Organizing mass mailing

Introduction

Want to send a newsletter to all the contacts from your customer database or just need to inform some clients about an upcoming event?

Now you can do that directly from the CRM module. This guide will show you how it can be done in a few easy steps.

Step 1. Configure SMTP server

Online office allows you to send messages without opening any external email client software; all you need is to specify the parameters of the SMTP server for the mail service you commonly use. You will be able to send mail to your clients from your usual email address via your portal interface.

Online office does not provide any SMTP server integrated, it simply provides an interface to the existing mail services where you have an account.

To configure the SMTP settings:

  1. Go to the portal Settings section. To do that, click the Settings Icon icon in the right upper corner.
  2. Switch to the Integration tab.
  3. Open the SMTP Settings page.
  4. In the SMTP Settings section, fill out the necessary fields (you can get specific settings from your email service provider):
    • in the Host field, introduce your SMTP server host name, such as smtp.domain.com,
    • specify the Port number used by the SMTP server. It's recommended to use port 587 or 25.
    • check the Authentication box if only authorized users can use the server;
    • fill out the Host Login and Host Password fields,
      Host login is your email box address for the email server you specify the SMTP settings for. Host Password is the password you use to access the corresponding email box. Make sure that your email address and password are valid.
    • check the Auth via NTLM box to be able to login using SaslMechanismNtlm;
    • introduce any name you want in the Sender Display Name field,
    • specify the corresponding email address in the Sender Email Address field (it must comply with the one specified in the Host Login field).
  5. Check the Enable SSL box to enable encrypted connections.
  6. Click the Save button.
  7. To verify whether the specified settings are correct, click the Send Test Mail button. If the settings are specified correctly, you'll receive the SMTP Test Message to the email address specified in your user profile on the portal.
How to organize mass mailing? Step 1How to organize mass mailing? Step 1

Step 2. Access the CRM

Enter your portal and click the CRM link.

How to organize mass mailing? Step 2How to organize mass mailing? Step 2

In case you have already logged in to the portal and been using it for some time, to access the CRM module from any portal page, use the drop-down list in the top left corner of the page and select the corresponding option.

Step 3. Create a mailing list

Your mailing list can contain up to 50 recipients. To create it, just check the contacts you wish to send your email to in the Contacts list. To facilitate the search of the needed contacts, make use of our filter above the contact list.

Verify that all the selected contacts have the email address specified. If not, to add the address, click the Actions Actions button button to the right, select the Add email option from the drop-down list, and enter the necessary address into the field that appears. To confirm it, press the Enter key.

How to organize mass mailing? Step 3How to organize mass mailing? Step 3

When all the contacts are selected, click the Send Email button above the contact list and select the Internal SMTP (50 email recipients maximum) option.

If you wish to send emails using an external mailing software, select the Generate list for external program option from the drop-down list.

Step 4. Compose a message

When all the settings are configured, the Compose Mail page will open.

In the From: field, you will see the sender name and email address indicated while configuring the SMTP server. The To: field shows the number of the selected contacts.

All you need to do is enter the Subject for your letter and type in your message. The Formatting Toolbar helps you format your text by changing font style, font color, alignment, size, etc.

How to organize mass mailing? Step 4How to organize mass mailing? Step 4

If you need to add some variables to your message, make use of the Personal Tags.

If you wish to add the recipient name to the salutation, just place the mouse cursor at the point where you want the variable to be added, then select an appropriate tag from the drop-down list and click the Add to Letter Body. In our case, it will be FirstName and LastName as we send our letter to Persons. As a result, you will see the following line: Dear $(Person.First Name) $(Person.Last Name),

The necessary data will be automatically taken from your CRM customer database.

How to organize mass mailing? Step 4How to organize mass mailing? Step 4

You can also attach a certain file to your message. Click the Show file attachment panel link below the Letter Body field, and using the Attach File button, browse your hard disk drive for the necessary file.

Check the Store this message in History box to add the corresponding event to the interaction history of each contact in the mailing list.

Step 5. Preview and start mailing

To preview the result, click the Next (to preview) button below the Letter Body field.

The "Powered by ONLYOFFICE.com" text watermark will be added to your letter.
How to organize mass mailing? Step 5How to organize mass mailing? Step 5

If you are satisfied with the result, click the Send button to start mailing.

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