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Send a Mass Email

Updated

 

The Goal: Send a single email to many recipients at once by using the Address Book to filter and select groups of contacts.

Before You Begin:

  • Permission to send communications in your GrowthZone database.
  • A clear idea of which group(s) should receive the email — lists/committees, categories, tags, membership types, membership status, or event registration status.
  • Any individual email addresses you want to exclude from the send.

GrowthZone provides you with an Address Book where lists/committees that you have created and dynamically created grouping have been created. For example, the system has dynamically created a group of all of your active members. Other dynamically created groups include member categories, event registrants, event attendees, event sponsors, etc.

Step-by-Step Instructions

  1. Use the “Send Email” action to open the “Send Email” window. This can be located in many places throughout the software — in a contact record, in the communications module, in an event, in the billing module, etc. 

  2. On the Send Email screen, click the ellipsis icon to the right of the To field to open the address book.

  3. Enable or disable the filters as needed.

    You can filter by:

    1. Lists/Committees: current active lists/committees. (Default)
    2. Categories: current active categories in your database. (Default)
    3. Tags: current used tags in your database. (Default)
    4. Membership Types: current active membership types in your database.
    5. Membership Status: Active and/or Courtesy only.
    6. Event Registration Status

  4. Select the desired group(s). You may select as many as needed.

  5. Click Done.
  6. If you wish to exclude any recipients from the email, enter the email addresses in the Exclude Sending to Contacts on List field.
  7. Complete your email as desired and send it.

When sending a mass email all participants will be displayed in the “To” line if the number of recipients is less than or equal to the Bulk E-Mail Threshold in your communications settings. If the number of recipients is greater than this number, email addresses will be blind copied.  See Configure Visibility of E-mail Addresses when sending a Mass E-mail (Email Bulk Mode Threshold).

You can also send an email to multiple contacts within the contacts module. See  Communicate with many contacts from within the Contacts module. 

Common Pitfalls

  • Forgetting the Bulk E-Mail Threshold: If your recipient count exceeds the Bulk E-Mail Threshold, addresses are blind copied automatically. Confirm your threshold setting before assuming recipients will see one another in the To line.

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