Sending mass email

You can send email to all of the contacts in an address book using the Task Scheduler. You create the message and select batch sizes and delivery schedule. When all of the emails are sent, a confirmation email is sent to the task submitter.

To send mass email

  1. Click the Administration tab.
  2. In the System Management section, click Task Scheduler.
    The Task Scheduler page appears.
  3. Click New task and select Mass Email.
    The Setup Mass Email page appears.
  4. In the Task Name field, type a descriptive name to identify this task.
  5. (Optional) In the Description field, type a useful description of this email.
  6. In the left pane, click Recipients.
    The Recipients pane appears.
  7. In the All recipients in Address Book section:
    1. In the first field, select the address book.
    2. In the second field, select the Contact item.
    3. In the third field, select the field to use for sending the email.
      This is usually the primary Email Address field.
  8. In the left pane, click Email Content.
    The Email Content pane appears.
  9. Complete the fields as follows:
    1. In the Reply-To field, type the address to which replies should be sent.
    2. In the From field, type the name or address from which the email will be sent.
    3. In the Subject field, type the information that will display in the Subject of the email.
    4. In the Body Content section:
      1. (Optional) Select Manually customize the template for plain text notifications.
      2. In the body text field, create the message for the email. If you create it on the HTML tab, you can use the formatting tools to customize it. You can also paste the content in this field.
    5. (Optional) To attach files to this email, click Browse next to an Attachment field and select a file. Click the plus sign to attach additional files.
  10. In the left pane, click Schedule.
    The Schedule pane appears.
  11. Complete the fields as follows:
    1. In the Schedule time to send email field, select when to send the email.
      By default, sending at a specific time is selected and you can select a Date, Time and Minute. You can also select to send the email immediately after you save it.
    2. In the Length of time to send mass emails before a mandatory break field, select whether to send all messages at one time or to send them at specified intervals.
      Interval options are from 15 seconds to 1 hour.
    3. In the Number of messages per batch field, select how many messages to send in a batch.
      Size options are from 10 to 1000 messages.
    4. In the Length of delay between batches field, select how long to wait between batches.
      Delay options are from 1 to 10 seconds.
  12. (Optional) To preview the email before sending:
    1. Click Preview Email at the top left corner of the page.
      The Preview Email dialog box appears.
    2. Verify the destination email address and click Yes.
      A test message is sent to the specified email address.
  13. Click Save.

To see a list of mailings scheduled or to delete a mailing from the queue, return to the Task Scheduler page.

Related topic

Scheduling tasks

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