Send a One-Off Email

To send an email to a single constituent or a few constituent accounts, send a one-off email instead of a mass email. Unlike test emails, one-off emails are sent from a specific account and you can automatically create journal contacts to indicate the email was sent.

If you plan to email the same accounts multiple times, such as a group of board members, consider creating a custom account query to group the accounts and then send them mass emails.

Note: Before you send a mass email, we recommend you send a test email to yourself so you can verify the message content and format. You can send a test email to any email address, even address not in your database. For information about test emails, refer to Send Test Email.

  1. To send a one-off email, search for an account. Then, from the Find Account screen, click the email address for the account.

    Or, from an account's Personas page click the envelope icon next to the email field.

  2. From the One-Off Email Format tile, select to use no template or an existing template.

    If you to use no template, the HTML editor appears for you to create the contents of the email.

    If you select to use a template, you can choose from drag-n-drop or classic email templates from the drop down menu.

    • If you select a drag-n-drop template, the Preview tile appears for you to view how your template will appear.

      • Note: Drag-n-drop templates cannot be edited when sending a one-off email. You will need to edit the template from Communications. . If you manually added social share buttons to your drag-n-drop template to allow the email to be shared, the buttons will not work when sent as a one-off email. If you want the recipient to be able to share the email, you must send the template as a mass email.

    • If you select a classic email template, you can personalize the contents using the HTML editor. The template is not affected.

  3. To create or edit the text version of the email, click Text, enter a subject for the email, and then enter the text contents.

    Note: This option is not available for drag-n-drop templates. Instead, eTapestry automatically generates a text-only email that provides a link to the web page version for recipients that cannot receive HTML emails.

  4. To email additional recipients, click To or CC, then search for and select other recipients. .

  5. In the To and CC fields, you can also enter email addresses. However, you will not have the option to create journal contacts for recipients entered in this way if you later select the Create Journal Contact Record checkbox.

  6. If your organization uses the Attachments module, you can upload up to 2MB files. Under Attachments, click Browse, select the file from your computer, and click Upload.

    We recommend you do not send file attachments. Instead, host the files on your website and include a link to them. If you must send file attachments, smaller files are better. This reduces download time and makes it easier for recipients to view the files.

  7. In the Tracking tile, select Create Journal Contact Record to create a journal contact for selected recipients. For Method, select Email. Then enter any user-defined fields.

    Under Create Contacts for the Following Accounts, eTapestry shows the constituents accounts for which a journal contact will be created.

  8. Review the email. After you verify the contents and options, click Send and to send the email.