in and grant permissions.
- Test it. Send a test email to yourself. If you don’t get it, fix that now—don’t wait until you’re blasting 500 contacts.
Watch out for:
- Sending from a brand new domain. Warm it up first, or your emails will go straight to spam.
- Shared inboxes. Personal accounts have better deliverability.
Step 3: Build Your Sequence
This is where most people get tripped up. Here’s what actually works:
3.1 Map Out Your Sequence (On Paper First)
- Keep it short. For B2B, 3–5 emails max is plenty.
- Each email needs a point. No “just checking in” fluff.
- Vary your content. Mix value, social proof, and a clear ask.
Typical sequence structure: 1. Intro and value prop 2. Follow-up with a specific example or case study 3. Gentle nudge (“Did you see my last email?”) 4. Final “permission to close your file” (you’d be surprised how often this gets replies)
3.2 Create a New Campaign in Mailgenius
- Click “Campaigns,” then “New Campaign.”
- Name your campaign. Be specific—“Q2 SaaS Outreach,” not “Campaign 2.”
- Upload your list. Map columns to Mailgenius fields.
- Set your sending schedule. Don’t send 500 at once—spread them out to look natural.
3.3 Write Your Emails in Mailgenius
- Personalize wherever you can. Use merge tags for names, company, or pain points.
- Skip the HTML. Plain text gets better replies and avoids spam filters.
- Don’t add attachments or images in your first email. Save those for later if needed.
What to ignore:
- Fancy templates. For B2B cold outreach, they often just make you look like a marketing blast.
Step 4: Add Follow-Up Steps
The magic isn’t in the first email—it’s in the follow-ups. Here’s how to set them up without annoying people:
- Add a new step in your Mailgenius sequence. Choose delay (e.g., 2-4 days after no reply).
- Keep it short and change the angle. Reference your last email, offer another resource, or ask a new question.
- Set “Stop Sequence” triggers. If someone replies or clicks, don’t keep following up. Mailgenius can handle this automatically.
Pro tip:
- Use “soft” CTAs. Instead of “Book a call now,” try “Is this worth a conversation?” It’s less pushy and gets more replies.
Step 5: Test Everything
Before you hit “Go”:
- Send every step to yourself. Check for broken merge tags and weird formatting.
- Reply back to your own emails. Make sure the sequence stops as expected.
- Check your sending times. Avoid weekends and early mornings. Tuesday–Thursday late mornings work best for B2B.
Don’t trust the preview. Real inboxes don’t always look like the editor.
Step 6: Hit Send—But Start Small
- Start with a small batch (20–50 contacts). Watch how it goes before scaling up.
- Monitor replies and bounces. If you get a lot of bounces, pause and fix your list.
- Tweak subject lines and copy as you go. If nobody replies to email #2, rewrite it.
Ignore:
- Vanity metrics like open rates. Focus on actual replies and meaningful conversations.
Step 7: Track, Learn, and Iterate
Automation isn’t “set it and forget it.” Here’s how to get better over time:
- Check your stats weekly. Which step gets the most replies? Where do people drop off?
- Try A/B tests. Subject lines, call-to-actions, and sending times are good places to experiment.
- Manually review replies. Don’t rely on automation to sort real leads from junk. Take 10 minutes a day to scan your inbox.
If you’re not getting replies:
- Your list might be off-target.
- Your “ask” might be too much, too soon.
- Or maybe your emails sound like a robot. Rewrite like you’re talking to a real person.
What to Skip (and What to Double Down On)
Skip:
- Overcomplicated sequences with 7+ steps. You’ll just annoy people.
- Overly aggressive follow-ups. No one wants four emails in four days.
Double down on:
- Personalization. Even just using someone’s name and company can double response rates.
- Timing. Space out your emails so you’re not a pest.
Wrapping Up: Keep It Simple and Iterate
You don’t need fancy hacks or a 12-email sequence. With Mailgenius, you can set up a simple, effective B2B outreach campaign in an afternoon. Start small, keep it personal, and tweak as you learn what works for your audience. The best results come from iterating—not winging it or overthinking.
Get your first sequence out, learn, and improve. That’s how you actually win more B2B leads.