[Donor Management System] Sending a Bulk Email to Contacts

The DMS has a built-in bulk email tool that can be used for your newsletters, announcements and any mass communications with your Contacts and donors!

—> Configuring your Email Settings


Before sending a Bulk Email

Bulk Emails are always associated with a group of multiple Contacts. To send a Bulk Email, you first have to select who you want to send it to by selecting either:

  1. A Group or a Smart Group, or
  2. A list of Contacts.

Sending a Bulk Email by Selecting Groups

1. Go to the Administer Tab

2. Under CanadaHelpsMail, select Draft, Schedule, and Manage Emails

3. On the next page, you will see a list of all of your Mailings. Select New Mailing at the top

4. You will be directed to Craft your Email and select your desired Groups to send the Bulk Email to.


Sending a Bulk Email by Selecting Contacts

Note: you can also send a Bulk Email by selecting Contacts on Groups & Smart Groups.

1. Go to the Contacts Tab

2. Search for a specific Contact or select either:

  • (1) The specific Contacts you wish to send the Bulk Email to,
  • (2) Every listed Contact on the page, or
  • (3) All Contacts in search criteria

3. Select the Actions menu at the upper-left side of the Contact list

4. Either type “bulk” in the Actions search bar or scroll the list to find the Send Bulk Email option

5. You will be directed to Craft your Email to send the Bulk Email.


Crafting your Email

1. After creating a New Mailing or selecting your desired Contacts, you will be directed to complete three Email Builder Stages:

Mailing Stage (1)

  • Mailing Name: internal name to help you keep track of your Mailings.
  • Campaign Group: leave this blank for now. In the future, you’ll be able to send Bulk Emails to Campaign Groups.
  • From: which From Email will be sending the Mailing.
  • Recipients: either your selected Contacts or selected Groups.
  • Subject: the email subject your Contacts will receive.
  • Subject – Tokens: merge tags such as “Hi {contact.first.name}“.
  • Language: either English or French.

5. When ready, select Continue or Save Draft if you want to continue later


Design Stage (2)

6. Next, pick one of our pre-set Templates by hovering your cursor to the desired one and pressing Select. The 3rd Template is usually the most popular.

6. You will then be able to build your new Email by using the following Blocks interface:

(a)

  • Drag Image or Text Blocks from (b) here and preview how your email will look.

(b)

  • Select or drag and drop your desired Blocks to (a).
  • You can scroll through various types of Blocks to build your email.

(c)

  • Blocks: a list of selectable Blocks seen in (b).
  • Content: once a Block has been added to (a), click on it to see more options in this section.
  • Style: once a Block has been added to (a), click on it to change its style in this section.

(d)

  • Undo: while editing your email on (a), go back to your previous edit.
  • Redo: while editing your email on (a), go forward to your latest edit.
  • Gallery: see a list of all of your images to be inserted in your emails. You can add new images from your device.
  • Phone icon: select the phone icon next to Gallery to see a preview of how your email will look on mobile devices.

(e)

  • Test: Preview how your email will look like in HMTL or text + Send test emails to yourself, someone else or a Group.
  • Close: exit this interface.

7. Once your email is ready, select Close to proceed

8. Hover your cursor on top of the single Template and select Edit to update it.

9. When ready, select Continue or Save Draft if you want to continue later


Options Stage (3)

10. On this Stage, you can finalise the email settings and schedule when to send it.

11. Select Advanced Mailing Options to configure:

  • Attachments: add one file up to 3 MB.
  • Responses: use default responses if a Contact replies to the received email or configure new ones by contacting your Onboarding Specialist. Select Track Replies if you want to store all email responses in a different email address.
  • Tracking: leave these checked if you want to track Click-Through-Rates (CTRs) and Opened emails.
  • Publication: leave Public Pages selected if you want the email to be viewed by all of your selected Contacts or Groups.

12. Select Send immediately and Submit Mailing to send the Bulk Email now

13. Select Send on + your desired date and time and Submit Mailing to send the Bulk Email in the future.

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