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MassMailer Usage Guide: The Complete Step-by-Step Guide

This guide walks you through using MassMailer in a simple, easy-to-follow format. Whether you're new to mass emailing or just new to this tool, you'll find everything you need to get started and make the most of all features.

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Table of Contents

Before You Start

Make sure you've already: 1. Installed MassMailer following the Installation Guide 2. Set up your spreadsheet with the "Emails" and "Config" sheets 3. Have your recipient list ready

If you haven't completed these steps, please visit the Installation Guide first.

Setting Up Your First Campaign

Step 1: Open Your Spreadsheet

Open the Google Sheet where you've set up MassMailer.

Step 2: Check Your Data Format

Your "Emails" sheet should contain the following columns: - EmailID - A unique ID for each email - Email - Recipient's email address - FirstName - Recipient's first name - LastName - Recipient's last name
- CompanyName - Recipient's company name - Status - Leave this blank (the system will update it)

💡 TIP: If you don't have all this information for every recipient, don't worry. The system can use fallback values for missing data.

Step 3: Set Up Required Sheets

The easiest way to ensure your spreadsheet has the correct structure is to use the automatic sheet setup:

  1. From your spreadsheet menu, select Mass Email > Setup Required Sheets
  2. The system will automatically create any missing sheets with the proper columns

💡 TIP: This won't delete your existing data, it just ensures all required columns are present.

Creating Your Email Template

Step 1: Create a Gmail Draft

  1. Open Gmail in a new tab
  2. Click Compose to start a new email
  3. Leave the "To" field blank
  4. Add your subject line
  5. Write your email content using personalization placeholders:
  6. Use {{FirstName}} where you want the recipient's first name
  7. Use {{LastName}} where you want the recipient's last name
  8. Use {{CompanyName}} where you want the recipient's company name
  9. Use {{Name}} for the full name (system combines FirstName + LastName)
  10. Click the three dots in the bottom right and select Save draft
  11. Do not send this email! Just save it as a draft

💡 EXAMPLE:
Subject: Important update for {{CompanyName}}

Hello {{FirstName}},

I wanted to reach out regarding our services for {{CompanyName}}...

Best regards,
Your Name

Step 2: Create Followup Template (Optional)

If you want to use auto-followups, create a second draft for followup emails following the same process.

Configuring MassMailer Settings

Step 1: Open Configuration

  1. From your spreadsheet menu, select Mass Email > Configure Settings
  2. A configuration panel will open

Step 2: Basic Settings

  1. Your Name: Enter the name that should appear as the sender
  2. Draft Template: Click "Select Draft" and choose your email draft template
  3. Emails Per Batch: Enter how many emails to send in each batch (recommended: 40-50)
  4. Interval Minutes: Enter how many minutes to wait between batches (recommended: 2-5)
  5. Max Daily Emails: Set a limit to avoid exceeding quotas (recommended: 100-150 for free accounts)

Step 3: Advanced Settings (Optional)

  1. Name/Company Fallbacks: Set fallback text for when recipient data is missing
  2. Tracking Settings: Enable/disable email open tracking

Step 4: Save Settings

  1. Click Save Settings at the bottom of the panel
  2. You'll see a confirmation message when settings are saved

Sending Your First Batch

Step 1: Start the Process

  1. From your spreadsheet menu, select Mass Email > Start Sending Emails
  2. A confirmation dialog will appear asking if you want to proceed
  3. Click Yes to start sending

Step 2: Monitor Initial Progress

  1. A progress panel will open showing:
  2. Number of emails successfully sent
  3. Number of emails that failed
  4. Current status of the operation
  5. Estimated completion time

Step 3: Allow Batches to Complete

  1. The system will send emails in batches according to your settings
  2. Each batch will be sent after the interval you specified
  3. You can close the progress panel and come back later - the process will continue running

⚠️ IMPORTANT: Do not close your browser or computer during the initial setup of batches. Once the first batch completes and the next batch is scheduled, you can close the browser.

Tracking Progress

Step 1: Check Status

  1. From your spreadsheet menu, select Mass Email > View Progress & Stats
  2. The progress panel will reopen showing current statistics

Step 2: Review Email Status in Spreadsheet

  1. Go to your "Emails" sheet
  2. The "Status" column shows the current status of each email:
  3. Sent: Email was successfully sent
  4. Failed: Email failed to send
  5. Sending: Email is currently being sent
  6. FollowupScheduled: A followup email is scheduled
  7. FollowupSent: The followup email has been sent
  8. RateLimited: Sending paused due to rate limits

Working with Auto-Followups

Step 1: Enable Followups

  1. From your spreadsheet menu, select Mass Email > Configure Settings
  2. Scroll down to the "Followup Settings" section
  3. Set "Enable Followups" to "Yes"
  4. Click "Select Followup Draft" and choose your followup email template
  5. Set "Followup Days" to specify how many days to wait before sending followups
  6. Set "Max Followups" to specify how many followups to send per recipient
  7. Click Save Settings

Step 2: Monitor Followups

  1. The system will automatically send followups based on your settings
  2. Followups will be sent when:
  3. An email isn't opened within the specified timeframe
  4. An email is opened but not replied to
  5. Followups will automatically stop when:
  6. A recipient replies to any of your emails
  7. The maximum number of followups is reached

Step 3: Process Followups Manually (Optional)

  1. From your spreadsheet menu, select Mass Email > Process Scheduled Followups
  2. This will manually process any followups that are due to be sent

Using Email Tracking

Step 1: Enable Tracking

  1. From your spreadsheet menu, select Mass Email > Configure Settings
  2. Scroll down to the "Tracking Settings" section
  3. Set "Track Email Opens" to "Yes"
  4. Click Save Settings

Step 2: View Tracking Data

  1. Go to your "Emails" sheet
  2. Look for these columns:
  3. EmailOpened: Shows TRUE if the email was opened
  4. FirstOpenDate: When the email was first opened
  5. LastOpenDate: When the email was most recently opened
  6. OpenCount: How many times the email was opened
  7. Replied: Shows TRUE if the recipient replied
  8. ReplyDate: When the recipient first replied

Tips & Best Practices

Email Volume

  • Start Small: Begin with smaller batches (20-30) and gradually increase
  • Avoid Spam Triggers: Don't use excessive exclamation points, ALL CAPS, or spam words
  • Daily Limits: For Gmail accounts:
  • Free accounts: 100-150 emails per day
  • Google Workspace accounts: 1,500-2,000 emails per day

Email Content

  • Personalize Meaningfully: Don't just use the recipient's name, personalize the content too
  • Keep It Short: Aim for 150-250 words for higher engagement
  • Clear Call to Action: Have one clear action you want recipients to take
  • Mobile-Friendly: Keep paragraphs short (3-4 lines maximum)

Followup Strategy

  • Value-First Approach: Each followup should provide new value, not just "checking in"
  • Spacing: Allow 3-7 days between followups
  • Rule of Three: Limit to 3 total emails (initial + 2 followups) unless you get a response

Troubleshooting Common Issues

Emails Not Sending

  1. Check Quotas: You might have hit Gmail's daily sending limit
  2. Verify Template: Ensure your draft template exists and is properly formatted
  3. Check Rate Limits: Look for "RateLimited" status in the spreadsheet

Missing Personalization

  1. Check Column Names: Ensure your spreadsheet has the exact column names (FirstName, LastName, etc.)
  2. Check Placeholders: Ensure placeholders in your template use double curly braces: {{FirstName}}

Error Messages in Spreadsheet

  1. Check Logs: From the menu, go to Mass Email > Advanced > View System Logs
  2. Run Diagnostics: From the menu, go to Mass Email > Advanced > System Diagnostics

Need More Help?

If you're experiencing issues not covered here, check the complete Troubleshooting Guide or contact support.