How to: Mass Email with eAgent

When sending a mass email in eAgent it is a good idea to first set a rule in outlook to automatically file all undeliverables. This way, your inbox is not overwhelmed with undeliverable email and it’s stored in a specific place for easy follow up.

You will only need to do this once and it will be ready for all future mass email campaigns.

Click on “options” on the upper right hand side of your outlook main page.

Select “See All Options…” from the drop down

1 Set an "Undelieverable" Rule

in Outlook

Select the “Organize E-Mail” option from the left hand margin.

Select the drop down option next to “New” to create a new Outlook Rule.

Select the 3rd Option for “Move messages with specific words in the subject to a folder…”

Click on the link that reads Enter words…

Enter one word at a time into the field “type words or phrases here”. After you enter each word click the green “+” icon. Suggested words: undeliverable postmaster daemon

When you’re done select “ok”

Click on the link that reads Select one…

Select “Inbox” and click on “Create New Folder”

Name your new folder. Suggested Folder Names: Undeliverables Undeliverable Email Bad Emails

Select “ok”

Select “Save”

Your rule is set and will appear in your list! NOTE: This rule will automatically file away any undeliverable email sent from eAgent or directly from your outlook inbox.

“Templates” in eAgent are form letters. Prior to sending any mass email you will need to ensure your templates are created and saved in the system.

From eAgent, click on the “Set Up” tab.

Next, select “Email Templates”

To add a new template, select “New Template”.

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2 Set Up Your Template(s)

Fill in the required fields: Template Name - This is how the office will identify which template to use. Subject - This is the subject the client will see when receiving the email Body – This is the message you will want your clients to see when they open the email NOTE: You can create your own verbiage or copy/paste from an existing template.

Template Parameters – Email parameters are codes you can enter that will help personalize the email to the customer or customers you are sending the email to. For example, "Dear [firstname]," will look like "Dear John," when sent to the customer John Smith. IMPORTANT: It is imperative the template parameters are exactly as shown including the open and closed brackets. You may want to copy/paste directly from eAgent as opposed to rewriting to avoid errors.

Select “add template”

Your template has been successfully added to your library!

It is highly recommended that you test your template before sending a mass email. This will ensure that everything appears the way you’d like it to. This will also allow you an additional opportunity to check for spacing, grammatical and spelling errors.

Look up yourself in eAgent or someone in your office that would be okay receiving and reviewing the email on your behalf.

Select the “golden envelope” to the right of the email address listed

Select the appropriate template.

3 Test Your Template

Click “Send”

If you’re happy with your template, move on to step 4.

If you want to make changes, go back to step 2 except select “edit template” to make the appropriate changes.

Retest until satisfied with the results.

Run a report in eAgent to correspond to the group you are trying to contact.

Run your report by selecting the “reports” tab at the top of your screen

Select the type of report you want to run, choose your filters, select “run report”

It is highly recommended that you export your report to excel by selecting the icon next to the envelope. Saving this by a specific name will allow you to remember you report filters. In addition, you can take this list and import it into other marketing tools (like TaG or POD) or use for mail merges for those that do not have an email on file!

4 Run a Report and Mass Email

If you want to mass email the entire list, simply select the empty box in the blue header next to “Insured”.

If you’d like to suppress certain clients from receiving this email simply click on the box next to their name to unselect.

Once you’re satisfied with your recipients, select the “golden envelope” icon.

Next, choose your template and select “send”

Important Notes: Any of the merge parameters (i.e. [firstname]) you preset in your template will not fill until sent!

All of your recipients will be Bcc’d.

You can find a record of the email in your clients “history” tab.

Clicking the email text will open up the email that was sent.

Remember, if you set up the undeliverable rule in step 1, all of those files will be automatically sent to your established folder – be sure to follow up on these!

All of your replies will be in your outlook web access inbox.

For any email campaign you run through eAgent (or otherwise), please be sure to refer to the Agency Standards Guide.

Check Agency Standards before sending your communication

Click here to access Agency Standards

5 Stay Compliant!