How to Send Mass Emails in Salesforce

  2266

You probably know Salesforce comes with an attractive mass email solution. This is a perfect tool to send out emails to a selected number of addresses only, but you can extend the number of addresses if you know how to work with Salesforce mass email limit.

Getting Started

You can start by deciding on the type of recipient you want to reach that depends on your business category and Salesforce utility you are working on. You may either choose Salesforce Classic or Salesforce Lightning. To take your business to the next-level, the most optimum choice is “Salesforce Lightning” with interactive user-interface capabilities. Some of the available recipient options include – Contacts, Leads, Person Accounts, and the Salesforce users.

Decide On Type Of Recipients

  • Contacts
  • Leads
  • Person Accounts
  • Salesforce users.

Once you are sure of the type of recipient, you need to create people view. Here, you will filter the contacts that you actually want to send the email. For this purpose, you can use a command to automated the task or simply go through the complete list and remove the people you are not interested in.

In the first step, when the list of the recipients is final, you need to design an email template. The best idea is to choose the email templates from the existing ones that are stored in Salesforce or you can create a new one that suits your business the most. Don’t forget to BCC yourself just to check out how it looks. If it is appropriate then set an activity for every email message that is sent out. Put a proper for the email so that it can be quickly tracked out of others.

Salesforce Email Mass Limits

Depending on how many emails you want to send every day, you can opt for different Salesforce editions. In professional edition, you can send maximum 250 emails every 24 hours. In case of Enterprise edition, the limit extends up to 500 and 1000 for the Unlimited edition. Even in the case of the unlimited edition, there is an upper limit defined by the Salesforce Company that does not justify the name at all.

The email mass limit is a hindrance for the Companies trying to grow rapidly. This is the reason why most of the Companies prefer third-party software to handle these govern limits. With third-party software integration, Companies can manage mass emails quickly. At the same time, you have the opportunity to track email records and who has read out your message and who has deleted directly.

Salesforce Editions Mass Email Limit
Personal, Contact Manager, Group Mass email facility is not available
Professional Edition 250
Enterprise Edition 500
Unlimited Edition 1000

 

Besides these mass email limits, there are a lot of other things that you should know to use the email function perfectly within Salesforce.

  • You can track the email open rates within Salesforce. However, it will not explain you about the action once the email was checked. For example, if you added a web link inside, it cannot tell you if the reader has clicked on the link or not.
  • Salesforce does have a technique to check the “opt-outs”. This is the reason why Companies have asked Salesforce to include the special code in the email function that can manage “opt-outs”.
  • If native “opt-out” option is checked by the user then it will be automatically removed from the list and you don’t have to take any further action on it. The option looks like as shown below in the screenshot –
  • This is not possible to change the “from” email address within Salesforce email function. The email will be sent on the name of the person who is executing the email. The situation can be very challenging if you wanted to send the email on behalf of another user or you wanted to use organization-wide addresses. Here is the option that can help you in managing “From” section. Setup -> Administration Setup -> Email Administration -> Organization-wide Addresses
  • By default, this is possible to send emails with native fields only. If you wanted to use any custom options or any other secondary address then there is no scope in Salesforce to use custom email IDs.
  • In case, few of the email addresses are used more than once by mistaken then Salesforce does not send out messages based on unique mail address concept. It will ultimately result in a waste of limits as defined by the Salesforce in advance.
  • In case of Salesforce Email function, attachments are sent as links, not as direct attachments. These links will stay active for 30 days and can be downloaded from web browser once clicked by the recipient.
  • At the positive side, the native email wizard allows you to filter people view and give description clearly to distinct email addresses from one another. Give proper time in giving the description as users always want to know which type of mass emails are sent to the clients.

How To Send Mass Email in Salesforce

How to Send Mass Emails in Salesforce

Let us try out the mass emailing in Salesforce together. The first step is to fill out the Email template detail as shown above in the screenshot. Write an attractive blog post for the email or you can take help from professional content writer to get your job done more precisely. Now move to the ‘Leads’ or ‘Contacts’ tab and scroll down until you don’t see Mass email option on the page.

How to Send Mass Emails in Salesforce

Now create the target list you wanted to send the emails. For this purpose, you need to leverage the people view currently available in ‘Leads’ tab or you can create a fresh view within wizard right away. Below in the screenshot, we have shown the options how it would look alike.

How to Send Mass Emails in Salesforce

Take an example, where you are interested in creating a new view. Remember, you can filter ‘Leads’ here based on campaign name and also focus on governing limits as per your Salesforce edition. Have a quick look at the steps when creating a new view within the Wizard.

How to Send Mass Emails in Salesforce

How to Send Mass Emails in Salesforce

In case you are running a professional edition then you cannot push the limit beyond 250. Here, in any case, you need to reduce the number of contacts and focus on selected email addresses only that you want to give higher priority. Tick the checkbox on the recipients’ email IDs you want to send the email as shown below in the screenshot-

How to Send Mass Emails in Salesforce

In the first step, when you are ready with email contacts, the next step is to decide on the Email template based on your business requirements. You can either choose the existing one or create a new that suits your products/services the most.

At the third option, you will get two choices where you can send an email copy to yourself and ask Salesforce to keep a record of the whole activity when and how the mass emails were sent.

In the last option, you can schedule the delivery of mass email for today or future. Also, you can monitor the progress of email campaign and make necessary changes for the future deliveries.

How to Send Mass Emails in Salesforce

As soon as, you click on “send” option, the fourth option is just a confirmation page. So, step 3 and step 4 are shown together earlier.

How to Send Mass Emails in Salesforce

That’s it! Now you must be aware how to send mass emails in Salesforce. Decide on the Salesforce edition carefully and start mass emailing to take your business to the new heights by effective email campaigning.

Write a Comment

avatar
  Subscribe  
Notify of

Download & Learn from Our Whitepapers

Stop, read and acquire deep insights into complex issues