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Customer communication

Mass mails

Please note that unlike other providers, onOffice does not have a limit for sending mass mails.

However, mass mails with more than 100 recipients cannot be sent time-delayed.

With onOffice enterprise edition you can easily create mass mails to send one email to several of your prospects or selected customers, send newsletters or e.g. New Year’s wishes. In a mass mail, a single email is sent to each recipient. This means that every email also contains the appropriate individual letter salutation.

A mass mail is created in the normal “email dialog”, the mass mail mode is activated via the button “Mass mail” in the upper right corner. Thus the functions for templates, drafts, property links or attachments are the same and are not described here. The “Separate recipients” and Options tabs are inactive. For details, see “Writing emails“.

For mass mails, activity entries are stored in the contacts. In the property records as well, but this can be influenced.

In the tutorials you can find an example of a mass mail.

If you send an email with linked prospects to the owner on the “Prospects” tab in a property via “Contact” >> “Contact owner”, mass mails are not possible and the mass mail button is disabled.

Compose mass mail

Content

First create the text for a mass mail like a normal email – you need the mass mail mode only when you send it.

As a normal email, you can create the text at your leisure, check it and then file it as a draft.

Receiver

Mass mails go to a large number of recipients, choosing the right recipients is the main difference from the usual email writing.

You can specify the recipients as a work list or as a filter . In the mass mails tutorial you can find an example of the difference via worklist / filter.

In general, if there are two or three characteristics to select contacts as recipients, then a filter is suitable.
If there are many “exceptions” to the filtered comtact list or there is no manageable combination of characteristics, then you should create a work list. This can be based on a filter and is then manually expanded or reduced.

If a contact includes a “Recipient Selection,” the subordinate contacts are read accordingly and automatically added.

Dispatch – Activate mass mail mode

Only when the content and recipient of the mass mail are defined, you should activate the mass email mode.

You activate the mass mail mode in the email dialog on the top right via the “Mass mail” button.

Versenden einer Serienmail

In the mass mail mode, the “To” field is replaced by the “mass mail” category:

  • Contact selection: Via Filter / Worklists they can select the recipients – see Selection of contacts.
    The recipients are selected via the newly added selections “Filter” or “Worklist”. In the mass mail tutorial, the differences of recipient selection via filters and contacts are discussed.
    The number of Contact records from the selection is displayed at the bottom of the email dialog next to the contact icon. The number of Contact records is shown, without checking the email addresses entered. So the number of emails sent may be less.
  • Newsletter sending, this option is active by default. This means that only contacts that have explicitly ordered a newsletter – i.e. that have a “Yes” in the “Newsletter” field in the basic data of the Contact record – will be written to.
    If you deactivate the option, a warning symbol will be displayed at the bottom of the email dialog above the number of recipients. The option is available only if the “Newsletter” field has been enabled in the Contact records as well(Administration).
  • Do not create agent’s log entries, active if properties are linked and the option is enabled in the basic settings . If the option is activated, no activity or agent’s log entry will be entered in contacts and properties via sending the mass mail.
  • Format Html, the format of the email will be changed to Html for mass mail sending. You can also use it to send templates in “text only” format, they will be “wrapped” in “html”.
  • Track dispatch: When sending a mass mail, it is also possible to record who opened the email. For this purpose, there is the additional module “Marketing Box“. There you will also find details about the function and configuration.
    Please note that individual evaluation is only permitted with the consent of the recipient. It is necessary that you have previously obtained permission from each addressee to store their reading behavior by means of “tracking pixels”.

After selecting the variant of serial mail sending and the suitable recipients, you can load the draft of the mass mail content via the “Template” field. Before sending, please check the sender (“Identity” field), the signature and check the content via the “Preview” tab.

The dispatch happens in blocks of 50 emails.

You can check whether an email has been sent as a mass mail in the corresponding detailed view of an email activity by clicking on the Info-i at the bottom left. The action characteristic “Mass mail” is then set.

Customer communication