Mass Emails

Sending mass emails 

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. See Also Mass Mail Unification

Note:

  • The Mass Email feature is available for all the modules that support email addresses. In Zoho CRM, you can send mass emails to customers with respect to your business requirements. For example, you can send updates, or personalized follow-up emails to the customers in bulk. Mass emails cannot be considered as a replacement for email campaigns softwares and tools. In CRM, the purpose of mass emails is to easy your business process.
  • 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.
 Mass Email

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:

  • 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 More icon > 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.
    • Next you have to enter the email addresses in the From and Reply to fields.
      Here you can choose one of these option in the drop-down list:
      • your account email address
      • organization email address
      • email address of the record owner
    • 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.

Note:

  • Email address from template option will be available if you have already configured from and reply to in templates.

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
 Delete Scheduled Mass Email

To schedule mass emails

  1. Click the Leads or Contacts tab.
  2. In the Module list view page, click More icon > ScheduleMass 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
    • Click the New Template link to create a template.
    • Next you have to enter the email addresses in the From and Reply to fields.
      Here you can choose one of these option in the drop-down list:
      • your account email address
      • organization email address
      • email address of the record owner
    • 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.

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