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Email & calendar

  1. Lime CRM
  2. Email & calendar
  3. All about mass mailings

All about mass mailings

Creating mass emails isn’t difficult or complicated, but there are multiple small steps.  Don’t let our long guide put you off, you’ll soon manage it.

What do I do?

In Lime CRM there are two different ways of doing mass emails.  Both alternatives come up when you right click on persons or Tools > Send by.

  • Use the Merge Wizard– to create a history at the same time as emailing or use the multiple send method.
  • Use mass email– if you want to email without updating the history.

Merge Wizard – send emails and log history

  • Search for who you want to email by selection, quick filter or column filter.
  • Mark the contacts you want to email, right click and choose Send by > Merge Wizard.
  • Prioritize which methods you want to use and choose email as method 1. Check “Log in history”
  • Click next. The boxes at the bottom are always checked, and we recommend that you keep these settings.  Address applies to the field the email address is taken from.  You don’t normally need to change this if you don’t have two different email fields.
  • Click on Create New to bring up a new empty message in Outlook.
  • Add text, image and attach any documents. If you want to use text or values from Lime CRM in your message you can use control codes in “the crocodile jaws” (character < and>).The starting point is the fields on the staff card, if you started by selecting a Person in the main list.
    ​ To bring up the name of the company connected to the individual using the Staff card field input the control code <Company>. To bring up the content in the company field by name and Address input<Address>. Please note! You are set as the recipient but this can be changed by Lime CRM when the email has been sent
  • When you are happy with the message click Send.
  • NB! The message isn’t sent directly when you press Send.  The message is then saved after completing the steps in the wizard for the mailing.
  • Click on Next in the wizard to get an overview of what will be sent.
  • Click on Next again to confirm the email and see a result list.

Mass mailings via email

  • Search for who you want to email by selection, quick filter or column filter.
  • Mark the contacts you want to email, right click and choose Email via>Email guide.
  • Address applies to the field the email address is taken from. You don’t normally need to change this if you don’t have two different email fields.
  • Click on Create New to bring up a new empty message in Outlook.
  • Add text, image and attach any documents. If you want to use text or values from Lime CRM in your message you can use control codes in “the crocodile jaws” (character < and>).The starting point is the fields on the staff card, if you started by selecting a Person in the main list.
    ​ To bring up the name of the company connected to the individual using the Staff card field input the control code <Company>. To bring up the content in the company field by name and Address input<Address>. Please note! You are set as the recipient, but this can be changed by Lime CRM when the email has been sent
  • When you are happy with the message click Send. Please note! The message isn’t sent directly when you press Send.  The message is then saved after completing the steps in the wizard for the mailing.
  • Click on Next in the wizard to get an overview of what will be sent.
  • Click on Next again to confirm the email and see a result list.

Error message?

If you get an error message: “There are no recipients” or “Failed to send to 2 people” comes up if Lime CRM can’t find any email addresses. This can happen if the recipients email fields are empty.

If any of the recipients have errors in their e-mail addresses, for example contain å, ä or ö, a selection is created for these email addresses in connection with the email, so you can edit the addresses and easily create an extra email if necessary.

Tip 1! Do a test email to an external email address, for example to your private email address, to see how the email will look to the recipients.

Tip 2! Do a mass email when your colleagues are not working actively, as the performance in Outlook is affected when the email is sent.
The email is sent using your own email server and the performance can be affected by mass emails.  Do a test email to some of your recipients first to see how it is affected and how long the mass email takes to send.

Checkboxes

Only send to the recipients in the following selection

You can input a selection to further define the recipients.  Only the recipients that you initially marked in the list and are also in the selection will receive the email.

Send emails one by one

Check this box to send a unique email to each recipient.  We recommend that you use this function. Otherwise, your email may end up in junk mail.  (If you send one (1) message to lots of people, the Secret Copy field is used for the addresses, which often triggers spam filtering programs.)

Authorisation to send multiple emails to the same address

If this box is checked multiple messages are sent to the same address if multiple recipients have the same address. To avoid double emails uncheck the box.

Save only the first message in the Sent-folder

All messages sent are saved automatically by Outlook. This function makes it easy if you create a mass email and don’t want to fill up the Sent folder in Outlook with copies of the emails.