How to Send an Email to Multiple Contacts
Why This Matters
Email Blast lets you send the same message to multiple contacts simultaneously—whether it's a few dozen or several thousand recipients. Instead of sending individual emails one at a time, you can communicate with your entire client base, marketing lists, or custom contact groups in just a few clicks.
This saves time, maintains personal connections with targeted messaging, and keeps detailed records of all your email communications.
Before You Begin
Before sending an email to multiple contacts, you'll need:
- Contacts already imported into your system
- An email template created and tested (recommended)
- Your Mail Merge Profile set up and email address verified
Always send a test email to yourself before sending to your contact list. This ensures formatting, links, and content look exactly the way you want them to.
Watch & Learn
🎥 Video: Sending an email to Multiple Contacts
Step-by-Step Instructions
1. Navigate to Group Actions
Hover over Contacts in the main menu and select Group Actions.
Group Actions is where you'll build your recipient list and send your email.
2. Clear Your Workgroup
Click Clear Workgroup to start with a fresh selection of contacts.
This ensures you're only sending to the contacts you want to include in this specific email, not contacts left over from previous work.
3. Add Your Contacts
Click the Add Contacts tab. Choose the specific groups, categories, tags, or search results you want to include in your email. You can select multiple groups by clicking on each one you want to target.
Only active contacts will be included in your email. Contacts marked as inactive will automatically be excluded and will not receive emails.
Review your recipient count to confirm the correct contacts are selected before proceeding.
4. Select Email Blast
Click back to the Actions tab to view all available Group Actions options. Click Email Blast to begin the email creation process.
5. Choose Your Email Template
Select a pre-created and tested email template from the dropdown menu, or write an email from scratch if needed.
We strongly recommend using a template. This allows you to test the email by sending it to yourself first to verify formatting, links, and attachments before sending to your contact list. Using a tested template saves you from sending an email with typos or formatting errors to hundreds or thousands of people.
6. Configure Email Settings
Before sending, review these important options:
Check Add a note about this Email Blast to create a record on each contact's profile. This creates valuable email history and helps track your communication efforts.
If a contact has two email addresses on their card, check Also send this email to Other Contact to send to both email addresses instead of just the primary one.
Review your recipient count one final time to confirm the correct contacts are selected.
7. Send or Schedule Your Email
Choose to either send immediately or schedule for later:
Send Blast Now for immediate delivery.
Schedule This Blast to set a specific date and time (up to one week in advance).
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.
8. Review Your Email Blast Reports
After sending, you can monitor detailed analytics about opens, clicks, bounces, and other engagement metrics.
Click Reports in the main menu, then select Email Blasts to view details of this blast. From here, you can see who opened your email, who clicked links, and access contact-specific engagement data.
You can also cancel scheduled blasts from the Email Blasts report before they send.
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 sends 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 detailed information about each email including opens, clicks, bounces, and spam reports. Access these reports through Reports → Email Blasts.
Q: How do I follow up with people who clicked a link in my email?
A: Use the email analytics feature to identify contacts who clicked specific links. Click the binoculars icon to automatically add these contacts to Group Actions for easy follow-up campaigns.
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.
Q: What's the difference between writing an email from scratch versus using a template?
A: Writing from scratch creates a one-time email in the moment. Using a template lets you save, test, and reuse email designs. Templates are recommended because you can send test versions to yourself before sending to your entire list.
Q: Why should I add a note about the Email Blast to contact records?
A: Adding a note creates a permanent record of this email on each contact's profile. This helps you track communication history and see exactly which emails each contact received over time.
Guide Type: How-To Guide
Estimated Time: 10 minutes
Next Guides: Email Templates • Email Analytics • Group Actions
Video Transcript
An Email Blast is an easy way to send a single email to multiple contacts in your database.
Here’s how it’s done.
In Group Actions, you’ll find the Email Blast function here.
You can populate your Workgroup a couple different ways. We’ll do it this way.
First, clear the workgroup here. Then we’ll go into the ‘Add Contacts’ tab and add the contacts we want to send our email to.
Now that we’ve created our group, go back to the actions tab and click on ‘email blast’.
We’ll select an email template from our Email Template Library, or, if we want to write an email from scratch, we can do that as well.
I always recommend using a template, that way you can test the email by sending it to yourself to make sure everything looks just the way you want it to.
Using a template can save you from blasting out an email to hundreds or thousands of people, with typos in it… or worse.
When your Email Blast is all set and ready to go, you can either send it now or you can schedule it to be sent later.
If you want to see the details of this blast or cancel a scheduled blast, click on ‘Reports’, and then ‘Email Blasts’.