Sending Emails
  • 14 Nov 2023
  • 5 Minutes to read
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Sending Emails

  • Dark
  • PDF

Article summary

The Send Email tool helps send an email document to a select target audience. It can also be used to send email documents to individuals or small groups. The following video and text outline some critical points in sending a mass email to your customers.

Sending Emails

1. Go to Contacts > Email Documents > Send Email.

2. Under the Settings tab, select the Category that the Document is saved in (i.e., Newsletters, Club, etc.)

3. Select the email you want to send from the Document drop-down.

4. Determine whether you are sending the email to a Contact List or an Individual Email Address

5. Select the Contact List from the drop-down menu. 

6. Click Next.

7. The Review tab allows you to review how many contacts you will be seeing your email document to depending on whether you cleaned the list you will send to (i.e., verified all email addresses so that no contacts have a Blank Email Status).

If your list contains over 100 references that have not had their email addresses verified and cleaned, you will be given the option to either:

A) Clean the List, ensuring a higher deliverability rate for your email blast. Click on Clean my List to do so.

B) Choose to send to the list without cleaning it, which risks being flagged as spam. Sending multiple spam mailing lists could block your account, blocking you from sending mass emails. For this reason, it is best practice to clean your lists before sending any mass emails to the list.

Once your list is clean or you have opted not to clean your list, click Send Now.

8. The Success notification will confirm how many successful emails were sent. 

Sending Test Emails

Emails are tricky to master, and they take time to create. We always recommend testing email blasts with Gmail, Yahoo, Outlook, and any other services before you entirely send out that mass email - you would want to be sure that all the email clients can display the Email Document the way you want to say.

Sending A Test Email

1. Create your email Document under Contacts > Email Documents.

2. Go to Contacts >  Email Documents > Send Email.

3. Under Settings, select the Category the Document is saved in (i.e., Newsletters, Club, etc.)

4. Select the email you want to send from the Document drop-down.

5. Click on Send to Individual email address instead and enter the email address to which you want to send the test email.

Bounce Back Notifications

Mass emails sent through WineDirect contain bounce-back tracking statistics. The email document will collect statistics on the number of bounces for each send. Found under the Stats section of the email document.

Send Emails Through Orders List

You can select multiple orders and send emails to these customers through Store > Orders instead of using the Send Email tool. For example, this may be helpful if you need to email your customers who have Declined Payments on an order or have Not Picked Up their order yet. Use the Search parameters to sort through charges based on the email document you wish to send, and click the checkbox next to the authorities to which you want to send the email. Then go to the Actions drop-down menu at the top of the list, and select Email Customers.

Once you select Email Customers, a pop-up window will allow you to choose the Email Category and the Email Document you wish to send. It will also list the customers you selected to send the email to.

Send Mass Emails FAQs

What service does WineDirect use to send mass emails?

All of the email documents live in WineDirect and are sent to lists generated from the contacts in your customer database, but that actual send function is done through a service called SendGrid. 

Why should I clean my lists before sending a mass email?

For a mass email to be successful actual customers need to view your email. Cleaning a list helps to verify that the email addresses that you are sending to are valid addresses and are still in service. This increases the deliverability of your email blast, which should result in better open rates. 

Cleaning a list also helps to ensure that you are not marked as a spam service by sending to addresses that are no longer valid. If you choose not to clean a list and send it anyways you increase the risk of being flagged as a spammer, and could eventually be blacklisted which would prevent you sending mass emails until you're removed from the blacklist.

What are the steps to send a mass email?

First, create a list through List builder. Then go to Contacts > Email documents > Send Email > Select your list from the Send To drop down menu. 

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