COLD MAIL BOT
Complete Setup Guide
Python + Gmail + Excel • Beginner Friendly
What This Bot Does
This bot automatically sends personalized cold emails every day from your Gmail account using a
list of contacts you provide in an Excel file. It tracks who has already been emailed so no one ever
receives the same mail twice.
✅ Reads contacts from your Excel file
✅ Sends the right email template for each company type
✅ Marks contacts as sent so they never get double emailed
✅ Runs automatically every day at 9 AM
✅ Sends max 20 emails per day to stay safe from spam filters
STEP 1 Download Python
Python is the programming language that runs the bot. You need to install it once.
→ Open your browser and go to:
[Link]/downloads
→ Click the big yellow Download button
→ Save the file and open your Downloads folder
STEP 2 Install Python
→ Double-click the downloaded file (looks like: [Link])
→ A window will open — look at the BOTTOM of the window
⚠️ Tick the checkbox that says "Add Python to PATH" before clicking anything else!
→ Click Install Now
→ Wait for it to finish → click Close
STEP 3 Check Python is Working
→ Press Windows + R on your keyboard
→ A small box will appear — type cmd and press Enter
→ A black window will open — type this and press Enter:
python --version
You should see something like: Python 3.12.x
If you see an error, re-install Python and make sure you tick "Add Python to PATH"
STEP 4 Install Required Libraries
In the same black CMD window, paste this and press Enter:
pip install openpyxl schedule
→ You will see text scrolling — this is normal, just wait
→ When it stops and shows the cursor again, you are done ✅
STEP 5 Create Your Bot Folder
→ Go to your Desktop
→ Right-click anywhere → New → Folder
→ Name the folder:
ColdMailBot
→ Save the cold_mail_bot.py file inside this folder
STEP 6 Get Your Gmail App Password
Gmail does not allow bots to use your regular password. You need a special App Password.
→ Go to: [Link]
→ Click Security on the left side
→ Make sure 2-Step Verification is turned ON
⚠️ If 2-Step Verification is OFF — click on it and turn it ON first. Google will send a code to
your phone.
→ Once 2-Step is ON, search for App Passwords in the search bar at the top
→ Click App Passwords from the results
→ Under App name — type: mailbot → click Create
→ Google will show you a 16-character password like:
abcd efgh ijkl mnop
⚠️ Copy this password immediately. You will not be able to see it again.
STEP 7 Edit the Bot File in Notepad++
→ Open Notepad++
→ Go to File → Open → find cold_mail_bot.py in your ColdMailBot folder
→ Find these two lines near the top of the file:
GMAIL_ADDRESS = "devansh911911@[Link]"
GMAIL_APP_PASS = "xxxx xxxx xxxx xxxx"
→ Replace xxxx xxxx xxxx xxxx with the App Password Google gave you
→ It should look like this after editing:
GMAIL_ADDRESS = "youremail@[Link]"
GMAIL_APP_PASS = "abcd efgh ijkl mnop"
→ Press Ctrl + S to save the file
STEP 8 Run the Bot for the First Time
→ Go to your Desktop → open the ColdMailBot folder
→ Click on the address bar at the top of the folder (where it shows the path)
→ Type cmd over it and press Enter — a black window opens inside the folder
→ Type this and press Enter:
python cold_mail_bot.py
The bot will automatically create a [Link] file in your ColdMailBot folder ✅
STEP 9 Fill Your Contacts in Excel
→ Open the [Link] file that just appeared in your ColdMailBot folder
→ Fill in your contacts — one person per row:
Name Email Company Company Type Sent Sent
Date
Rahul Sharma rahul@[Link] HDFC AMC Fintech Startup No
Priya Singh priya@[Link] Mamaearth D2C Startup No
⚠️ The Sent column must always say No for new contacts
⚠️ Company Type must be spelled exactly as shown below:
D2C Startup
Fintech Startup
Digital Marketing Agency
FMCG Brand
EdTech Company
SaaS Startup
Investment/Wealth Management
Creator Economy Startup
Social Media Agency
VC-Backed Startup
→ Press Ctrl + S to save your Excel file when done
STEP 10 Run the Bot — Send Your First Emails!
Go back to the black CMD window and run:
python cold_mail_bot.py
The bot will now send emails immediately and show you a summary like this:
✅ Sent to Rahul Sharma at HDFC AMC (Fintech Startup)
✅ Sent to Priya Singh at Mamaearth (D2C Startup)
📊 Today's Summary
Sent: 20
Failed: 0
Remaining in list: 45
After today's batch, the bot will automatically send emails every day at 9 AM — as long as the CMD
window stays open ✅
Important Rules to Remember
→ Keep the CMD window open — closing it stops the bot
→ The bot sends max 20 emails per day to avoid Gmail spam filters
→ Anyone with Yes in the Sent column will never be emailed again
→ To stop the bot anytime, press Ctrl + C in the CMD window
→ To add more contacts, just add new rows in Excel and run the bot again
Common Errors & Fixes
❌ Username and Password not accepted
→ Your App Password is wrong. Go back to Step 6 and generate a new one.
❌ python is not recognized
→ Python was not added to PATH. Re-install Python and tick the PATH checkbox.
❌ No module named openpyxl
→ Run this in CMD: pip install openpyxl schedule
Built for Devansh Narayan • Cold Mail Automation Bot