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Sending Smart Mail

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Justin Garrett
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Smart Mail is a one-off email tool that enables you to send directly to leads in SharpSpring. This sales-focused tool makes it easier for your team to send powerful and personalized emails directly through SharpSpring. In addition, Smart Mail facilitates a better hand-off from marketing teams to sales teams by organizing your emails through tags. This makes it easier for your sales team and business development team to quickly and efficiently locate the emails they need to send. Smart Mail was built with salespeople in mind. With Smart Mail, it takes only three clicks and about ten seconds to send from the lead record. This article will detail how to send Smart Mail.


Article Contents

     Available with:    
  Marketing Automation ✓  
  CRM Ultimate ✓  
  CRM PRO ✓  
  CRM Free ✓  
        
  Toolbar:    
0NavMarketing.png    0NavSales.png
       
  Users:    
  Administrators ✓  
  Company Managers ✓  
  Marketing Managers ✓  
  Sales Managers ✓  
  Salespersons ✓  
  Jr. Salespersons ✓  
 


Smart Mail and Email Syncing

If a user has email syncing enabled, then any sent Smart Mail will be sent through their synced mailbox. This allows for better email delivery and 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 SharpSpring domain.  


Smart Mail: Quick Send

To immediately send Smart Mail as-is, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Contact Manager.
  2. Locate and click your lead.
  3. Click Send Smart Mail.
  4. Select the desired email to send.
  5. Click Quick Send.

Currently, Smart Mail is only available directly on the lead's profile.

  


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Important: You may only send Smart Mail using a verified domain for the from address.
 


Smart Mail: Personalized

To send personalized Smart Mail at a designated date and time, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Contact Manager.
  2. Locate and click your lead.
  3. Click Send Smart Mail.
  4. Select the desired email to send.
  5. Click Personalize... to modify the email in a streamlined version of the email content editor.
  6. Click Schedule Email.
  7. Choose between sending as soon as possible or at a specific date and time.
  8. Click Send Email.
  


Click to enlarge.
Important: You may only send Smart Mail using a verified domain for the from address.
 
Note: Personalized Smart Mail cannot be saved, but the exact version that was sent can be seen in that contact's Life of the Lead.
 


Smart Mail: Menu Features

When sending Smart Mail, 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.   


Click to enlarge.

 

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.

  


Click to enlarge.


 

Contact Reception

The Smart Mail menu shows you when a contact has already received an email. An  orange_dot.png  orange dot indicates if the contact you selected has already received an email. This allows you to avoid sending the same email to the same lead.



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.  


Click to enlarge.


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, do the following:

  1. In SharpSpring's top toolbar, click
    Sales > Pipeline.
  2. Select a pipeline to view.
  3. Click on the desired opportunity.
  4. In the opportunity window, click the Contacts tab.
  5. Next to the desired contact, click
    cog.png  Options > Send Smart Mail.
  6. Send either a Quick Send or Personalized Smart Mail.
  


Click to enlarge.
Note: You will not be able to send Smart Mails to contacts that have requested no future email or contact.
 


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, do the following:

  1. In SharpSpring's top toolbar, click
    Contacts > Contact Manager.
  2. Locate and click your lead.
  3. Click Send Smart Mail.
  4. Select the desired email to send.
  5. Click Personalize...
  6. In the email editor toolbar, click  
    edit.png  Insert Your Email Signature.
  


Click to enlarge.

Once clicked, the Insert Your Email Signature tool will add your custom email signature to the bottom of your Smart Mail. 


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, click the
AutomatedEmailSent.png  Smart Mail icon for the email you want to view, then click View Smart Mail to see the mail they received.

  


Click to enlarge.

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.


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