How to Send Mass Email in Salesforce: Complete Methods & Limits

How to Send Mass Email in Salesforce

Sending mass email in Salesforce lets you reach multiple recipients with a single message while maintaining personalization through merge fields. Salesforce offers several methods depending on your workflow and which objects you're emailing.

Method 1: Send Mass Email from List Views Navigate to Contacts or Leads, select a list view showing your target audience, then check the boxes next to recipients (up to 200 at a time in Classic, or use "Select All" in Lightning). Click the "Send List Email" button, choose an email template or compose a new message, and send. Each recipient gets what appears to be an individual email, not a group message.

Method 2: Send Email to Campaign Members Create a campaign, add members through reports or manual selection, then use the "Send List Email" button from the Campaign Members related list. This method automatically logs email activity on the campaign, making it easy to track responses and measure effectiveness.

Method 3: Mass Email via Workflows Workflow rules or Process Builder can automatically send emails when specific conditions are met—like when a lead reaches a certain score. Set up email alerts with templates, define your criteria, and Salesforce handles the sending automatically.

Understanding the 5,000 Email Limit

Salesforce restricts organizations to 5,000 mass emails per day (or 1,000 for some editions). This is a shared limit across your entire org. The limit resets at midnight Pacific Time, so if you hit your limit mid-day, you must wait until midnight to send more.

Overcoming the Daily Limit

Organizations needing to send more than 5,000 emails daily can upgrade to Marketing Cloud or Pardot, stagger sends across multiple days, or use native Salesforce apps like MassMailer.io that eliminate daily limits while maintaining full CRM integration.

Companies like Retirement Planners of America switched from Marketing Cloud to MassMailer.io to achieve unlimited sending capacity while improving domain reputation.

Similarly, HFM Advisors left HubSpot for MassMailer, cutting campaign costs while gaining better email performance within Salesforce.

MassMailer provides unlimited email sending with advanced scheduling, enhanced tracking, and dedicated deliverability features—all while keeping your data securely within Salesforce.

Key Takeaways

Three main methods: List views (quick sends), campaigns (tracked sends), and workflows (automated sends)
The 5,000 daily limit is shared across your entire organization and resets at midnight Pacific Time
Personalization matters: Use merge fields to customize messages even when sending to hundreds of recipients
Native solutions exist: Tools like MassMailer.io remove limits without leaving Salesforce
Real results: Companies like Bay Club successfully send unlimited emails while maintaining deliverability

Frequently Asked Questions

Can I send more than 5,000 mass emails per day in Salesforce?

Not with native functionality. You'll need Marketing Cloud, Pardot, or a native app like MassMailer.io that extends Salesforce's capabilities without daily limits. Organizations across industries—from financial advisors to retirement planners—have successfully scaled their email operations using MassMailer.

What's the difference between mass email and individual email in Salesforce?

Mass email sends the same message to multiple recipients at once and counts against your 5,000 daily org limit. Individual emails are sent one at a time and have a separate 5,000-per-user daily limit.

Can I schedule mass emails to send later?

Lightning Experience allows scheduling for individual emails but not mass emails. For scheduled mass sends, you'll need Marketing Cloud, Pardot, or tools like MassMailer.io that offer advanced scheduling capabilities.