How do I send an email campaign to my customers from my company address without complicated tools?

2026-10-30 | Intagya ERP

On the day of a new offer, your sales rep opens an Excel sheet of customers, copies the addresses into her mailbox, and stops. If she puts everyone in one field, every customer sees the others. And once it is sent, she has no idea who read it, so she calls everybody or nobody.

That method costs nothing, but it eats time and exposes your customer list. Fixing it does not take a new subscription or a technical person.

What do I need to start sending email campaigns?

Only your company address and an app password. An app password is a separate password your mail account creates for one program, so your real account password stays out of every system.

Type your address on the link screen. The system recognises your provider and shows the steps for it, whether Gmail, Outlook or a mailbox on your own domain. It then reaches the server, signs in and sends you a test message. If the message arrives, setup is finished.

Do messages go out under my company name or the system's?

They leave from your address under your company name, and replies land in your own inbox. The link belongs to your company alone, and the password is stored encrypted where no user can see it.

Your invoices and daily system mail do not change. This link is used for campaigns only.

How do I choose who receives a campaign?

This is where most of the wasted time goes. You pick from the contacts already in your system, in three ways you can mix in one campaign:

• Search by name, email or company, then tick who you want.
• Tags: press a tag such as Active customers and add everyone who has it at once.
• New list: paste addresses or upload an Excel or CSV file. New addresses are saved to contacts under a tag named after the list.

Before sending you see the final number, already cleaned of duplicates, people who unsubscribed and invalid addresses. Nobody gets it twice, and nobody who asked you to stop hears from you again.

Start tagging customers now, even if no campaign is planned. One good tag saves you an hour on campaign day.

Do I need a designer to write the message?

No. You start from one of three ready templates: marketing for an offer or promotion, sales for an interested customer, and companies for formal outreach. Each one is fully written; you edit the fields, and your logo and company name appear by themselves.

Anything only you can know stays between brackets, such as the discount or a customer's words. The system refuses to send until they are filled in, so no half-finished message and no claim you did not write leaves your company.

How many messages can I send a day?

It depends on your mail provider. The daily limits in the system are 500 messages for a Gmail account and 300 for others. A bigger list simply carries on the next day without you doing anything.

Messages also go out in small batches, because mail providers distrust sudden bursts. This fits small and mid-sized companies. If you email tens of thousands a day, you need a specialist sending service.

How do I see how a campaign did?

Open the campaign and you see how many messages arrived, how many were opened, who clicked, when people opened during the first 24 hours, and every recipient sorted by what they did. One button sends a follow-up to those who did not open.

Do not treat the open number as exact: some mail apps block images, so a read message can count as unopened. Clicks are the number to trust.

Where do I start tomorrow?

Link your address, tag your twenty best customers, and send them one honest, short message from a template. The next day, see who clicked, and call them first.

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