Sending a Mass Mailing

Overview

This article contains steps on how to send a mass mailing and tips on how to best use our mass mailing service.

Sending a mass mail from Bullhorn requires a distribution list for best performance. You'll start by creating a distribution list and then you'll send the message. If you have a tearsheet you can quickly create a distribution list from that tearsheet.

If you already have a distribution list, skip to Sending the Message otherwise follow the below steps to create a distribution list.

A mass mailing can be sent to up to 500 recipients at one time. Consider utilizing one of our Sales & Marketing Partners if you want to email more than 500 recipients at once.
Messages sent to up to 500 individuals should be sent from a Distribution List instead of a Tearsheet. You can also split up a Tearsheet into multiple Distribution Lists and mass mail each Distribution List separately. For more information see Converting a Tearsheet to a Distribution List.

Creating a Distribution List

Navigate to the Candidate>, Contact>, or Lead list view and run a search to find the people you want to email.
Select the people you want to add to a distribution list.
Click the Select an Action button located at the top right of the screen.
Select Add to Distribution List under the Actions section.
- A window will open that prompts you to add the selected individuals to an already existing Distribution List or a new one.
Enter the Distribution List name and select Save.

Sending the Message

From your Bullhorn Menu, select Distribution Lists.
- S-Release: Navigate to Menu > Home> Distribution Lists.
Use the down arrow next to Distribution Lists to select the list you want to email.
If needed, use the top right search bar in this window to search for your Distribution List name.
Check the Select All Checkbox in the column header.
Click the # Selected button.
Select Email All.
- The Compose a Message screen will open up. If any of the recipients do not have a valid email address, a toast at the top of the screen will appear:
When you have your email ready to send, select Send.
1. For tips on composing your message, see this article.
You will receive an on-screen message to indicate which recipients did not receive the mass mailing due to their opt-out status or an invalid email address.

You have now successfully sent a mass email using a Distribution List. You will receive a receipt to your inbox that contains the message you have just sent.

The receipt you receive will be slightly different from the message received by those on the Distribution List. Your recipients will receive the message from your primary email address and any personalization codes will be replaced with the desired information.

Mass Mailing Tips and Best Practices

View this article for assistance with composing your message.
If anyone on your Distribution List has a blank or incomplete email address, you will receive a list of those records so that you can correct their email addresses.
Because a mass mailing is sent from within Bullhorn, you will not see these messages in your email client. Replies to your mass email will appear in your inbox.
- For example, if you use Outlook or Gmail and send a mass email to 50 recipients, you will not see any of the sent messages in your Sent folder.
Bullhorn automatically adds an opt-out message to a mass email with more than ten recipients. If a person on your list is opted-out, the system will not send a mass email to that individual.
- The opt-out message reads as follows:
  
  This email was sent to (recipient's email), by (sender's name).
  
  To remove your email address permanently from future mailings, please click here.
Bullhorn logs mass mailings as a Note with the Email action type. This creates a single Note which references every recipient’s Candidate record, making this one Note available on all referenced records’ Note tab.