Composing a Mass Email Message

In addition to being available from the Main Menu bar, the Mass Email feature can also be launched from a number of features within Top Producer 8i. More Info:

Regardless of whether the feature is launched indirectly from another feature or directly from the Main Menu bar, its features and functions remain the same.

Tip: You can set up custom-branded email stationery that can be automatically merged into outgoing email messages. For more information, see "Setting Up Email Stationery".

To compose and send a mass email:

1. Open the Mass Email screen. How?

   • From the Main Menu bar, go to Email > Mass Email.

2. Drag and drop recipients from the Contacts Look-up portlet into the To field. You can also click the To button to use the Search for Contacts feature to find and attach contacts to the mass email message. For more information on the fields available when performing a search, see the "Search for Contacts Screen (Email/Mass Email)" reference topic.

3. Type a Subject for the email. You can customize the subject for individual recipients. More Info:

   1. Click View Emails in the bottom left.

   2. Use the <Prev and Next> links to locate the contact you want to change the subject for. The contact names appear along the top of the screen.

   3. Once you've located the contact, type the Subject. This customized subject will only appear for the displayed contact.

   4. To change the subject for another contact, repeat steps b and c above.

   5. Once finished, click Save & Close.

   The Compose Mass Email screen reappears.

4. In the Attachments section, click the Browse button to attach a file, such as a picture or document, to the email.

   Tip: Make more room on the screen by clicking to collapse the Recipients section.

5. Compose the message body using the toolbar commands to format your message.

6. Customize the message content for individual recipients. More Info:

   1. Click View Emails in the bottom left.

   2. Use the <Prev and Next> links to locate the contact you want to customize the content for. The contact names appear along the top of the screen.

   3. Once you've located the contact, make your modifications. The changes you make will only appear for the displayed contact.

   4. To customize the content for another contact, repeat steps b and c above.

   5. Once finished, click Save & Close.

   The Compose Mass Email screen reappears.

7. To select a different Email Template for your Mass Email message, click the Change Template link. Select the Category and Template, and then click Apply Template.

   Warning: Any text and links that are in your email message body will be lost once you select a template.

8. Insert any additional content into the email. More Info:

   • To append or remove your signature from the email message, use the Include signature check box.

9. Click the Send Email button to send the mass email message. Alternatively, click View Emails to view your email before sending it.

   Tip: When you send an email from your Email Activity screen, the email activity is marked as done.  

   Top Producer 8i checks the email addresses to ensure that they have the proper syntax and none of the recipients have an unsubscribed email status. If there are any recipients with an unsubscribed email status, they are removed from the email and appear in a dialog box. Review this list and select the check box next to the contacts you want to add back to the email. For more information, see "Preventing Mass Email Spam".

Note: The Mass Email feature does not record all sent emails in the Inbox's Sent Items folder. These Mass Emails are recorded in each contact's activity history as marked done email activities.