Emailing a Person or Group

Emailing an Individual

  1. Navigate to a specific person.
  2. Click on that person's email address to bring up the Compose Message window.
  3. Write your email and click send.

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Emailing a Group

  1. Pull up the list of people you'd like to email (by running an advanced search, searching by tag, or another method). You can also, type a name in the Bcc section and if that person is in the database and there is a match, it will pull that email address into the line.
  2. On the right, select "Email People."
  3. Compose your email and click send.
If you want to add an additional person to the email they must be in Breeze. You then can click on the bcc: box and type in the name of the person to add them as a recipient.

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Scheduling an Email to Go Out at a Later Time/Date

  1. Compose your message to an individual or a group as you normally would.
  2. Instead of clicking "Send," click the arrow just to the right of the "Send" button and select one of the available options1 to send the message in the future. (If you'd like to see what's scheduled to be sent in the future, when it's scheduled, or remove a message before it's sent, you can access your scheduled messages within your email history.)

Reply All

By default, Breeze sends all emails as bcc (blind carbon copy) messages1. This means that recipients will not be able to see who else received the message and will not be able to "reply all." 

If you'd like to switch to sending messages as "to" messages so that each recipient can see all other recipients (and reply to all if desired):

  1. Click on the list of recipients at the top of the Compose Message window.
  2. Click "Bcc " and select "To" from the drop-down list.2
1 On a technical level, our bcc emails are a bit more sophisticated than traditional bcc emails in that we send out a separate email to each recipient. For example, if you send an email to a list of 30 people as bcc recipients, 30 emails will be sent, each email having one recipient in the "To" field.
2 Note that "To" messages cannot be used in conjunction with mail merge fields as everyone is receiving the exact same email (not a personalized email).
Emails are one-way. Any replies will be sent back to your email client. For example: If your Breeze users has your Gmail email listed when you send out your emails in Breeze, replies will be sent back to your Gmail inbox.

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Customizing Breeze Emails

Using Mail Merge

Mail merge options allow you to further personalize emails going out to an individual or a group! To use mail merge options:

  1. Select the three dots at the top toolbar of the composition window.
  2. Select the appropriate mail merge option from the dropdown labeled "Mail Merge."

The following are mail merge options available for Breeze emails:

  • First Name
  • Last Name
  • Email Address
  • Home Address
  • Mobile Phone
  • Home Phone
  • Work Phone
  • Request Volunteer Blackout Dates Link

When these options are inserted into the email, Breeze will pull the respective information from the individual's profile, allowing you to craft one email to an entire group, while still including the necessary information for each individual. 

Adding an Attachment

If you'd like to add an attachment to an email, click the "add attachment" button directly under the compose field. That will open to your computer files and allow you to attach a document, pdf, image, etc. 

We have a 20MB limit on total attachment size for an email. If an email excess this limit, you will be notified of that and given directions to have your emails delivered successfully!

Additional Toolbar Options

  • Bold
  • Italic
  • Underline
  • Insert/edit Link
  • Text Color
  • Background Color
  • Font Sizes
  • Templates
  • Upload an Image
  • Full Screen
  • Align Left, Center, and Right
  • Bullet List
  • Numbered List
  • Set as Email Signature
  • View Source
  • Hyperlink: used to create a link to something that you would like your recipients to connect to. Make sure to copy the URL of the page that you would like for your recipients to connect to, and paste the URL into the URL box that comes up when you add the hyperlink.
See Email Advanced Troubleshooting for more tips on how to best customize an email within Breeze.

Forwarding or Re-Sending an Email

You can see the emails that you've sent in your history by going to More > History > Email.

If you need to forward an email or re-send it to a group, you can copy and paste the text in your history, or simply forward the email if you were one of the recipients from your email inbox. 

If you are going to send out an email with this look regularly you may want to consider creating an email template.

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Comments

30 comments
  • Is there a way to save a draft if I need to finish composing the email at a later time?

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  • Hi Landon!

    Breeze technically does not have an "auto save" or "draft" feature in our email tool. One recommendation would be to compose the email and create it as an email template. until you are ready to finish it. 

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  • I'm new so I hope it is okay to say this, but my best work around so far is to copy the "source code" under the more option.  I save it in a text file and send out my email to others to proof or make changes then come back and copy my code back into the "source code" when I'm ready to make my changes and send the email.  Hope that made sense.  May be the long way around.  But I can even create code for someone else to send from their office if they need help.  It is another option.

     

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  • Is it possible to set the default for emails with "to" messages so that each recipient can see all other recipients (and reply to all if desired). We don't sent group emails with Bcc because we want everyone to see all responses. 

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  • I have the same question as Carol Ruckman. Can we change to a default of "To" rather than BCC?

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  • Hey there! 

    Within Breeze you can only change from "Bcc" to "To" each time as the default cannot be changed.

    1. Click on the list of recipients at the top of the Compose Message window.
    2. Click "Bcc " and select "To" from the drop-down list.
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  • Dear Emily.

    I share the same concern as those above. I have never seen or used an email system that defaults to Bcc. While it may not be possible in Breeze for each user to have their own default, it most certainly would be possible for Breeze to default to "To". 

    Secondly, I have successfully created my own email template complete with graphic headers and signature. Why must I have to select it each time I wish to email someone?

    Thank You

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  • Our church uses Breeze to provide our members with access to directory contact information.

    We created a user with the User Name "FMW".

    Many people log in to the Breeze app on various devices, using the user name FMW, which just provides read access to contact information of members.

    Some of those people, however, find someone in the directory and then click on their email address.  Breeze won't proceed, since there is no From address in the user profile.

    It would be nice if Breeze would invoke the default e-mail client in this circumstance or allow the user go type in their user information without associating that information with the generic FMW user. 

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  • Hi @nfroemmi!

    Thanks for reaching out! I totally agree with you, that would be nice! One additional breezy solution I would love to share with you is allowing members to have their own username and password. You can set up their permissions to have read access only of contact information of other members. Here are some great resources that will be most helpful in setting this up:

    Allowing Members to Have an Account in Breeze

    Online Directory with Member Access

    Giving Members Access Video

    Happy Breezing! 

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  • Hi, Emily,

    Thanks. We do know how to set up individual members, but prefer to avoid the administrative workload.  Even though we only have a few hundred active members, they come and go a lot (we're in DC) and we have several thousand names in the database.

    We hope Breeze will provide a generic solution.

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  • Hi, I have a question about the email address mail merge field.  As part of our migration to Breeze, we had to integrate information that had been stored in multiple locations before.  So, we ended up with multiple email addresses for some people.  We would like to send an email to these people and have them tell us which email address we should use as primary.  But when I construct the email and include the email address mail merge field. Breeze sends a separate email to each address and includes only that one address in the body of the message via the mail merge field.  Is there any way for me to force Breeze to include both email addresses in the body of the email (via a mail merge field) so that the person can see the two options and tell us which is the right one to use?  Thanks!

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  • @bklivengood The "Email Address" mail merge field, is set up to only add the address that is listed in the default Breeze email field from a profile. There is not a mail merge option within the email function, that will allow for custom profile field addresses to be included. We recommend to use Breeze Forms, to gather update to date contact information for your members, which will also assist in updating profile information.

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  • Thanks, and I did use a form for what I needed to do, but I don't think you completely understood my question.  We are using the default Breeze email address field.  It has two addresses in it, separated by a comma.  We are not using a custom profile field.  What I wanted, was for Breeze to do what I thought was the "right" thing when the email address is used in a mail merge.  I wanted to entire contents of the field, without processing.  It makes sense to me for Breeze to treat the two addresses in the one field as separate things when I email to them (2 emails to 2 different addresses), but it does not make sense to parse the email address when used as a mail merge field, instead of just spitting out the contents of the field.  Thanks.

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  • Hey @bklivengood!

    Thanks for reaching out! In addition to what Ryan mentioned, Breeze is only selecting the first email listed as it checks what was entered in the "Email" field against the entire email field in the profile. Breeze Forms is great for capturing this information!

    While this may not be ideal and although we can get this result eventually, (as through the Form you mentioned),  you're just bumping in to some of our limitations. This isn't comfortable for us, however, it does drive us to be better.

    Would you also consider sharing this as a feature request? If so, please check this out: breezechms.com/features

    This might be helpful: Email Nuances

    If you need any additional support, please don't hesitate to reach out. Happy to help and to serve.

    Blessings to y'all!

     

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  • Is there a way to set up a recurring email? e.g. I want to send out reminders to our small group leaders to log attendance each week. So it would be the same email going out at the same time every single week.

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  • Is there a way to send an email from a different address than the user's email? For example, I as a pastor, would like to send out an announcement but have the replies go to our office manager, not me.

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  • @tucker

    Great question! There is not a way to set up a recurring email. However, there is a way to set up several scheduled emails that say the same thing. You can set up as many scheduled email says you like and have them send at the schedule you would like them to send. 

    Preferably, this information was helpful for you. Please let us know if there's anything else that we can do to serve you.

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  • @pastor

    There is a way to do this! You will simply want to make sure that you change the outgoing name and email before you compose the message. It looks like this: https://a.cl.ly/YEuAwzgd 

    If you have any additional questions, please don't hesitate to let us know!

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  • If a family has the same email address listed for mom, dad, and all three kids, are they getting 5 emails? 

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  • Hey @pastor, 

    Great question!  The email will only go out once if they're all included in the same group.  The system is intelligent enough to realize that the email was already sent to that address and will not duplicate it.  

    I hope this helps!

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  • Hi.  I composed an email to ~30 people and chose "Send it at a custom date & time" (choosing a date two days in the future).  My intent was to return to the message and edit it before the send date.  But now I can't find that email.  It doesn't show up under More--> History --> Status --> Pending

    How can I return to that pending email and edit the contents or cancel the send?

     

    John in Durango

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  • @js

    Thanks for reaching out to us! This is certainly not expected behavior. When you look at your email history, you should be able to find that email with the ability to continue editing. If you do not see that email, that means something has gone wrong in the saving of that email. We would love to be able to help you further with this, so feel free to give us a call or send in a support email so that we could jump on troubleshooting this for you!

    Blessings, 

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  • Hi,

    I just did a little test of an email using Mail Merge.

    Dear [FIRSTNAME] [LASTNAME],

    Only the Dear ,  showed up the email.

    I did a second test using only [FIRSTNAME], and that did work.

    Is it not possible to have 2 options together on the same line?

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  • @treasurer

    Thanks for reaching out to us! As it related to Mail Merges in Emails, you should be able to effectively create First and Last name outputs in the same Email. 

    I was able to successfully complete this in my Demo. See here:

    Below is how it showed up in my inbox:

     

    If you are not seeing this in your platform, please feel free to give us a call or send us an email to Support so that we can walk through this with you!

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  • sending from ****@****.com [change]

    I don't have the [change] box. I am not able to change the "sender" email. What must I do in order to have multiple options for the "sender" email? Thanks!

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  • Hey @joshua!

    Great question. If you'd like to be able to change the email you are sending from, you'll want to make sure you have the "Cannot Change User / Password" permission unchecked in Users and Roles.

    That should do the trick! I hope this helps!

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  • I want to use the Mail Merge options for including a link to enter blockout dates, but when I click Mail Merge, the only options I'm given is First Name, Last Name. Why are all the other options not present?

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  • Hey @ellenhorarik, 

    Rob here with Breeze, that's a great question.  I wonder if it has something to do with your user permissions.  I will contact you privately.  Thanks!

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  • Hi,

    I have been able to see all outgoing emails in history-email. I hit the default button by accident. Now I cannot get it to go back to all emails. :(

    Thank you,

    Diana

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  • @dianaangell

    Thanks for taking a moment to reach out to us today concerning your question about email history. Reviewing email history is user-based. In other words, you will only see the emails that have been sent out from your personal user. Unfortunately, you will not be able to view the emails that have been sent out from all users in the database. I hope I am interpreting your comments correctly.

     

    If you're having any issues with this section that you feel need additional troubleshooting, please give us a call on our support line

    We would love to walk through this with you!

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