# Send emails in Attio

URL: https://attio.com/help/reference/email-calendar/send-emails-in-attio
Breadcrumbs: [Help](https://attio.com/help) > [Reference](https://attio.com/help/reference) > [Email & calendar](https://attio.com/help/reference/email-calendar)

Send emails without leaving Attio.

> Available on all plans.
>
> Available for **all** workspace members.
>
> Email sending limits depend on [your Attio plan](https://attio.com/pricing).

Attio’s built‑in email feature enables you to send and track emails directly within your workspace. You can compose messages, use templates, mass send emails, and view correspondence with records, all without switching apps.

## Use cases for sending emails from Attio

By [syncing your Google or Microsoft email](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing) with Attio, you can use Attio alongside your inbox to [send new emails](https://attio.com/help/reference/email-calendar/send-emails-in-attio#compose-an-email) to individuals, or send the same email with personalization to multiple people separately using [mass sending](https://attio.com/help/reference/email-calendar/send-emails-in-attio#mass-sending). You can also [use sequences](https://attio.com/help/reference/automations/sequences/create-a-sequence) for your warm sales outreach.

Continue to use your Gmail or Microsoft 365 inbox to reply to emails and receive notifications about emails received.

> **Note:** Keep in mind that Attio is not an email service provider (ESP). Attio sends all emails through the synced Gmail or Microsoft account.

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 Google or Microsoft email](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing), there are a few different ways to initiate a new email to send from within Attio:

- Use the keyboard shortcut **c** from anywhere within Attio to bring up the **Compose email** window, and add the recipients manually.
- 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.)
- 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.
- Have [Ask Attio](https://attio.com/help/reference/attio-ai/ask-attio/chat-with-ask-attio) draft an email for you to review and send.

> For a video walkthrough, see **Notes, tasks, and email sending **in Attio Academy.

⁠If you haven't already [synced your email](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing) 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 text with bold, italics, strikethrough, links, and numbered and bulleted lists
- Compose an email from scratch, or use a template if you've created one
- Add any attachments you'd like to send
- For one-off emails and mass sending, you can only send emails from your own synced email accounts. 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

![](https://a.storyblok.com/f/234930/800x620/708dbc6119/compose-an-email.png)

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

> **Note: **For each mailbox, a maximum of 12 emails can be sent per hour, and 200 maximum per day. There are also monthly limits per user, which [vary by plan](https://attio.com/help/reference/email-calendar/email-outbox).
>
> One-off emails are queued in your **Outbox** and sent as soon as your mailbox is ready. Unlike mass sends and sequence emails, they aren't spaced five minutes apart, so they usually send within moments. They can take longer if you've reached your sending limits, or if Attio is retrying the send. When you're mass sending emails or using a sequence, Attio waits five minutes between each email sent from a single mailbox, and emails are queued in your **[Outbox](https://attio.com/help/reference/email-calendar/email-outbox)**. These limits are in place to [protect your deliverability](https://attio.com/help/reference/integrations-automations/sequences/email-deliverability-guide).
>
> Emails are prioritized and queued according to the type of email, in the following order: single sends, then mass sends, then sequences.

###

### Format email text

The email composer supports rich text formatting. Format text as you type using markdown shortcuts, or highlight text you've already written to bring up the formatting toolbar.

Highlight text, then choose an option:

- **Bold text: **Click **B**, or hit `command`+`b` or `ctrl`+`b`.
- **Italicize text:** Click **I**, or hit `command`+`i` or `ctrl`+`i`.
- **Strike through text:** Click the strikethrough icon.
- **Add a hyperlink:** Click the link icon or hit `command`+`k` or `ctrl`+`k`, then type or paste the URL.
- **Add a bulleted list: **Click **Body** and select **Bulleted list**, or type `-` followed by a space at the start of a line.
- **Add a numbered list:** Click **Body** and select **Numbered list**, or type `1.` followed by a space at the start of a line.
- **Change the text color:** Click **Text** and select black or grey.

The same formatting options and markdown shortcuts are available in email templates and in the emails you draft inside a sequence.

### Set primary email for recipient

If a person record has multiple email addresses, you can set a primary email address, which will be selected by default when sending an email to them. Follow these steps to set a primary email:

- Search for and open the person's record page
- Under **[Record Details](https://attio.com/help/reference/managing-your-data/records/create-and-view-records#record-details)**, click into the **Email addresses** attribute.
- Drag and drop the ::: icon next to the email addresses to change the order. The first email address listed is the primary email.

Video: https://vimeo.com/1100427013

### Reply to and forward emails

To reply to or forward an email from Attio, follow these steps:

- Search for and open the record page of a person or company on the email you want to reply to.
- Click the **Emails **tab, and click the email to open it.
- Choose an option:

  - To reply to an email, click the first arrow icon.
  - To reply all, click the double arrow icon (only shown if the email has multiple participants).
  - To forward, click the arrow icon on the right. You can include attachments from the original email in your forwarded email.

![](https://a.storyblok.com/f/234930/800x400/c2e86b98c0/reply-to-emails.png)

- Draft your reply, and click **Send Email **when you're ready. Once sent, [emails can be viewed on the record pages](https://attio.com/help/reference/email-calendar/view-emails-and-meetings) of recipients.

Until you click send on a draft, it will be automatically saved and accessible from the **Emails** page in your workspace's lefthand sidebar on the **Drafts** tab, or by opening the email again on the **Emails** tab on the record page. To delete a draft, open it and click the trash can icon next to the **Send Email** button.

> **Note:** You can reply to or forward any email that has been shared with you in Attio, even if you were not a participant on the email thread.

### Add 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**.

![](https://a.storyblok.com/f/234930/600x430/e723dc1219/email-attachments.png)

### Add images to emails

To add an inline image to your email, click the image icon in the bottom left corner of the compose window. You can also type `/` in the composer to open the menu, then select **Image** and upload a file from your computer.

![Email composer with cursor hovering on option to add image.](https://a.storyblok.com/f/234930/1672x1296/09b3f6c600/image-in-email.png)

Locate and select the image you'd like to insert.

To remove or modify an image, click the **⋮ icon** in the top right corner of the image. From this menu you can:

- **Duplicate** to create a copy of the image in the email
- **Download** to save the image file to your computer
- **Replace** to upload a different image
- **Align left**, **Align center**, or **Align right** to adjust the image placement
- **Delete** to remove the image from the email

## Mass sending

Mass sending lets you send the same email to multiple recipients at once, with each person receiving their own individual copy.

### How does mass sending work?

When you're composing an email to more than one person, you'll see the **Enable mass sending** toggle. When mass sending is enabled:

- Each recipient gets their own copy of the email, rather than all recipients on a single thread.
- Recipients won't see who else received the message (except anyone added to CC). When mass sending is disabled, everyone will be able to see the full recipient list (except anyone added to BCC).
- You can personalize the content using variables like First name or Company.
- Attio will delay five minutes between sends from a single sender, and [email sending limits apply](https://attio.com/help/reference/email-calendar/email-outbox#email-sending-limits) to [protect your deliverability](https://attio.com/help/reference/integrations-automations/sequences/email-deliverability-guide). Whether you're sending a single email, mass sending emails, or using a sequence, emails are queued in your **[Outbox](https://attio.com/help/reference/email-calendar/email-outbox)**.

### Mass send an email from a list or view

Follow these steps to mass send an email to a list or view.

1. Open the relevant list or view.
2. Select the records you want to email by checking the boxes next to them. To select all, use the checkbox at the top of the first column.
3. Click **Send email** at the bottom of the screen. If you don't see the button, the view likely doesn’t contain people records and the records don't have a relationship attribute connecting them to people. What happens next depends on the type of records you're viewing:

- **People:** The email addresses of all selected people will be added automatically.
- **Other objects (like companies, custom object records, or deals):** Choose an attribute that links those records to people.

  - For example, in a list of companies, you could select the **Team** attribute to email all team members, or a **Point of contact** attribute to email your main contacts at each company.

![A list showing 8 people records with checkboxes selected next to their names, and a "Send email" button at the bottom in a toolbar.](https://a.storyblok.com/f/234930/2462x1324/9db93132b5/mass-send-email-to-list.png)

4. Draft the email or apply an [email template](https://attio.com/help/reference/email-calendar/send-emails-in-attio#email-templates).

5. Optionally, add people to CC or BCC.

6. When you're ready, ensure the **Enable mass sending** toggle is enabled, and click **Send emails**.

![](https://a.storyblok.com/f/234930/1046x614/eea269fac7/mass-sending.png)

> **Note:** You are only able to mass send emails to up to 10 people at a time on the Free plan, or to up to 50 people at a time on all other plans, which is in line with email provider limits and serves to protect you from being flagged as spam. [Learn more about plans and pricing](https://attio.com/pricing).

### Use 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](https://attio.com/help/reference/managing-your-data/attributes/create-manage-attributes) for the person or company you're sending to. It is not possible to use list attributes for variables. 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).

![](https://a.storyblok.com/f/234930/1138x888/ee33229adf/email-variables-fallback.png)

You can also add variables for the person's company name or other attributes about the [company linked to the person's record](https://attio.com/help/reference/managing-your-data/records/create-and-view-records#record-page-tabs). 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.

![](https://a.storyblok.com/f/234930/1000x702/3e0d5f8ee3/company-attribute-email-variable.png)

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**. Email template drafts save automatically when closed.

Email templates use the same editor as the email composer, so you can apply bold, italics, strikethrough, hyperlinks, black or grey text color, and bulleted lists to your template content. Learn more about [formatting email text](https://attio.com/help/reference/email-calendar/send-emails-in-attio#format-email-text).

> **Note: **Everyone in your workspace can view, use, and edit your email templates.

![](https://a.storyblok.com/f/234930/1804x630/00f1ab1cf7/email-templates.png)

### 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](https://attio.com/help/reference/productivity-collaborating/navigating-your-workspace#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**

![](https://a.storyblok.com/f/234930/437x291/326e5db408/set-default-email.png)While you can send emails from any alias addresses that are synced through your primary email account(s), it is not possible to mark an alias address as the default sender for all outgoing emails.

## Add email signatures

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

- From the dropdown beside your workspace name, locate your **Account Settings** and select the **Email and calendar accounts** tab on the left.
- Select the connected account where you want to add the signature (or [sync your email](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing) if you haven't already).
- Navigate to the **Signatures** tab.
- Click **Create first signature** if this is your first signature, or **+ New signature** to add an additional signature.
- Give the signature a name, and type your signature.
- Highlight text to [apply formatting](https://attio.com/help/reference/email-calendar/send-emails-in-attio#format-email-text), or click the **+** to add an image.

![Email signature setup page, setting up main signature with cursor over option to add image](https://a.storyblok.com/f/234930/1763x1002/d4dc700057/add-image-to-signature.png)

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 **⋮** icon, then **Set as default**.

From the **⋮** icon you can also:

- **Clear default** if you no longer want a signature to be set as default.
- **Delete** a signature.

![](https://a.storyblok.com/f/234930/2050x1356/6b5d39c00b/delete-signature.png)

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:

![](https://a.storyblok.com/f/234930/862x706/b308b0a233/change-email-signature.png)

## Remove the "Sent with Attio" watermark

Emails sent from Attio include "Sent with Attio" at the end of the message. On Plus, Pro, and Enterprise plans, you can turn this off for your own account. The watermark can't be removed on the Free plan. To turn it off, [upgrade to a paid plan](https://attio.com/help/reference/workspace-settings-billing/attio-plans-and-features).

- Click your workspace name, then **Account settings**.
- Select **Email and calendar accounts** on the left.
- Under **Attio watermark**, toggle **Enable Attio watermark** off.

Emails you send from that point on won't include the watermark. Emails you've already sent are unchanged.

## Track email opens for Microsoft 365

If you have [synced a Microsoft 365 email](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing), you can track whether recipients open the emails you send from Attio, with a few caveats:

- Tracking is available for single and mass sends, but not for sequences.
- Opens are only tracked when sending from Attio to a single participant.
- Emails must be sent from Attio to have tracking, not from Microsoft 365 or other third-party clients.
- Gmail accounts are not yet supported.

To start tracking opens for an Microsoft 365 account, there are two steps:

- [Enable SMTP AUTH](https://learn.microsoft.com/en-us/exchange/clients-and-mobile-in-exchange-online/authenticated-client-smtp-submission#enable-smtp-auth-for-specific-mailboxes) in the the Microsoft 365 admin center
- Navigate to your [Email and calendar Account settings page](https://app.attio.com/_/settings/email-and-calendar-accounts), select the account you've synced, and click the toggle on for **Email tracking** near the bottom of the page

![](https://a.storyblok.com/f/234930/1580x256/629304d105/email-tracking.png)

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.

> Note: Keep in mind that sometimes Attio is blocked from tracking opens. For example, Apple Mail and certain email clients block all ability to track emails.

##

## FAQ

### Can I include unsubscribe links on my emails?

This is possible with Attio's [email sequences](https://attio.com/help/reference/automations/sequences/create-a-sequence).

### If a person has more than one email address, which email address is an email sent to by default?

By default, the email will be sent to their primary email address (the first one listed). If you want to select which email to send to, type their name in the email composition window so you can select the email.

### Can I send an email on someone else's behalf in Attio?

For one-off emails, each person can only send from their own synced email accounts.

You can draft an email for someone else to send in Attio by [creating an email template](https://attio.com/help/reference/email-calendar/send-emails-in-attio#email-templates), then sharing a link to the template with a colleague for them to send.

You can also create an [email sequence ](https://attio.com/help/reference/automations/sequences/create-a-sequence)and have a colleague [enable delegated sending](https://attio.com/help/reference/automations/sequences/create-a-sequence#enable-delegated-sending) so that the sequence emails can be sent from their email address.

### Can I use HTML for my emails or email signature?

At the moment, HTML formatting isn't available.

### Can I schedule an email to be sent later?

This is possible with [email sequences](https://attio.com/help/reference/automations/sequences/create-a-sequence), but is not currently possible for one-off email sending.

### Can I send emails from Attio using an email provider other than Gmail or Microsoft 365? Can I use SMTP or IMAP?

No, Attio only supports sending emails through connected Gmail or Microsoft 365 accounts. Sending emails through other providers, or using SMTP or IMAP, is not supported.

To send emails from Attio, you must [sync a Gmail or Microsoft 365 mailbox](https://attio.com/help/reference/email-calendar/email-and-calendar-syncing).

### Can I share an email draft with a teammate so they can edit it?

No, email drafts are only visible to the person who created them and cannot be shared or edited by other workspace members.

If you need to collaborate on an email before sending it, consider [creating an email template](https://attio.com/help/reference/email-calendar/send-emails-in-attio#email-templates) or using an [email sequence](https://attio.com/help/reference/automations/sequences/create-a-sequence). Templates and sequences are visible to your workspace and can be edited by other members, making them a better option for drafting emails together.