Smart Mail is a tool that let's you send one-off emails to your leads, from the Contacts section in the Lead Gen & CRM platform.
This sales-focused tool makes it easier for your team to send powerful and personalized emails directly to contacts instead of sending them to a List.
With Smart Mail, it takes only three clicks, and about ten seconds, to send an email from the Contact Manager. In this article, you'll learn how to send Smart Mail.
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Understanding Smart Mail and Mail Sync
Smart Mail facilitates a better hand-off from marketing teams to sales teams by ensuring a consistent, brand-oriented flow of information. This makes it easier for your sales team and business development team to quickly and efficiently locate the emails they need to send.
If a user has Mail Sync enabled, any sent Smart Mail will be sent through their synced mailbox. This allows for better email delivery and more personal, one-to-one communication. For example, if you are sending Smart Mail to emailuser2000@gmail.com, then the recipient will receive the email from your synced account—Gmail, in this case—and not a Lead Gen & CRM domain.
Creating A New Smart Mail Email
All Smart Mail are emails, but not all emails are Smart Mail. You must designate a created email to be a Smart Mail.
Create an email using a Lead Gen & CRM template. While using either a created template or a pre-made Lead Gen & CRM template is up to you, emails can only be created by using a template. To learn more about the different types of pre-made templates available, refer to our Creating Emails From Templates article.
To learn more about creating a Smart Mail, read Creating Smart Mail.
Smart Mail: Quick Send
You can immediately send Smart Mail as-is, or personalize it. To quickly send Smart Mail as-is, begin on the Contacts page found in the left toolbar.
- Click on the contact or the lead who will receive the email.
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- Click on Smart Mail.
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- Select the email to send.
- Click Quick Send.
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If Mail Sync is in use, refer to Mail Sync Overview for information on Smart Mail sending limits. While the process of sending email via SMTP is largely the same across different email providers, the amount of email that can be sent—as well as other available features—can vary substantially.
Smart Mail: Personalized
You can also add attachments to Smart Mail. However, only personalized Smart Mail can have attachments.
To add attachments to Smart Mail, begin on the Contacts page found in the left toolbar.
- Click on the contact or the lead who will receive the email.
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- Click Smart Mail.
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- Select the email to send.
- Click Personalize... to modify the email in a streamlined version of the email designer.
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- Optionally, click
Attachment to attach files.
Note: You may only send a maximum of 4 attachments. - Click Schedule Email.
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- Choose between sending as soon as possible or at a specific date and time.
- Click Send Email.
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If Mail Sync is in use, refer to Mail Sync Overview for information on Smart Mail sending limits.
Smart Mail: Menu Features
There are many features available in the Smart Mail menu window.
View Recently Sent Emails
In the Smart Mail menu, the Recent Emails section shows you which emails you have recently sent. This way, you do not have to search for the same email every time.
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Contact Reception
The Smart Mail menu shows you when a contact has already received an email.
An 
orange dot indicates if the contact you've selected has already received an email. This allows you to avoid sending the same email to the same lead.
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Smart Mail Filtering
The Smart Mail menu offers different search filters to assist with your searches. The Filter by Name filter allows you to search for emails by name. The Filter by Tag filter allows you to search for emails based on tags.
With Smart Mails, marketing teams can tag each email. This way, sales teams can quickly select and send Smart Mails without needing to search for the appropriate emails.
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Email Preview
The Smart Mail menu allows you to preview an email before editing. When preparing to send a Smart Mail, you can see a preview of that email directly in the same window. This way, you have an idea of what the email looks like before quickly sending or personalizing the email.
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Sending Smart Mails from Opportunities
You can send Smart Mails directly from Opportunities. Certain tabs in Opportunities have the option available.
To send Smart Mails from an opportunity's Contacts tab, begin on the Sales > Opportunities page in the Lead Gen & CRM platform's left toolbar.
- Select an opportunity.
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- In the opportunity window, choose the contact to email.
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- Click Smart Mail.
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- Choose the email you would like to send.
- Send either a Quick Send or a Personalized Smart Mail.
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If Mail Sync is in use, refer to Mail Sync Overview for information on Smart Mail sending limits.
Adding Signatures
You can add a custom email signature to the end of Smart Mails that you send through the Smart Mail window, but only after you first create the custom email signature. To add a signature to your Smart Mail, begin from the Contacts page in In the platform's left toolbar.
- Click the contact or the lead you want to email.
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- Click Smart Mail.
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- Select the email to send.
- Click Personalize...
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- Click where the signature will go in the email body.
- Click
Insert Your Email Signature in the email editor toolbar.
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- Once your signature has been inserted, click Schedule Email to send it.
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- Choose to send your email Add Soon as Possible or schedule it to be sent at a later date and time.
- Once you've made your decision, click Send Email.
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Sending to Multiple Recipients
You can send Smart Mails to multiple recipients as either copies (CC) or blind copies (BCC).
To send a Smart Mail email to multiple recipients, begin from the Contacts page in Lead Gen & CRM's left toolbar.
- Click the contact or the lead you want to email.
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- Click Smart Mail.
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- Select the email to send.
- Click Personalize...
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- Click + More Recipients.
Important: In order to send Smart Mail to multiple leads, you must first configure Mail Sync.
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- Optionally, click on the CC: field and select the leads to send to.
- Optionally, click on the BCC: field and select the leads to send to.
- Click Schedule Email.
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- Choose between sending as soon as possible or at a specific date and time.
- Click Send Email.
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Refer to Mail Sync Overview for information on Smart Mail sending limits.
Merge Variables and Smart Mails
If the Smart Mail has multiple recipients in the To: field, then all those recipients receive one email. The merge variables populate for the primary To: field, which is the contact that you initiated the Smart Mail on. In addition, the Smart Mail will populate with everything from the contact whose profile initiated the Smart Mail send.
For more information, read our Adding Merge Variables to Emails article.
Frequently Asked Questions
Q: Can I see Smart Mails in the Life of the Lead?
A: Yes. In a contact's Life of the Lead, click View Smart Mail to see the exact email they received.
Q: Can I see if the Smart Mail was opened?
A: Yes. In the contact's Life of the Lead, you'll see the 
Smart Mail icon when a Smart Mail was sent but not yet opened. You'll see the 
Automated Email Opened icon, when an email has been opened. Click View Smart Mail to see the email they received. 
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Q: Are unsubscribe links required in a Smart Mail?
A: No. Unsubscribe links are currently only required for emails sent to a list or emails in an automation.
Q: If you CC or BCC someone on a Smart Mail, and they open the email, click a link, or reply to the Smart Mail, do those events show on their Life of the Lead?
A: If anyone from the group that was copied opens the email, then everyone in that group gets one open event—and only ever one open event. The click events will only be recorded if they land on a tracked page that recognizes the lead. In that case, any lead who was initially sent the email will get their click event.
Q: Can you establish tracking if you CC or BCC an untracked lead?
A: No. Tracking cannot be established when sending to multiple recipients via Smart Mail.
Q: Does a Smart Mail with multiple recipients count as multiple sends towards the SMTP sending limit?
A: No. Smart Mails with multiple recipients are single emails with multiple recipients, and they count as a single send.
Q: How far back does Mail Sync pull information?
A: Mail Sync performs a single historical sync that looks at the leads in Lead Gen & CRM before looking at your inbox. If you have an email from ten years ago still in your inbox, it should pull that email in. In the same manner, if you add a lead to the platform after the fact, the historical email content will not be pulled. The only way to trigger another historical search is to disconnect and then reconnect MailSync. Be aware that the Life of the Lead only displays the 300 most recent events, which means that, even if Mail Sync pulls in historical content, that content may not be shown on a lead's record.