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How to send group emails
How to use filters when sending group emails

Group emailing

JT
Jenny Takahara, October 3, 2022
Note: The group emailing feature is one of the many useful features of Pipedrive’s Advanced, Professional and Enterprise plans.

In the busy day-to-day operation of your business, it may often be more prudent to send the same email to large groups of your leads. This can be especially useful for beginning those important initial conversations with your leads, in order to get the ball rolling and begin closing those deals.

If you are just getting started with Pipedrive, you can check out our automate manual work and save time Pipedrive Academy course.

Note: In order to utilize the group emailing function, you will need to have the email sync enabled in your Pipedrive account and have it synced to a valid email account. Learn more about the email sync feature in this article. If you are a regular user, you will also need to make sure an admin user has enabled the permission “Bulk edit items” under permission settings for your user group.

How to send group emails

The group emailing function is available in the following places in Pipedrive:

  • The list view of the deals tab
  • The list view of the contact people tab
  • The list view of the activities tab
  • The contacts timeline view of the contacts tab

Learn more about the list view in this article.

Once multiple contacts are selected in any of the places listed above, the “Send group email” button will appear. To send a specific email to all of the selected contacts at once, click the “Send group email” button.

You can select up to one hundred contacts when sending one email. If you need to send an email to more than that number of recipients, we suggest repeating the process of sending a group email as many times as necessary.

Once that button has been clicked, you will be prompted to provide the relevant details about the email you wish to send to that group of contacts.

  • Recipients – All of the contacts that were chosen prior to clicking the “Send group email” button will appear in a list in this column. In this area, you are able to also search for and add additional contacts to this group email.
  • Email template – As you may wish to send a previously-constructed email to these groups of contacts, we suggest utilizing Pipedrive’s email templates to save precious time and effort. Learn more about email templates in this article.
  • Visibility – Emails can be set to appear as visible to other Pipedrive users, based on certain visibility permissions. Otherwise, they can be set as private, keeping your business conversations to be your eyes only. Learn more about visibility in this article.

Once you have provided all of those details, you’re free to click the “Send message” button to send off those emails to this group of contacts.

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Note: When sending group emails or emails scheduled for the same time, there will be a 30-second delay between sending each email to prevent you from being blocked by your provider. You will be able to send up to 100 emails in each group email.

Once those emails have been sent, you can go to the Outbox section of the email tab in your company Pipedrive account in order to view each specific email as it is queued up and sent to that specific contact.

In the outbox section of the email tab, you will be shown the email's recipient, the email subject, any connected deal, the visibility status of that email and the status of that specific email.

The status of the email can be "Queued", "Sending" or "Sent".

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Once an email has been sent, it will no longer be available in the outbox section of the email tab. Instead, those emails will be viewable using the sent section as if they were any other email sent through the email sync feature of Pipedrive.


How to use filters when sending group emails

Note: Sending multiple group email batches in succession can slow down web app functions, as well as email sending. If you start to experience delays, allow the app time to process the existing email requests.

If you want to send more than a hundred emails in one sitting, you can do so by creating a filter to remove the contacts you have already emailed. To do so, go to People, then click the filter dropdown and select Add new filter:

Once there, you have a couple options for filters. You can use the last email received filter to remove any contacts that have received emails from you already:

Note: In the example the date is filtered for today, however this can adjusted as needed.

You can also use the email messages count filter. For example, if you have a brand new list of contacts to email, you can set the filter to email messages count is not zero.


With either filter, as soon as a contact is sent an email, they will be removed from the filtered list.

Note: Filtered lists do not always respond immediately to changes in data, such as emails being sent. If you do not see your contact list changing in accordance with the filter conditions, please refresh your web page and allow for time to process. If this persists, please clear your browser cache and contact our support team.
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