Summary: Learn how to properly store primary and secondary email addresses on profiles, handle shared family emails, and follow formatting best practices to ensure your messages are successfully delivered.
Before You Begin
The Email field on a person's profile can only hold one valid email address.
If a person uses multiple email addresses, their primary address should go in the Email field, and any additional addresses must be stored in the Notes section of their profile.
Emails sent from Breeze will appear to come from the email address and name associated with the logged-in user (found in User Settings).
Step-by-Step Instructions
Update the primary Email Field.
Navigate to a person's profile, click to edit the Contact section, and enter a single, properly formatted email address.
(Note: Entering multiple emails separated by commas is no longer supported and will prevent you from saving the profile.)
Store additional emails in Notes.
If a member has a secondary email (e.g., a work email) that you want to keep on file, add a new Note to their profile containing this alternate address for your records.
Understand the Shared Email Addresses behavior.
If multiple family members share the exact same email address on their individual profiles (e.g., spouses or children):
When sending a bulk email to the family, Breeze will only send one message to that shared email address as a precaution to avoid spam.
If you use the
[FIRSTNAME]mail merge field for a shared email, Breeze will pull the name of the profile that was created first (the profile with the lowest Breeze ID). Tip: If it defaults to a child's name instead of the parent's, you can either assign the child a unique email or recreate the child's profile so they receive a newer, higher ID.
Format your emails for successful delivery.
When composing emails in the editor (which uses the Verdana font by default), follow these best practices:
Images: Keep image sizing to 480 x 480 pixels or smaller. Photos that are too large can cause the email to fail without generating a deliverability report.
Attachments: Total email attachment sizes must remain under 20MB. Exceeding this limit will cause the email to fail.
Links: Always include
http://orhttps://at the beginning of file-specific or external links. Without it, Breeze will treat the URL as an internal link and it will break.Pasting Text: The text editor does not support formatting copied directly from Word or other email platforms. To avoid carrying over hidden formatting that breaks your email, use
COMMAND+SHIFT+V(Mac) orCTRL+SHIFT+V(Windows) to paste as plain text. Alternatively, paste your text into a plain Notepad app first, then copy it from there into Breeze.
Troubleshooting & FAQs
[Why can't I add multiple emails separated by a comma anymore?]: We updated the system to require a single valid email address per field. Previously, having multiple emails in one field interfered with online giving auto-associations, form entry auto-associations, and member access invite deliveries.
[Why does an email status say "Pending"?]: This can happen if the profile lacks an email address entirely, the email is formatted incorrectly (e.g., contains spaces or a wrong domain), an attachment is too large, or a Contribution Statement is legitimately stuck (which requires support assistance to send out). Note: If a user's own profile has multiple emails stored incorrectly, it can also cause emails sent by that user to remain pending.
[Why did my group email fail to send?]: Check to make sure all email addresses on the recipient list are correct. One incorrectly formatted email address can sometimes cause an entire batch of emails to fail.
[How do I make emails look like they are coming from my ministry instead of my personal name?]: Since emails use the name and email address of the logged-in user, consider updating the "Name" field in your User Settings to the name of your ministry.