Send an Email to a Group of Contacts
Easily send targeted email campaigns to specific groups of your contacts using our Group Actions feature. This powerful tool lets you communicate with your entire client base, marketing lists, or custom contact groups in just a few clicks.
Overview
What it does: The Email Blast feature allows you to send the same email message to multiple contacts simultaneously, whether it's a few dozen or several thousand recipients.
Key benefits:
- Save time by sending one email to hundreds of contacts at once
- Maintain personal connections with targeted, relevant messaging
- Track email performance with built-in analytics
- Keep detailed records of all email communications
When to use this feature: Perfect for newsletters, announcements, promotional campaigns, event invitations, or any time you need to communicate the same message to multiple contacts.
This article will walk you through the complete process of selecting contacts, preparing your email, and sending your message successfully.
Important note: Before sending any email blast, always test your email template by sending it to yourself first to ensure everything looks correct.
Email Blast Video:
How to Send an Email Blast
1. Navigate to Group Actions
Hover over Contacts and select Group Actions.
2. Clear Your Workgroup
Click Clear Workgroup to start with a fresh selection of contacts.
3. Select Your Contacts
Click Add Contacts and choose the specific groups you want to include in your email blast. You can select multiple groups by clicking on each group you want to target.
Note: Only active contacts will be included in your email blast. Contacts marked as inactive will not receive emails.
4. Access Email Options
Click the Actions tab to view all available Group Actions options.
5. Start Your Email Blast
Click Email Blast to begin the email creation process.
6. Choose Your Email Template
Select your pre-created and tested email template from the dropdown menu. Make sure your template is finalized and ready to send.
Best Practice: Always create and test your email template beforehand. Send a test email to yourself to verify formatting, links, and attachments before sending to your contact list.
7. Configure Email Settings
Before clicking Send Blast Now, consider these important options:
- Check Add a note about this Email Blast to create a record on each contact's profile
- Choose whether to send immediately or schedule for later
- Review your recipient count to confirm the correct contacts are selected
Important: Adding a note to contact records creates valuable email history and helps track your communication efforts.
8. Send or Schedule Your Email
Choose to either:
- Click Send Blast Now for immediate delivery
- Click Schedule This Blast to set a specific date and time
9. Confirm and Monitor
Wait for your blast to process. You'll receive a confirmation once the email has been successfully sent. You can then review detailed analytics about opens, clicks, and other engagement metrics.
Additional Information: Email analytics are available in the Reports section under Email Blasts where you can track opens, clicks, bounces, and other important metrics.
Email Blast Questions and Answers
Q: How many contacts can I send to at once?
A: There's no specific limit to the number of contacts you can include in an email blast. The system can handle large lists efficiently, whether you're sending to dozens or thousands of contacts.
Q: What happens if a contact has two email addresses?
A: By default, the system will send to the primary email address. If you want to send to both email addresses on a contact card, check the box Also send this email to Other Contact before sending your blast.
Q: Can I track who opened my emails?
A: Yes. Real-time email analytics show you detailed information about each email including opens, clicks, bounces, and spam reports. Access these reports through Reports → Email Blasts.
Q: What if I want to follow up with people who clicked a link?
A: Use the email analytics feature to identify contacts who clicked specific links. These contacts can automatically be added to Group Actions for easy follow-up campaigns. Click the binoculars to add them to your Group Actions.
Q: How do I avoid sending emails to inactive contacts?
A: The system automatically excludes contacts marked as inactive from email blasts. Inactive contacts will not appear in Group Actions and will not receive emails.
Q: Can I schedule emails to send later?
A: Yes. Instead of clicking Send Blast Now, click Schedule This Blast and select your preferred date and time (up to one week in advance).
Q: What should I do if I make a mistake in my email?
A: Always send a test email to yourself before sending to your contact list. If you notice an error after sending, you cannot recall the email, but you can send a follow-up correction if necessary.
Important Warning: Once an email blast is sent, it cannot be stopped or recalled. Always double-check your email content, recipient list, and settings before clicking send.