4 min read

Feature

Who can use this feature:

monday CRM members only

Available on Pro and Ultimate plans

Overview

Mass emailing is a feature of Emails & Activities. Mass emailing is an ideal tool for Sales teams to send messages to multiple recipients simultaneously.

Some great ways to use this feature:

• send introductions and materials to multiple leads
• follow-up with multiple clients at the same time
• small-scale mass emails using HTML

How it works

Here are the most important details:

• You can use this feature on any board with an email column in monday CRM.
• You can send one mass email that results in multiple individual threads of conversation, one for each recipient. The email will not indicate that there were multiple recipients.
• You can send a mass email from any email address that has been added to your Emails & Activities settings. To learn how to connect a new email address, check out the "Emails & Activities on monday.com" article. 

How to create a mass email

1. On any board with an email column in your monday CRM, use the leftmost column to check the box for each contact you want to add as a recipient.

2. At the bottom of your window, you will see a bar with several options. Select Mass email:

Note: If your board has multiple email columns, the feature will pull in the email addresses from the first email column.

3. Check that the email address in the upper right-hand corner is the address from which you wish to send your mass email. If the email address isn't correct, use the dropdown arrow to switch it.

4. Compose your email or use a template.

When composing your email, you have the option to use dynamic fields. This means that you can pull in text from any column on your board. For each email you send, the text will be pulled into the email from the coordinating relevant column. This is a great option for those hoping to personalize a mass email. 

To add dynamic fields, open the {}Columns menu in your email and select the column that you want to autopopulate data from in your email:

You can also add dynamic fields to your email subject line by clicking on the {} symbol to the right of the subject line:

5. When your email is ready, it's time to send it off into the world. Hit Send! Once your email is sent, you will receive a notification confirming that the email was sent to your recipients successfully.

If there is an issue, you will also receive a notification that your email failed. In that case, you may have reached your email host's daily limit. You can learn more about Gmail's limitations in our Gmail Integration Limitations article.

Send a test email

You have the option to test an email before sending. This is a great option if you're using dynamic fields in your emails, like the ones highlighted in the following image:

To send a test email, click the downward arrow to the right of the Send button. This will open a menu. Select Send test email from the menu:

You can select the email address to which you want to send the test email. By default, the email address from which you're sending the mass email will be listed. However, you can type in any email address:

To check the email and see what it will look like once sent, check the inbox for the email you listed. The email will appear as though it's addressed to the first user in your mass email list.

You can go back to monday CRM and edit or send the email when you're ready.

Track your mailing

You can track the progress of your mailings using the Mass email tracking feature. To learn more about how this works, check out the "Mass email tracking" article.

Schedule emails

After composing your mass email, you can choose to schedule it to be sent at a later time.

1. To do so, click on the drop-down arrow to the right of the "Send" button. Select Schedule email to set it up:

2. On the following pop-up, you can choose the day and time for your scheduled email. Click Schedule email to finish setup:

3. Once the email has been scheduled, you'll see a pop-up notification confirming. Click See scheduled email to be taken to the Mass email tracking page:

Edit your HTML email layout

You can use HTML to format the layout of your emails. To apply HTML to your email, follow these steps:

1. Open the email composer and locate the HTML email layout button:

2. Write or paste your HTML into the text field. Then, preview your layout on the right side of the editor. You can preview how the email will appear for your recipients on desktop and mobile:

3. Click Save to apply the HTML to your email. Click Send, and we'll let you know when your email blast has gone out into the world!

Additional capabilities

Privacy 

You can use this feature with a shared email. The app's privacy standards apply.

Templates

Templates can be used when sending a mass email. Templates created for mass emails are not available to use in Emails & Activities. Likewise, templates created in Emails & Activities are not accessible when composing a mass email.

Once you share an email template, all monday CRM Admins will have the ability to access and edit your shared template.

Limits

Current limits

The following are the current limitations of this feature:

• You can send a maximum of 500 emails at a time
• You can send a maximum of 2,000 emails per day
• Your email host (i.e. Gmail or Outlook) may have additional limitations

When you send emails from monday.com using Emails & Activities, those emails are sent on your behalf through your Gmail or Outlook account, using Google’s or Microsoft’s official APIs.

Because of this, email sending is subject to limits enforced by Gmail or Outlook, not by monday.com.

What’s happening behind the scenes
Email providers like Google and Microsoft apply per-user API rate limits to protect their systems. These limits control how many actions can be performed on a mailbox within a short time window, not just how many emails are sent.

These actions include:

• Sending emails from monday.com
• Receiving and syncing emails into monday.com
• Running email automations or sequences
• Other background mailbox activity tied to the same email account

If too many actions happen at once, the email provider may temporarily block additional requests. When that happens, you may see a message indicating that sending is limited or unavailable.

Why this can affect one user but not others

Each mailbox has its own usage pattern. Two people on the same account can experience different limits depending on:

• How many emails they send and receive
• Whether they’re using automations or sequences
• Overall mailbox activity during that time

Because of this, even relatively small sending volumes can sometimes trigger a temporary limit.

What you can do

These limits are enforced by Gmail or Outlook and can’t be overridden by monday.com. When they occur:

• Sending usually resumes automatically after some time
• Reducing concurrent activity from the same mailbox can help
• For higher-volume email use cases, monday Campaigns may be a better fit, as it sends emails through a dedicated email service rather than through Gmail or Outlook

Troubleshooting & FAQs

What is the difference between mass emailing and monday campaigns?

Mass emailing is a feature of monday CRM. It's ideal for Sales teams that need to send the same email to multiple recipients simultaneously.

On the other hand, monday campaigns is a monday.com product built specifically for email campaigns. It's ideal for Marketing teams. It supports sending thousands of emails simultaneously and includes advanced marketing features, making it a more suitable option for large-scale email campaigns.

I've selected items to send a mass email, but the "Mass email" button isn't showing up. Where is it?

Emails can be stored on your board in Text Columns and Email Columns. However, only Email Columns can be used with Mass emailing. If you've selected items but only have emails stored in a Text column on your board, the Mass Email option will not appear. Double-check that the column storing your emails is an Email column by looking at the column's menu.

I have multiple email columns, and the incorrect emails are appearing as options for my Mass email. What do I do?

If you have more than one email column on your board, only the first column (the column closest to the item name on the left side of the board) will be listed as the recipient.

My mass email is stuck on the "Sending" status. What do I do?

The "Sending" status can last for up to 24 hours. This doesn't necessarily indicate an issue. If it has been longer than 24 hours, please reach out to our support team