E-mailing Contacts or Leads

This function is only available if your e-mail program is compatible with your browser, and an e-mail address has been entered into the database for a contact or lead. If you enter an e-mail address for a contact or lead, update the record to enter the address in the database before attempting to send e-mail.

To e-mail a single contact or lead

1. Use one of these methods:
   • From the Contact or Lead Detail view, click the e-mail button next to the e-mail address or on the Write menu, click E-mail.
   • From the Contact or Lead List view, click an e-mail hyperlink or right-click a record and click E-mail.
   • From the Task Pane, click E-mail.
2. If e-mail is enabled, but you have not logged on, at the message box, click Yes to log on.
3. Complete the Subject box and message body of the new e-mail window.
4. (Optional) If the e-mail message requires an attachment, click Insert, and then click one of the menu options.
5. Send your e-mail by doing one of the following:
   • Click the Send button. The message will not be recorded to history.
   • If using Microsoft Outlook, click the Send to CRM button. If you attached a file and want to save it as an attachment, click Yes at the prompt. The e-mail message is recorded to history, and the file appears on the Attachments tab.

Graphic files smaller than the minimum size set by your administrator will not be saved as separate attachments.

To e-mail multiple contacts or leads

1. Open the Contacts or Leads List view.
2. Open a group or perform a lookup to find the records you want to e-mail.
3. Select the records you want to e-mail.
   To select more than one record, hold down [Ctrl] or [Shift], and highlight the records.
4. From the Task Pane, under Common Tasks, select E-mail.
5. If the Select Names dialog box opens, select one or more names and click the To, CC or BCC button to determine how you want the e-mail to be sent, and then click OK.
   The Filtered out information at the bottom of the dialog box indicates why the records cannot be included in the e-mail and how many records were filtered out. Reasons include that they are marked 'Do Not Solicit', do not have a valid e-mail or are a duplicate record.
6. If e-mail is enabled, but you have not logged on, at the message box, click Yes to log on.
7. (Optional) If the e-mail message requires an attachment, click Insert, and then click one of the menu options.
8. Send your e-mail by doing one of the following:
   • Click the Send button. The message will not be recorded to history.
   • Click the Send to CRM button. If you attached a file and want to save it as an attachment, click Yes at the prompt. The e-mail message is recorded to history, and the file appears on the Attachments tab.

Graphic files smaller than the minimum size set by your administrator will not be saved as separate attachments.

Related Topics

Contacts Overview

Leads Overview