Is there a way to populate mailing list for everyone at once? - Answers - Salesforce Trailblazer Community
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Jackie DanalewichJackie Danalewich 

Is there a way to populate mailing list for everyone at once?

I have a list of over 700 people.  The mailing list section where you can make selections like filters, needs to have a new list entered.  Can I do that in mass or do I need to go through each person on the list individually?

I selected custom objects and fields because I am not sure how to categorize my question.
Steve MolisSteve Molis
Which edition of SFDC are you using?
Steve MolisSteve Molis

Sending Mass Email

Available in: Professional, Enterprise, Unlimited, and Developer Editions

User Permissions Needed
To send mass emails to contacts, person accounts, or leads:"Mass Email"
To send mass emails to users:"Mass Email"


"Manage Users"

To send mass emails and log them in the Activity History related list:"Mass Email"


"Edit Tasks"

You can send a mass email message to a recipient list that consists of contacts, leads, person accounts, or users you can view in Salesforce.

  1. Choose the type of recipients for your mass email:
    • To send mass email to contacts or person accounts, click Mass Email Contacts in the Tools section at the bottom of the Contacts or Cases tabs. If your organization uses person accounts, the link is also in the Tools section at the bottom of the Accounts tab.
    • To send mass email to leads, click Mass Email Leads in the Tools section at the bottom of the Leads tab.
    • To send mass email to users, click Your Name | Setup | Manage Users | Mass Email Users. This link is available to administrators and users with the “Manage Users” permission.
  2. Select a list view of recipients and click Go!. By default, the My Contacts, My Leads, Active Users, or My Cases views include all records of that type with an email address. To change the list of recipients, create a new custom view. See Creating Custom List Views.

    Contacts, leads, or person accounts that have the Email Opt Out field selected or do not have an email address are not included in any email list views. Person accounts are included in contact list views.

  3. All recipients in the list view are selected by default. Remove recipients who shouldn't receive the mass email by deselecting them or using the top checkbox in the list view to select or deselect all of the recipients listed on the page.
  4. Click Next.
  5. Choose an email template.Note
    You can’t send a mass email using a Visualforce email template.
  6. Optionally, click the Preview links to view the templates. In the email template preview window, the template displays with any merge fields included, such as {!Account.AccountNumber}. When you send your email, data from the recipients' records, or any applicable substitute text, is inserted into the email in place of those merge fields.
  7. Click Next.
  8. On the confirmation page, select from the available Processing Options:
    • BCC me on one message
    • Store an activity for each message

      The Activity History item is associated with the contact, lead, or person account and displays as “Mass Email:<Template Description>.” The email subject, body, and attachments are not stored in the Activity History item. To log Activity History items, you must have access to view or edit the records in the recipient list and have the “Edit Task” permission.

    • Use my signature

      Optionally, include your email signature in this mass email. This option applies to text emails only.

    • Mass Email Name
      Enter a name you can use to identify this mass email in the mass email queue. See Monitoring the Mass Email Queue for more information. Note
      The mass email name only appears in the mass email queue and status messages you receive from Salesforce. Salesforce doesn't add the mass email name to the mass email you're sending.
  9. In the Delivery Options section, do one of the following.
    • Select Send now.
    • Select Schedule for delivery on and click in the date field to specify when Salesforce will send the mass email. Use the adjacent drop-down menu to specify the time zone.Note
      Users can click Your Name | Setup | Email | My Mass Emails to view and cancel mass emails they scheduled. Administrators can click Your Name | Setup | Monitoring | Mass Email to view and cancel mass emails scheduled by all users in their organization. See Monitoring the Mass Email Queue for more information.
  10. Click Send to submit the mass email.
  11. Click Finished to complete the mass email wizard.

Guidelines on Sending Mass Email

Available in: Professional, Enterprise, Unlimited, and Developer Editions

When sending mass email, note the following.


  • You can send mass email to a total of 1,000 external email addresses per day per organization based on Greenwich Mean Time (GMT). The maximum number of external addresses you can include in each mass email depends on the Edition of Salesforce you are using:
    EditionAddress Limit per Mass Email
    Enterprise Edition500
    Unlimited Edition1,000
    The mass email limits don't take unique addresses into account. For example, if you have in your mass email 10 times, that counts as 10 against the limit.
    In Developer Edition organizations and organizations evaluating Salesforce during a trial period, your organization can send mass email to no more than 10 external email addresses per day. This lower limit does not apply if your organization was created before the Winter '12 release and already had mass email enabled.
    You can send an unlimited amount of email to your internal users. These limits also apply to emails sent from the API and Apex.
  • Before you send a mass email, create a custom view of contacts, leads, person accounts, or cases without an email address. In the search criteria, choose “Email equals,” and leave the third field blank. You can then update those records before sending your emails. Unfortunately, there is no way to validate an email address without sending an actual email message.
  • If your template contains a merge field for which there is no data in a particular record, that field does not appear in the email you send. To find such blank fields, modify your recipient list view to search for the merge fields you are using in your template, and enter the criterion “<field> equals,” leaving the third field blank. Edit those records that have blank fields before you send your emails.
  • You can send a mass email to a recipient list that consists of contacts, leads, person accounts, or users you can view in Salesforce.


  • If the email deliverability option Notify sender when mass email completes is selected, you receive an auto-generated status email from Salesforce for each mass email you send. The subject line of the status email contains the value you entered in the Mass Email Name field when sending the mass email.
  • Attachments in mass emails are sent as links rather than as physical files. When recipients click the attachment link in the email, the attachment opens in a separate Web browser, and they can download the file. Attachments sent as links are stored for 30 days.


  • Mass email can only be sent to an address in a standard email field. Mass email using a custom email field is not supported.
  • If a standard email field is hidden by field-level security, the Mass Email links for contacts and leads don't appear.
  • Email templates give you access only to the fields that are accessible to you via your page layout and field-level security settings. (Field-level security is available in Enterprise, Unlimited, and Developer Editions only.)
  • You cannot use an organization-wide address to send a mass email or a Stay-in-Touch request.
Nebojsa (Nash) ZgonjaninNebojsa (Nash) Zgonjanin
You can use inline editing in lists to update up to 200 records at once.

Using Inline Editing in Lists

Available in: All Editions except

User Permissions Needed
To use inline editing in an enhanced list:“Mass Edit from Lists”

If both inline editing and enhanced lists are enabled, you can edit records directly in a list. Editable fields display a pencil icon (Editable Field) when you hover over the field, while non-editable fields display a lock icon (Uneditable Field).

In enhanced list views, when different users make inline edits to the same fields on a record simultaneously, records are updated with the most recent edit without a conflict error message.

To edit one record, double-click the editable value, specify a new value, and click OK.

If you have the “Mass Edit from Lists” permission, you can edit up to 200 records at once. To edit multiple records:
  1. Select the checkbox next to each record you want to update. If you select records on multiple pages, Salesforce remembers which records are selected.
  2. Double-click one of the cells you want to edit. A dialog box displays allowing you to apply your edit to one record, or to every record selected.
You cannot edit multiple product records at once, they must be edited one at a time.

If you encounter any errors when trying to update records, a console window displays showing the name of each record in error (if known), as well as a description of why the error occurred. Click the name of a record in the console window to open that record's detail page in a new window. Salesforce keeps track of the records you've clicked in the error console by displaying them in gray, strike-through text.

To view the error console, pop-up blockers must be disabled for the Salesforce domain. To check if your browser allows pop-up windows, click Your Name | Setup | My Personal Information | Reminders, and then click Preview Reminder Alert.

Tips for Using Inline Editing with Lists

Note the following tips when using inline editing with lists:

  • Some standard fields do not support inline editing. For example, Case Status, Opportunity Stage, Opportunity Amount, Opportunity Quantity and Lead Status, and most Task and Event fields can only be edited from a record's edit page. For more information, see Editing Data Using Inline Editing.
  • If your organization uses record types, inline editing with lists is only available when all of the records in the list are of the same record type. Therefore, you must specify a filter of Record Type equals X, where X is the name of a single record type (or blank for the master record type).
  • To perform inline editing on an enhanced list, filter logic must be turned off in the list view filter criteria.
  • For lists of activities, you must specify an additional filter of either Task equals True (for tasks) or Task equals False (for events) for inline editing to be available.
  • If your organization is using Person Accounts:
    • You can't use inline editing to change them from a Contact list. You can only inline edit Person Accounts from an Account list.
    • You can only use inline editing on contacts associated to business accounts by specifying an additional filter of Is Person Account EQUALS False in your list criteria.