Sending Mass Email

STEP 10: Sending Mass Email

Quite often there may be a group that you want to send to. You want to mass email everyone the same email but be able to personalise it. Salesforce has this system built in. Salesforce enables you to send up to 5000 emails per day across your team. It can be a complex email pulling data from the contact and their church or it could be something as simple as telling 50 churches in a town that you are visiting there and would love the chance to meet with them and see who responds.

To be able to do this you need to first create a list view. (Step 9 above). When you have the list view that you would like, towards the top right hand side of the screen you will see a button, “Send List Email”. (Sometimes this is hidden by a dropdown arrow giving you more options.) This then enables you to send to everyone on this particular list.

Exercise 8 – Pretending to Send a Mass Email (Don’t press send!!)

In this example let’s assume you are responsible for Church Engagement across a geographic area. You are going to be travelling to a particular part of town / city / country and want to contact everyone in that area to say you are there for a couple of days and could you meet with them.

Click on Contacts on the top navigation.
From List View Controls (the little gear box) select New.
In filters for Filter by Owner change it to All contacts.
Click Add Filter.
Select the field: Billing or Postal or Mailing city (depends on how your Salesforce has been setup)
Select the operator: Equals
Select the value: [your favourite city / town]
Click Save.

Once the list is created click on Send List Email. – This will open a new dialog box.

In the recipients area you should see your current list view automatically populate the field.
Either select a template, that you have already created, or:
1. Enter a subject line
2. Enter your content and remember to use the merge field options down in the bottom right of the screen.
When you have entered your content click on the Review tab to see how it looks. (See below for my content page and review page)

Content View

Review View:

Click through the names on the left hand side of the Review View to make sure you are happy with how it looks for everyone. If you are not happy go back to Content and edit.
1. If you have used a template you can edit the template in the content view as well.
When you are happy with it “pretend” to click send. An email will be sent to everyone on the list.

When sending a mass email you do not have to send to the entire list you can select individuals from the list that you want to send the email to. As the example to the right shows, we have selected 6 out of the 7 names on this list. We can then click the “Send List Email” and it will only send to these 6 people.

This can be great when sending to people that are attending an event or you may have recently had a conversation with this person and they do not need to be contacted. There are many reasons why you may exclude a few people and include others.