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Outbound email

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Draft single or bulk outbound emails within Outreach. Some key features include personalizing greetings for each recipient, saving templates, and applying custom features to PDF attachments and links. Download saved draft(s) to your device and send from Outlook or Gmail.





To save a default signature:

  1   Navigate to Details.

  2   Choose Email tab.

  3   Copy and paste your signature to the field under 'Email Signature'.

  • Keep your logo size to 100KB or less to comply with typical delivery settings for recipients

  4   Select Save. Saved signature displays on a new outbound messages for your user account within the project.




Creating email drafts


  1   Navigate to Tracker.

  2   Choose companies via checkbox.

  3   Click Bulk Email. A company without an associated contact triggers an alert.

  4  Personalize your email drafts.

There are three required fields: 'Activity Type', 'Subject', and an email message.
  • A selected 'Activity Type' updates the 'Subject' line with a related subject. Edit the 'Subject' line as needed
  • Some 'Activity Types' offer additional tracking functionality (e.g., 'NDA Sent' offers the tracking of a 'Round', 'Bid Received' offers the ability to track various types of financial information)
  • A saved default signature appears in the message field
  5  Select Dynamic Fields.
 
To personalize the email for recipient(s), click Show Dynamic Fields, Copy to Clipboard and paste into the message field. Add Dynamic Fields displays:
 
  • '{company name}' field: This populates emails with the individual company name.
  • '{dynamic fields}' fields: Custom fields that have Dynamic Fields selected will be available with the custom field name
  • 'Contacts' fields: Select the desired fields with checkboxes. This allows you to populate the title/salutation, first name, and last name of the contacts

  6  To save your email click Save as Template, New Template, and Save. Saving the template includes:

  • Activity type
  • Subject line
  • Email body
  • Deal Docs attachments and document links
  • Watermark and Password options
  • Watermark settings

 

Selecting Apply Template allows you to select or delete a saved template.


  7  Add or link attachments by clicking Add Deal Docs.


Use Upload Files to access your locally stored files on your computer and include them as attachments or links for this group of emails.


  8  Apply optional custom features to PDF attachments.

 
  • Select Watermark PDFs via checkbox. The attached files are protected from modification. To remove the watermark requirement from a single document, click the page icon next to the document name so the icon turns grey.
  • Select Require password to view PDFs via checkbox, then enter desired password; the file will require a password to open/view. To remove the password requirement from a single document, click the lock icon next to the document name so the icon turns grey.
  • If Send Links is selected in the Add Deal Docs step above, select Require email to view PDFs via checkbox. The email address is tracked in the Clicked By column in the Link Engagement sub row of a company in the Tracker tab.

  9  Review the 'Buyer to email (#)' panel on the right.
 

Clicking Set Default Recipients displays a form where you can review and modify:
  • Primary Contacts: Selecting 'Only include primary contacts in the “To” field' ensures non-primary contacts are placed automatically in the CC fields when a primary contact is designated for a company
  • Default CC and BCC: Enter desired email addresses in the respective CC or BCC fields and Save. The saved CC/BCC recipients are applied within your user account on the project and ensure these are included in current and future correspondence
Click the down arrow next to each company name to view email recipients.

 
 

 

    To preview and generate your draft(s):


      1   Click Preview 'X' Drafts.


    Any companies without contacts selected will trigger an alert in the 'To' field when previewing the draft. Click the arrow on the side to review multiple drafts. 
     

      2   Click Generate 'X' Drafts.


    Generated drafts display in the Email Drafts tab. To send drafted messages, see Email Drafts.





     

    Title
    Outbound email
    URL Name
    DS1M-Outbound-Emails

    Summary

    This article provides guidance on drafting single or bulk outbound emails within Outreach. It highlights features such as personalizing greetings, saving templates, and applying custom features to PDF attachments and links.

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