Send emails in Attio

Use cases for sending emails from Attio

By syncing your Google or Microsoft email with Attio, you can use Attio alongside your inbox to send new emails to individuals, or send the same email with personalization to multiple people separately using mass sending. You can also use sequences for your warm sales outreach.

Continue to use your Gmail or Outlook inbox to reply to emails and receive notifications about emails received.

Sending emails from Attio is suitable for communications with existing customers or warm leads in cases where:

1. Recipients are expecting to hear from you.

2. They are not transactional emails, which are emails sent automatically in response to an action or event (e.g. password resets or purchase confirmations).

Here are some examples of good use cases for sending emails through Attio:

• Send a personalized check-in to a customer about an upcoming renewal

• Invite a job candidate to book an interview

• Offer a personalized onboarding session with a customer success manager

Here are some examples of use cases where Attio should not be used for sending emails:

• Cold sales outreach

• Email newsletters or marketing

• Business transactional emails, such as payment confirmations, password resets, security alerts, etc.

Compose an email

Once you have synced your email, there are a few different ways to initiate a new email to send from within Attio.

One option is to use the keyboard shortcut c from anywhere within Attio to bring up the Compose email window, and add the recipients manually.

You can also find a Compose Email option in the top right of a person’s record page. (Depending on your screen size, you may need to click Actions first.)

Alternatively, from the People all records page of the sidebar or from within lists that contain people, select the checkboxes beside the people's names who you want to email, then click Send email at the bottom of the window. You can also use filters to refine your list to more easily find the people you would like to email.

If some people have multiple email addresses, you can set their primary emails in Record details by clicking into the Email address field and dragging and dropping the ::: icons to change the order.

⁠If you haven't already synced your email and granted email sending permissions, you'll be prompted to do so. From the email composition window you can:

• CC or BCC additional recipients

• Format your email by highlighting body text with click and drag

• Compose an email from scratch, or use a template if you've created one

• Add any attachments you'd like to send

• If you've synced multiple email accounts or have email aliases, you can toggle your sender address by clicking your name and choose the one you'd like to send from

Unsent emails are saved as drafts. To see all drafts, in the sidebar click Email, followed by Email drafts. Once you have sent emails, you’ll find them under the Emails tab on your recipient’s record page.

Email attachments

You can attach files to the emails you compose in Attio. From the bottom left corner of the compose email window, click the paperclip icon.

Locate the file you'd like to attach. To remove an attachment, hover over its name and click X.

Easily attach files to your emails in Attio

Mass sending

Any time you are composing an email to more than one person, you will see a Mass send option with a toggle. If you had selected multiple people from a list or view to email, this option will be enabled by default, whereas if you are adding recipients manually, it will be disabled by default.

When enabled, the Mass send option will allow you send the same email to a list of recipients, but each email will be sent separately, so recipients won't see the other recipients on the email. Attio will delay five minutes between sends from a single sender, and email sending limits apply.

With mass sending, you also have the option to personalize certain aspects of your message using variables. When Mass send is disabled, the email will be sent to all recipients on the same email.

Mass send an email to a list

To mass send emails to members of a list or view, first open the list or view, check the boxes next to the records (the checkbox at the top of the first column will select all records in the view), then click Send email at the bottom.

In a view of people, this will automatically add the email addresses for all selected person records to the email. In a view of any other object, when you click Send email, you'll then have the option to select the attribute containing the related people you want to email. For example, if you select companies and click Send email, you could then select the Team attribute to email all members of the companies you've selected, or select a Point of contact attribute to email your points of contact at the selected companies.

Using variables

When mass sending is enabled, you can use variables in your email copy. Variables let you personalize parts of your email message, while the rest of the content remains the same for all recipients.

Hit the { key in the email composer to bring up a list of available variables.

When you use variables in your email, Attio inserts data stored in object attributes for the person or company you're sending to. You can also set fallback copy should that data not exist. To add a fallback, click on the variable to bring up the fallback editor. A variable without a fallback value set will be highlighted in yellow, and when a fallback value is set it will be blue.

In the example below, we've used variables for the recipient's first name and location. We've also added fallback copy (without this, the variable content could appear blank).

You can also add variables for the person's company name or other attributes about the company linked to the person's record. To do this when adding a variable, search for Company. The number next to it indicates how many company attributes are available for use, and clicking Company will open a list of them.

From that list, select Name to pull in the name of the company each person record is associated with. Or choose another attribute associated with the person's company.

Once variables have been used in your email message, clicking Review emails and selecting members of your Recipient list will preview the content.

Email templates

If you find yourself using the same format for outgoing emails, it might be helpful to create an email template. Click Email in the sidebar followed by Templates at the top of the page to view, edit, and create email templates.

Click the + Create template button in the top right corner to create a new template. Save your new template by clicking out of the editor window. To use a template, hit the c key to compose a new email message, and choose start with a template.

Favorite email templates

To maintain easy access to an email template, open the email template and select the ⋮ icon, then Add to favorites. Favorite email templates will show in the sidebar, and at the top of the Email Templates page. Click a favorited email template in the sidebar to create a new email draft with the template applied.

Note that your favorites are only visible to you. Learn more about Favorites.

Set default sending email

When you have synced more than one email with Attio, Attio will default to sending from the email you synced first when you send emails from Attio. To change the default account used, follow these steps:

• Click your workspace name, navigate to Account settings, and select Email and calendar accounts  on the left

• Under Connected Accounts, click the ⋮ icon to the right of the account you want to send from by default, and select Set as default

Email signatures

You can create customized email signatures to include at the bottom of emails you send from Attio. Follow these steps to create a new email signature:

• From the dropdown beside your workspace name, locate your Account Settings and select the Email & Calendar tab on the left.

• Select the connected account where you want to add the signature (or sync your email if you haven't already).

• Navigate to the Signatures tab.

• Click Create first signature if this is your first signature, or + Create new to add an additional signature.

• Give the signature a name, and type your signature. Highlight text to apply formatting.

You can create multiple signatures to choose from when sending an email. The default signature is the one that will be automatically applied to new emails you send from this email address. To change the default signature, select the signature you want to use by default and select the ⋮ icon to the right of its name, then Set as default. If you have a signature set up to show on all emails by default but you don't want it to, you'll find a Clear default option here.

You will find the option to delete a signature here too.

When composing a new email, any default email signature will be added to the end of the email automatically. You can change which signature is used or remove the signature by clicking the pen icon in the lower-left:

Email opens tracking for Outlook

If you have synced an Outlook email, you can track whether recipients have opened emails you send from Attio (but not when you send from Outlook or third party email clients). Tracking email opens is not yet available for Gmail accounts.

To start tracking opens for an Outlook account, there are two steps:

• Enable SMTP AUTH in the the Microsoft 365 admin center

• Navigate to your Email and calendar Account settings page, select the account you've synced, and click the toggle on for Email tracking near the bottom of the page

Once tracking is enabled and you have sent an email from Attio, go to the record page of a recipient and click the Emails tab, then select the email you sent. You will see one or two checkmarks in the upper-right of the email. One checkmark indicates no opens have been detected. Two checkmarks indicates it's been opened, and the number indicates how many times it was opened. Hover over the checkmarks to see who opened it and when.