Send Bulk Email

How to send simple bulk email campaigns from RealOffice360 CRM with customizable email templates

Overview

The new bulk email feature allows RealOffice360 Premium users to send individual, personalized emails to multiple contacts or groups (up to 50 recipients at a time). RealOffice360 CRM makes it easy to keep in contact with pre-built, customizable email templates for clients, leads, buyers and sellers and mail merge tags to personalize your email content.

How it Works

RealOffice360 CRM sends bulk emails via your personal email provider (Gmail or Outlook) and not through an external mass email service. Therefore, to maximize deliverability to clients and prevent messages from being blocked or marked as spam, we adhere to anti-spam guidelines provided by Google and Microsoft as follows:

For advanced mass email mailouts, e-newsletter templates, drip campaigns and automatic birthday emails please also see:

Advanced email marketing with Mailchimp integration 

Step 1: Connect your Email Account

First, you need to connect your Gmail or Outlook email account to RealOffice360 CRM. If you haven't already done so, please follow this guide to connect your email.

Step 2: Select the Contact Recipients

Navigate to your RealOffice360 CRM Contacts page, apply filtering if you need to, and select the contacts you want to send the bulk email to. Click Send email

Step 3: Send Bulk Email

First, select the Email Template you want to use. Click Select or create template

You can Select an existing template, Create new template from scratch, or Make a copy of an existing template.

Next, click Preview

Be sure to preview each message by using the left and right arrows at the top to confirm it's correct for each recipient. The template tags are replaced with the Contact data for each recipient (e.g. first name, last name, email, etc.). Once confirmed, click the Send button to submit.

Read the confirmation dialog message for delivery details. Then, click Done to close it.

Tracking

All the email messages and bulk emails you send from RealOffice360 CRM have open and click tracking enabled. You can view the bulk campaign summary report with open and click rates by clicking on the Bulk Email Dashboard navigation tab in RealOffice360 CRM. To view the open/click counts of a given email message simply open that Contact's profile page and view the Activity history tab.

Troubleshooting

Once we complete the delivery of all the email messages in a bulk request we notify you by email with the results. Sometimes there might be issues that prevent us from delivering one or more emails. The most common reasons are listed below.

• Contact not found: you, or a team member, deleted a contact while in progress
• Email missing: you, a team member, or integration removed a Contact's email address while in progress
• Email canceled: you, or a team member, cancelled the delivery of the pending email for a contact

Frequently Asked Questions

Q. Can I delete an Email Template after I used it in a Bulk Email?

A. You can't delete an Email Template if it's used by a Bulk Email request that is currently processing. Once the Bulk Email request has been processed (i.e. the email messages have been scheduled for delivery), you can delete the Email Template.

Q. What happens if I edit an Email Template after I used it in a Bulk Email?

A. The Bulk Email uses the Email Template's subject, body and attachments as they were at the time of submitting the Bulk Email request. You are free to rename or edit the Email Template after you use it in a Bulk Email, as that won't affect the contents of previously submitted Bulk Requests.

Q. I noticed a mistake in my Email Template after I submitted a Bulk Email. What can I do?

A. If you realize there is a mistake in the Email Template after using it in a Bulk Email request, and your Bulk Request messages have not been delivered, you can cancel the Bulk Request, make the necessary changes to the Email Template, and submit a new Bulk Email request with the updated Email Template.

Q. Why is only one Bulk Email sending at a time?

A. RealOffice360 CRM sends bulk emails via your personal email provider (Gmail or Outlook) and not through an external mass email service. Therefore, it's crucial we comply with anti-spam policies to prevent your account from being blocked or flagged as spam. That is why every Bulk Email request you make is queued up and processed in the order it is received, and only one is sending at a time.