Sending Email From Search Results

Have you ever wanted to send emails to all of your contacts that meet specific criteria such as everyone coming to an event or all donors who made contributions under $500? You might not want to create a group for each of these scenarios but you may want to send them a targeted email.  

CiviCRM offers two options for sending an email to contacts:

  • Send an email as an activity for a contact: this is suitable for sending emails to up to 50 contacts at a time directly from the result of a search. In this case, there is no need to add an opt-out link in order to be in compliance with laws relating to Bulk Email (SPAM).
  • Send an emailing using CiviMail: this is ideal for mass emailings or scheduled emails. With CiviMail you must insert an opt-out link and other information that regulations often require1. But CiviMail has sophisticated bounce processing and reporting, allows recipients to manage their own subscriptions and can be configured to automatically track replies.

After completing a search, from the Actions drop-down, you can select Email - send now  (to 50 or less) or we can select Email - schedule/send via CiviMail. If you are using CiviCRM 4.6 then you will see Send Emails to Contacts and Schedule/Send a Mass Mailing.

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Send Email activity:
From the list of contacts, select the recipients of your email (max 50 contacts) and  select Email - send now  (to 50 or less) in the Actions Drop-down list. In the next screen, you will see the list of the selected recipients. If needed you can remove some contacts from the list by clicking on x . You can also CC or BCC some contacts. Because CiviCRM sends each email as a separate email, the contact in CC or BCC will receive a separate email.

The Send Email activity offers all the functionality of sending through an email client: you can attach files, CC and BCC contacts, and use message templates. You can use tokens to personalize the email, such as a person's name. Tokens are placeholders that CiviCRM recognizes and replaces with an appropriate value when sending each message.

If you choose to use CiviMail, from the list of contacts, select the recipients of your email (no maximum) and select "Email - schedule/send via CiviMail". You will be taken into the standard CiivMail interface and you will see that the group you are sending to is called Search Results. You will also see you must select an Unsubscribe Group. This is the group that someone who gets this email can unsubscribe from if they want. Generally, this would be the list that is closest to what you are sending with your search result or just your newsletter list. 

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Update: It is important that all of your Recipients are members of the group that you use for Unsubscribe Group.  

All of the functionality that you generally have with CiviMail is available to you. This includes templates, tokens, scheduling, reporting and more.  

CiviCRM customers: all the bulk emails you sent from CiviCRM go out through a service to reduce the likelihood of your emails landing in the spam folder of your recipients. For this reason, it is important that all your outgoing email comes from an address that belongs to your organization (i.e and not from a personal email address or another organization domain name.

1 It is important to check the regulatory requirements of your country for sending bulk emails before using CiviMail.