Email Marketing

Communication with customers is an important activity in any business scenario. Zoho CRM provides Email Templates to send one message to multiple recipients. Email templates can be used to send mass Emails to leads/contacts or send Email notifications to the Zoho CRM users upon triggering a workflow rule.

* Mass Email option is not available for Potentials, you can only send individual Email to Potentials.

In Zoho CRM, you can send bulk Emails to customers with respect to your business requirements. For Example, you can send newsletters, special offers, updates, or personalized follow-up email to the customers at the same time. When you send bulk emails to customers, you can choose a predefined template for the message using Email Templates and you can also select the recipient list using Custom View. Bulk Emails can be sent in the following ways:

• Sending Mass Email Manually
• Scheduling Mass Email

Note: Before sending Email, ensure that the record contains a valid Email address; otherwise, the Emails will not be delivered to the corresponding record.

Benefits

• Saves time in sending emails to the entire list of customers.
• Creating new mailing list based on business requirements.
•  Scheduling emails to send later according to your convenience.
• Allows customers to subscribe/unsubscribe from the mailing list using Email opt-out.

Usage

Send Mass Email Manually

In Zoho CRM, you can send mass emails to customers manually by creating a new mailing list or by using the existing list. You can select the recipients list in two ways:

• Instant Filter (creating New Custom View)
• Existing Custom View

To send mass email by filtering data instantly

1. Click on Leads tab.
2. In Leads home page, click the Mass Email Leads link under Leads Tools Section.
3. In Mass Email page:
   
   1. Select Email Templates
      
      • Click on the Email Template tab
      • Under Email Template section, select the template to be used from the pick list. The template content is displayed under Email Template Body section. You can also create a new template by clicking on New template link.
   2. Selecting Records using Instant filter
      
      • Click on the Select Records tab
      • Click on Manual Criteria under Specify criteria section to create a new mailing list.
      • Specify the matching filter criteria and click Search. The records are displayed according to the filter criteria under Matching Leads section.
      • Select the records from the list to whom you want to send emails
4. Click Send. The Email Message is send to the selected recipients .

Note: Follow the same procedure for Contacts Module.

To send mass email by selecting the custom view

1. Click on Leads tab.
2. In the Leads home page, click the Mass Email Leads link under Leads Tools Section.
3. In Mass Email page:
   
   1. Selecting Email Templates
      
      • Click on the Email Template tab
      • Under Email Template section, select the template to be used from the pick list. The template content is displayed under Email Template Body section. You can also create a new template by clickong on New template link.
   2. Selecting Records using Existing Custom View
      
      • Click on the Select Records tab
      • Click on Custom View Criteria under Specify criteria section to use the existing mailing list.
      • Select the Custom View from the drop down list. The records are displayed according to the selected Custom View under Matching Leads section.
      • Select the records from the list to whom you want to send emails.
4. Click Send. The Emails are send to the selected recipients along with the emails template chosen.

Note: Follow the same procedure for Contacts Module.

Schedule Mass Email

In this method, you can schedule the emails to be sent to customers at a specific time according to your convenience . For Example. you want to send the emails to customers only at 10 AM PST, but you wont be available at that specific time. In such instances, you can schedule the mail to be sent at 10 am PST by using the Mass Email Scheduler  i.e. the emails are sent to the customers at the scheduled time even in your absence.

To schedule mass email

1. Click on Leads tab.
2. In the Leads home page, click the Schedule Mass Emails link under Leads Tools Section.
3. In the Schedule Mass Emails page, click on New Mass Mail Schedule button.
4. In New Mass Mail Scheduler page:
   
   1. Mass Mail Scheduler Configuration
      
      • Mass Mail Scheduler Name: Enter the name of the scheduler. You can specify any name for your reference.(For e.g . Scheduler1 )
      • Custom View: Choose the custom view from the drop-down list to select the recipients .
      • Email Template: Choose the email template to be attached from drop-down list and select Active by clicking on the check-box .
      • Start Date & Time: Specify the start date and time to schedule the emails.
      • Click Save.
   2. View Mass Mail Schedule
      
      • This page displays the details of the created scheduler.
      • You can also modify and cancel the Scheduler by Edit and Delete buttons.
5. Click on Go Back button. The created Scheduler is displayed under Mass Mail Schedulers.

Note: Follow the same procedure for Contacts Module.

The emails are sent to the recipients at the scheduled time according to the created scheduler.

Email Templates

Please refer to: Email Templates

Limitations

• Send Mass Email Option is available only for Paid customers (Professional/Enterprise Edition).
• Maximum of 250 mails can be sent per day across your organization i.e . you can add only up to 250 recipients.