Introduction
As an alternative to the drag and drop email tool described here you can use CiviPlus's "traditional" interface to create a mailing. This was actually the original user interface for mailing and provides a rich text editor instead of the drag and drop. This might be useful in situations where you want to import the HTML of your email directly, rather than using the drag and drop builder to create you mailing.
This article walks you through the steps to create and send a mass mailing, with helpful tips and screenshots along the way.
Step 1: Start a New Mailing
Navigate to Mailings -> New Mailing (Traditional)
Give your mailing a descriptive name (this is internal only).
Choose the recipients: you can select mailing groups (also known as "Smart Groups").
Step 2a: Choose Your Template (Optional)
If you have a pre-made message template, you can select it here to save time. Otherwise, proceed to compose your message from scratch.
✉ Templates make it easy to maintain consistent branding and structure.
Step 2b: Compose Your Message
In the message builder:
Enter the Subject line your recipients will see.
Write your HTML message using the editor (or paste from another tool).
Write a Plain Text version (optional but good for accessibility).
Use tokens like {contact.first_name} to personalise your message automatically.
Step 3: Add Attachments (Optional)
Select the Attachments tab to choose a file to include with your email (if required). Use the Choose Files button or drag and drop the file.
Step 4: Publication Options (Optional)
This is only required if you wish to make the email content accessible on your website.
To do this, you must include the "Mailing permalink" token in your message
Insert this into a link when composing your message in Step 2a/b
Then select a visibility option in the Publication tab
Public Pages
Anyone with the "view public CiviMail content" permission
Via internet searches
User and User Admin Only:
Only recipients and administrators
Have to be logged in
Step 5: Process Responses
The Responses tab details how replies to your email are handled:
Track Replies: Tick this if you would like recipient replies to be stored in CiviPlus. The replies will be sent to a CiviMail address rather than the original "From" address. Selecting this option unlocks 2 further settings:
Forward Replies: Tick this to forward replies to the "From" address
Auto-Respond to Replies: Tick this if you wish to set an auto-reply to a recipient
Templates can be pre-set for the following types of message:
Auto-Respond Message: Unlocked by the Auto-Respond to Replies option being ticked. Sent upon the recipient replying to the email.
Opt-Out: Sent upon the recipient selecting an opt-out link in the email
Resubscribe: Sent upon the recipient selecting a re-subscribe link
Unsubscribe: Sent upon the recipient selecting an unsubscribe link
Step 6: Add Tracking
Choose whether to:
Enable click-through tracking (track link clicks)
Enable open tracking (see who opens the email)
Step 7: Set Headers and Footers
Select a Header and Footer from your saved options, or create a new one. These help include required legal information, such as:
Unsubscribe links
Organisation contact details
Step 8: Schedule or Send Immediately
You'll be asked whether you want to:
Send immediately, or
Schedule for later (great for time-sensitive campaigns).
Choose based on your timing preferences.
Step 9: Review and Send
Before you hit send:
Review your settings
Click one of the Send Test options to check formatting and tokens:
Select Next, then Submit Mailing when you're ready to send or schedule:
After Sending: Monitor Results
There are a number of reporting options available to use for Mailings:
Mailings Menu
Go to Mailings > Sent Mailings
Review Scheduled and Sent mailings
Reports Menu
Go to Reports > Mailing Reports
Choose from 5 mailing-specific reports
Tips for Success
Use Smart Groups to automatically target dynamic lists (e.g. recent donors)
Keep subject lines short and clear
Always test your mailings before sending to a full list
Make sure your footer includes a working unsubscribe link (required by law)
Mass communication doesn't have to be intimidating! With a few clicks and thoughtful planning, you can send polished, personalised emails that engage your audience and advance your mission.