CRM Help

Email Marketing

Communication with customers is an important activity in any business scenario. One of the best ways of communicating is through email. Zoho CRM provides the option of using email to reach a large number of customers by sending mass emails. You can also create auto responders, schedule mass emails, and create email templates that are ready to use.

Note

  • The Mass Email feature is available only for the Leads and Contacts Module. In Zoho CRM, you can send mass emails to customers with respect to your business requirements. For example, you can send newsletters, special offers, updates, or personalized follow-up email to the customers in bulk. While sending mass emails to customers, you can choose a predefined template for the message from various email templates. Mass emails can be sent in the following ways:
    • Sending Mass Emails manually
    • Scheduling Mass Emails
  • Before sending emails, ensure that the record contains a valid email address.
  • Emails will not be delivered to the records with an invalid email address.
  • You can also try the Zoho Campaigns Integration to use the Leads and Contacts in CRM to carry out email campaigns. Additionally, you can track the clicks, bounce rates etc. and use the standard templates for the emails from within Zoho Campaigns.

Benefits

  • Save time in sending emails to an entire list of customers.
  • Create new mailing lists based on business requirements.
  • Schedule emails to send at a specific time, according to your convenience.
  • Allow customers to subscribe or unsubscribe from the mailing list using Email opt-out.

Email Limits

In Zoho CRM, you can send either bulk emails or individual emails. Following are the limits for sending emails based on your account's Edition.

For Individual Emails

The email limit for the organization will be calculated based on the total number of confirmed and active users in the account.

  • In the Free Edition - 50 x total confirmed and active users.
    In the Free Edition, you can add a maximum of 3 users. For example, you have 2 active and confirmed users in your organization's account. Then the total number of individual emails that a user can send per day, per organization will be up to 100 (50 x 2) emails. 12 AM to 11.59 PM PDT is considered as one day.

  • In the Paid Editions - 300 x total number of user licenses purchased.
    For example, you have 5 active and confirmed users in your organization's account. Then the total number of individual emails that a user can send per day, per organization will be up to 1500 (300 x 5) emails. 12 AM to 11.59 PM PDT is considered as one day.

For Mass Emails

  • Refer to the Feature Availability table to check the limits on sending mass emails.
  • You can send mass emails based on your Zoho CRM Edition. 12 AM to 11.59 PM PDT is considered as one day, to calculate the email count.
  • The mass emails per day, per company includes Autoresponders, active email Schedulers, Macros and Mass emails.
    You can also increase the mass email limit up to 2250 per day, per organization for an additional cost. Please write to us at sales@zohocorp.com to increase your mass email limit. Also, check out the Zoho Campaigns Integration with Zoho CRM. You easily plan & execute campaigns and you track the responses from contacts in CRM to take better sales decisions.

Send Mass Emails

In Zoho CRM, you can send mass emails to customers manually, by creating a new mailing list or by using an existing list. You can select the list of recipients in two ways:

  • Instant Filter (creating New Custom View)
  • Existing Custom View

Note

  • The Mass Email feature is available only in the Leads and Contacts modules. See Also Email Limits
  • You need to create email templates before sending mass emails. See Also Email Templates

Availability

Profile Permission Required: Users with the Mass Email Leads/Contacts permission in profile can access this feature.

To send mass emails

  1. Click the [Module] tab.
    Module refers to Leads, Accounts, Contacts, etc. tabs.
  2. In the [Module] Home page, click [Module] Tools > Mass Email [Module ].
  3. In the Mass Email page, by default, the system displays the Email Template tab.
  4. Under the Email Template tab, do the following:
    • Select the Template from the list.
      Note, that you cannot edit the email content here.
    • Click the New Template link to create a template.
  5. Under the Select Records tab, do the following:
    • Click Custom View Criteria, and then Select Custom View from the list, or
    • Click Manual Criteria, to search and select the required records manually.
      The system will display only those records that contain an email address. While sending mass emails to contacts, you can also specify the criteria based on the fields in the Accounts module.
  6. Click Send.

Schedule Mass Email

This feature allows you to schedule bulk emails to be sent to selected leads or contacts. For example, you want to send an email to customers at 10 AM PST, but you have an important meeting at that time. You can schedule the email to be sent at that specific time by using the Mass Email Scheduler, even in your absence.

Availability

Profile Permission Required: Users with the Mass Email Leads/Contacts permission in profile can access this feature.

Note

  • For a given scheduled time only three mass email processes are possible. See Also Email Limits

To schedule mass emails

  1. Click the Leads or Contacts tab.
  2. In the Home page, under Leads/Contacts Tools, click Schedule Mass Email.
  3. Click New Mass Mail Schedule.
  4. In the New Mass Mail Scheduler page, do the following:
    • Enter the Mass Mail Scheduler Name.
    • Select the Custom View from the list.
    • Select the Email Template from the list. See Also Email Templates
    • Select the Active check box.
      Only when you select the Active check box, will the scheduled emails be delivered.
    • Enter the Start Date and Time to schedule the emails. Enter the date in MM/DD/YYYY format, or select the date from the calendar displayed. Select the hours and minutes from the respective lists.
  5. Click Save.
    The system displays the View Mass Mail Schedule page.
  6. Click Edit or Delete, as required.
  7. Click Go Back. The created Scheduler is displayed under Mass Mail Schedulers.

Top