How to Mass Verify Email Salesforce for Accurate Campaigns

Imagine this: You’ve done a thorough market research, gathered your lead information, and now, it’s time to hit their inbox. 

The question is: Do you validate your emails before you hit ‘Send’? The internet is full of potholes that may lead to email deliverability failure. 

Typos, inaccurate email addresses, and spam tricks can damage the sender’s reputation and land their emails in the blacklist. Martech survey shows that only 23.6% verify their email lists before every campaign, resulting in 60% of emails landing in spam

Source

Sending unverified emails can hurt your reputation and impact revenues. Thus, you’re leaving a lot of money on the table without sending a validated email on Salesforce. 

So, how do you verify your email list on Salesforce? What are the challenges of validating these emails? 

This blog will explore actionable strategies to mass verify emails in Salesforce, walk through built-in and third-party options, and demonstrate how tools like MassMailer can streamline validation for large datasets.

Why Mass Email Verification Matters in Salesforce? 

Salesforce CRM collects a vast amount of customer data, including their social profiles, email addresses, and even phone numbers. However, the quality of the data can significantly impact business outcomes. That’s why email validation should be an integral part of any lead process. 

Here’s why email verification in Salesforce matters for businesses: 

Better Engagement

Emails sent to verified addresses have a higher chance of being read. Sending emails to unverified and incorrect email addresses can land your emails in the void rather than the inbox.  

Lower Spam

High bounce rates trigger spam flags, and email service providers can blacklist domains if too many messages fail to deliver. A Statista study revealed that 45.6% of emails landed in spam folders in 2023. 

Unverified emails can make your sender reputation vulnerable and jeopardize all email campaigns. Verification acts as a shield that reduces spam reports and ensures your brand maintains credibility.

Higher ROI

Email campaigns rely on accurate targeting. You won’t want to spend a large amount from your marketing budget only to end up in spam or undelivered emails. Mass verified emails in Salesforce translate to higher conversion rates, allowing sales and marketing teams to optimize resources efficiently.

For instance, eCommerce sellers using email deliverability services reported a 17% higher conversion rate and 40% lower bounce rate compared to non-users.

High Delivery Rate

Verified emails also protect your marketing ROI. Wasted emails are wasted money, but clean lists let your team focus on real prospects. With a higher percentage of messages reaching actual recipients, delivery rates improve, engagement grows, and sales opportunities increase. 

Verification turns Salesforce from a static database into a powerful engine for actionable insights and business growth.

However, verifying the bulk emails in the list can be a challenge here. Various users have reported issues with bulk email validation, and if there are any alternatives. 

What are the Different Ways to Mass Verify Email Addresses on Salesforce? 

Salesforce offers multiple approaches for email verification, ranging from automated checks at user creation to bulk validation methods for large databases. Let’s look at the different ways to verify the email addresses on Salesforce: 

Automated Email Verification Upon User Creation

When a new user is created, Salesforce automatically sends a verification email to the registered address to confirm its validity. This feature is especially useful for small organizations or during new user onboarding, where ensuring accurate communication from the start is critical.

To make the most of this system, there are a few key steps to follow. 

First, set up deliverability settings through Setup > Deliverability, where you should set the “Access Level” to All Emails. Next, navigate to the Users page and select the email field for each user. Clicking the Verify button sends the verification email instantly. 

The user then completes the process by accessing their inbox and clicking the verification link. Once this is done, Salesforce Einstein Analytics automatically marks the email as verified, giving your CRM a clean and accurate record.

Bulk Verification for Large User Base

For existing Salesforce databases, bulk email verification is essential. Admins can export large datasets and validate emails en masse using built-in tools or third-party solutions. Bulk verification saves time compared to individual checks and ensures historical data is clean. 

Companies with over 100,000 contacts rely on automated bulk verification tools to maintain data hygiene without overwhelming their teams.

Use Third-Party Integration for Advanced Verification

Third-party tools suffice for the email verification needs with robust email validation, including syntax, domain, and mailbox verification. 

MassMailer, for instance, subtly integrates with Salesforce to perform bulk and ongoing validation. This approach goes beyond simple syntax checks and ensures that emails are active and reachable. 

This type of integration helps the user: 

• Check the email addresses and validate them in real-time, along with their active status. 
• These tools flag the risky email addresses and remove them from your email list. 
• The system also checks the operational status of the domain and its reputation. 

How to Validate Emails on Salesforce? 

Salesforce offers a built-in validation system when you’re setting up accounts. This verification system ensures that 

Create a Validation Rule

Admins can set up validation rules to enforce conditions whenever users enter new data. For emails, these rules immediately check for missing or incorrectly formatted values. This way, Salesforce prevents invalid leads or contacts from being saved in the first place.

Define Criteria for Valid Email Addresses

A solid validation rule specifies what counts as a valid email. For example, you can require the address to include the “@” symbol, a valid domain, and no spaces. 

Salesforce formulas like ISBLANK(Email) or NOT(REGEX(Email, “^[A-Za-z0-9._%+-]+@[A-Za-z0-9.-]+\\.[A-Za-z]{2,}$”)) catch entries that don’t meet these requirements. By enforcing these patterns, you stop invalid emails from entering your system.

Add a Clear Error Message

Guide users with a specific error message instead of a generic alert. For example: “Please enter a valid email address, e.g., user@example.com.” This not only protects data integrity but also helps users correct mistakes immediately.

But What’s Wrong with this Email Validation Process?

Salesforce’s built-in email validation rules do a good job of catching formatting errors, but they don’t ensure the email actually works. Just because an email looks correct doesn’t 

mean it will reach the intended recipient. 

Relying only on internal validation can give you a false sense of security and lead to wasted effort in mass email campaigns.

Here’s where traditional validation falls short:

• Domain issues: Even a properly formatted email may bounce if the domain doesn’t exist or has expired.
• Inactive mailboxes: Users might change roles, leave a company, or abandon an account, leaving the email undeliverable.
• Spam filters and blocks: Some recipients may have blocked your messages or marked similar emails as spam, reducing deliverability.
• Manual entry limitations: Checking emails one by one is impractical for Salesforce databases with thousands of contacts.

Thus, a third-party tool can solve these challenges in real-time by detecting bulk email addresses for spam, disposable, or spammy domains. 

MassMailer: A Better Alternative To Salesforce Email Verification

MassMailer is a native Salesforce app that lets you send bulk emails with unlimited email sends. One of the best features of MassMailer is its email verification feature for verifying emails at various levels—single emails, bulk lists, and during lead creation as well.

MassMailer email verification also includes automated verification, customizable verification options, real-time status updates, and automated suppression. If you’re using the Salesforce flow builder for your business process, MassMailer integrates with the flow builder to verify your emails for any standard or custom objects.

You can get the email deliverability results right into your Salesforce dashboard, which is categorized into:

• Valid: Here, the email address remains safe for your campaigns.
• Invalid: Email here is no longer valid, and MassMailer suppresses invalid emails from your mass email campaigns.
• Spam Trap: These are fake email addresses that are meant to identify spammers, and sending emails to them can harm your overall reputation.
• Do Not Email: Any email address on the do-not-email list will be automatically suppressed during email campaigns. 

How does MassMailer Validate Your Email List?

Whether you want to verify one email or a bulk, MassMailer makes it a breeze to do that. Here’s a step-by-step process to validate your email list on MassMailer:  

• Launch Salesforce and navigate to the list view (Contacts, Leads, or any custom object) for which you want to check emails. 
• Select the emails that you want to verify. You can choose one or all using the bulk select. 
• Next, click on the ‘MassMailer Verify’ option to start with verification. 
• Select the email field that you wish to validate in the MassMailer verifier. 
• You can also select certain parameters, such as date or verified filters, to only check the unverified ones. 
• Click on Submit to start the verification process. Once done, you’ll have a detailed result of verified emails. 

Watch this video, which gives you a detailed walkthrough of verifying email lists on Salesforce: 

How to verify emails in Salesforce using MassMailer?

Conclusion

Email verification in Salesforce is not optional; it’s essential. 

While Salesforce provides built-in validation rules, these methods alone are insufficient for ensuring deliverability. 

An email sender and verified solution like MassMailer adds a layer of accuracy, enabling bulk verification and continuous monitoring. Using MassMailer for your email campaigns, as well as with Salesforce flow builder, allows you to validate your email addresses and only reach out to the right ones. 

Ready to improve your email deliverability rates? Sign up for a 15-day trial for MassMailer and let the magic flow. 

Frequently Asked Questions

1. What does “mass verify email Salesforce” mean?

Mass verifying emails in Salesforce refers to the process of checking multiple email addresses at once to ensure they are active, valid, and deliverable. This helps maintain clean CRM data and improve email campaign performance.

2. How can I perform bulk email verification in Salesforce?

You can use built-in tools, like validation rules for basic checks, or leverage third-party solutions like MassMailer to verify large email lists quickly and automatically, reducing bounce rates and improving engagement.

3. Is there a Salesforce template for mass email verification?

Yes, some third-party integrations and apps provide pre-configured templates to streamline the verification process. These templates standardize verification emails and tracking, saving time when working with large datasets.

4. Can Salesforce verify email addresses automatically when adding new users?

Yes, Salesforce sends an automatic verification email to new users upon account creation. Users click the link in the email to confirm it’s valid, and Salesforce marks the address as verified in the system.

5. What are the limitations of Salesforce’s built-in email verification?

Built-in validation rules only check the format of the email, not whether it is deliverable or active. This means a perfectly formatted email may still bounce or be inactive.

6. How does MassMailer help with Salesforce email verification?

MassMailer goes beyond format checks by validating both the existence and deliverability of email addresses. It allows you to bulk verify lists, track verification status, and clean your Salesforce data efficiently.