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How to Email Your Contacts

Updated
Feature Availability User Permissions Time to Complete Skill Level
Philippine and US stores on Launch, Grow, Scale and Premium Trial. Not available on Free Store owner, or a team member with Contacts access About 10 minutes Beginner

Summary

Overview: You can email one contact or many contacts at once from Contacts. Emails are sent from your own Gmail address through your store email. Each contact gets their own copy, and merge fields such as First Name are filled in for each person. You can send up to 500 emails every 24 hours.

Prerequisites:

  • A store on the Launch, Grow, Scale or Premium Trial plan.
  • An active store email. See How to Set Up Your Store Email.
  • Contacts with a valid email address. See How to Manage Your Contacts.

Step-by-Step Instructions

Step 1: Choose who to email

To email several contacts:

  1. In the sidebar, click Contacts.
  2. Tick the checkbox of each contact you want to email. Use Search... or the filter button to narrow the list first, for example to everyone with a certain tag.
  3. Click the envelope icon (Send Email) above the table.

To email one contact:

  1. Open the contact's profile.
  2. Click the envelope icon next to their name (Send Email on a phone).

If your store email isn't set up or isn't active, you see Email Setup Required. Click Confirm to go to Messaging Settings and set it up first.

Step 2: Write your email

The Send Email window opens.

  1. To lists the selected contacts' emails. You can't edit it here. To change the recipients, close the window and change your selection.
  2. (Optional) Click Add BCC and CC to show the CC and BCC fields. Type an email address and press Enter, Space, a comma, a semicolon or Tab to add it.
  3. (Optional) To personalize the email, choose a field under Add Merge Field: First Name, Last Name, Email, Mobile Number or Last Order Date. Click where you want it in the message, then click Add. A placeholder such as <First Name> appears. When the email is sent, each contact sees their own details in its place.
  4. Enter a Subject.
  5. Write your message in the editor. You can use headings, bold, italic, underline, lists, alignment, colors, quotes and links.
  6. (Optional) To add a picture, click the image button in the editor toolbar and choose a file up to 5 MB. Pictures are resized to fit within 300 × 300 pixels.

If some selected contacts don't have the merge field you're adding (for example, no mobile number), a Missing Lead Details box lists them. That part of the email will be empty for those contacts. Click Ignore and Insert to add the field anyway, or close the box and choose a different field.

Step 3: Check your daily limit

The bottom of the window shows your 500-email daily limit and Send limit reset: with the date your limit resets. Hover over the help icon to see how emails are counted:

  • Each To recipient counts as 1 email.
  • Each CC and BCC address counts once for every To recipient, because every contact gets their own copy.
  • Example: 3 To recipients, 1 CC and 1 BCC = 3 + 3 + 3 = 9 emails.

Any emails over the limit are not sent.

Step 4: Send

  1. Click Send.

  2. You see Sending Email. For several contacts, the message says Your send bulk email request is in queue and will be sent soon.

  3. When sending finishes, you see one of these results:

    Result Meaning
    Email Sent Shows how many emails were sent, for example "3 out of 3 email(s) sent."
    Email Sending Error Some or none of the emails were sent. Please try again
    Email Not Sent No email could be sent, because of incorrect email addresses

    If some addresses failed, they are listed under Mail was not sent to the following:.

  4. Click OK.

Verify It Worked

Success criteria:

  • You see Email Sent with the number of emails sent.
  • On each contact's profile, the Conversations tab shows the email marked Sent, and Last Email shows the date and time.
  • In Contacts, the filter Email Contact Date finds the contacts you just emailed.

Troubleshooting

Common errors

  • Email Setup Required: your store email isn't active. See How to Set Up Your Store Email.
  • "Email setting is not active.": your store email stopped working (for example, the app password changed). Go to Settings → Messaging and click Save & Test again.
  • Email Limit — "500 daily emails already reached. Please wait 24 hours to reset your limit.": you've used your daily limit, or this send would go over what you have left today. Select fewer contacts or remove CC and BCC addresses, or wait until the Send limit reset: date. This box can also appear when sending fails for another reason. If you haven't used up your limit, check your store email settings and try again.
  • "Please enter a valid email.": an address you typed in CC or BCC isn't a valid email.
  • "Please complete all the required fields.": enter a Subject and a message.
  • "This contact does not have a valid email address. Add or update the email in contact details.": edit the contact and add a correct email first.

Limitations & considerations

  • Emails are sent from the Gmail account in your store email settings. Replies go to that Gmail inbox.
  • The test email sent when you save your store email settings also counts toward the 500-email limit.
  • Merge fields work in the message, not in the subject.
  • There are no saved email templates here. Write each email in the window.
  • No unsubscribe link is added to these emails. If you send marketing emails, tell customers how to opt out, and respect their requests.
  • When you select contacts on more than one page of the list, only the contacts on the page you're viewing are added to To. Select and email one page at a time.

Next Steps & Related Resources

Need more help? For more information and assistance, please send an email to support@prosperna.com.

Last Updated: 10/09/2026