Sending emails directly from SalesSheet.ai streamlines your communication workflow by keeping all customer interactions within a single platform. Whether you're reaching out to a new lead, following up on a proposal, or nurturing an existing relationship, you can compose, personalize, and send emails without ever leaving your CRM.
SalesSheet.ai's email composer includes AI-powered drafting assistance, attachment support, and automatic activity logging. Every email you send is tracked and recorded in the contact's timeline, ensuring your entire team has visibility into customer communications.
Antes de Comenzar
- A connected email account (see Connecting Your Email Account)
- At least one contact in your SalesSheet.ai database
Open the Contact Record
Navigate to the contact you want to email by searching in the global search bar or browsing your contacts list. Click on the contact's name to open their full contact record. You'll see their complete profile including contact information, deal history, previous interactions, and activity timeline.
In the contact header, you'll find several action buttons. Look for the email icon (envelope symbol) and click it to open the email compose window. Alternatively, you can scroll to the activity timeline and click the "Log Activity" button, then select "Send Email" from the dropdown menu.
Click Compose Email
The email compose window will open as a modal overlay on your screen. The "To" field will be automatically populated with the contact's primary email address. If the contact has multiple email addresses on file, you can click the dropdown arrow to select a different one.
You can add additional recipients by typing in the "Cc" or "Bcc" fields. SalesSheet.ai will suggest other contacts from your database as you type. If you need to email someone not in your system, simply type their full email address and press Enter.
The "From" field shows your connected email account. If you have multiple email accounts connected to SalesSheet.ai, click the dropdown to select which account you want to send from. This is useful if you manage multiple brands or departments from a single CRM.
Write Your Email or Use AI Draft
Enter a subject line that clearly communicates the purpose of your email. A compelling subject line significantly increases open rates, so take time to craft something relevant and engaging.
In the message body, you can type your email from scratch or leverage SalesSheet.ai's AI drafting assistant. Click the "AI Draft" button to have the system generate a personalized email based on the contact's profile, your relationship history, and the context of your communication.
The AI will analyze previous conversations, deal stages, and contact details to create a relevant message. You'll see a suggested draft appear in the compose window. Review the AI-generated content and edit as needed to match your voice and specific message. The AI draft serves as a starting point to save time, but always personalize it to ensure authenticity.
Use the formatting toolbar to style your text with bold, italics, bullet points, numbered lists, and links. You can also adjust font sizes and add text colors to emphasize important points.
Add Attachments if Needed
To include files with your email, click the "Attach" button (paperclip icon) at the bottom of the compose window. You can attach files from your computer, select documents from your SalesSheet.ai file library, or link files from cloud storage services like Google Drive or Dropbox.
When attaching from your file library, you'll see all documents associated with this contact, making it easy to reference previous proposals, contracts, or product information. Simply click the document to attach it to your email.
SalesSheet.ai supports attachments up to 25MB per file. For larger files, consider using a file-sharing link instead. You can paste a Google Drive or Dropbox link directly in the email body, and SalesSheet.ai will automatically create a formatted preview card.
Attached files are automatically saved to the contact's document library for future reference, creating a complete record of all shared materials.
Send and Track Your Email
Before sending, enable email tracking by toggling the "Track Opens" switch at the bottom of the compose window. This allows you to see when the recipient opens your email and how many times they view it. Tracking data appears in the contact's activity timeline and can trigger automated follow-up reminders.
Review your email one final time to check for typos, ensure all merge fields populated correctly, and verify that you've attached the right files. SalesSheet.ai will warn you if you've mentioned an attachment in your message but haven't actually attached anything.
When you're ready, click the "Send" button. Your email will be sent immediately from your connected email account. A copy is automatically saved to your Sent folder in your email provider, and the email is logged in the contact's activity timeline with a timestamp.
If you're not ready to send immediately, you can click the dropdown arrow next to "Send" and choose "Schedule Send" to pick a specific date and time. You can also save the email as a draft by clicking "Save Draft" and return to finish it later from your Drafts folder.
Consejo Pro
Use keyboard shortcuts to compose emails faster. Press "E" while viewing a contact record to instantly open the compose window. Use Ctrl+Enter (or Cmd+Enter on Mac) to send your email without clicking the button. You can also use @mentions in your email to tag team members - they'll receive a notification and can see the communication in their activity feed.
What to Expect After Sending
Once you send your email, several things happen automatically:
- Activity logging: The email is immediately recorded in the contact's timeline with the full message content, subject line, and timestamp.
- Tracking begins: If you enabled tracking, SalesSheet.ai starts monitoring for opens. You'll receive a notification the first time the contact opens your email.
- Email sent confirmation: A green success message appears confirming your email was sent successfully. If there's an error, you'll see a specific error message explaining what went wrong.
- Smart follow-up suggestions: If the contact doesn't open your email within 3 days, SalesSheet.ai will suggest a follow-up reminder based on your engagement patterns.
- Reply tracking: When the contact replies, their response is automatically logged in the timeline, creating a threaded conversation view.
- Team visibility: Other team members with access to this contact can see that you sent an email and review the content, ensuring coordinated communication.
Solución de Problemas
My email failed to send. What should I do?
Email send failures typically occur due to email account disconnection, invalid recipient addresses, or exceeding your email provider's sending limits. First, check Settings > Email & Calendar to ensure your email account shows as "Connected" with a green status. If it shows as disconnected, click "Reconnect" to re-authorize. Verify that the recipient email address is formatted correctly (no spaces, proper @ symbol and domain). If you're sending bulk emails, you may have hit your daily sending limit - Google Workspace limits to 2,000 emails per day, and Outlook has similar restrictions. Wait 24 hours and try again, or contact your email provider to request higher limits.
The merge fields in my email template didn't populate correctly.
Merge fields pull data from contact record fields, so if a field is empty in the contact's profile, it will appear blank in your email. Before sending, always preview template emails to check that all merge fields populated correctly. If you see "{{FieldName}}" still showing in the email, it means that contact doesn't have data for that field. You can either manually fill in the missing information or edit the contact record to add the data, then reinsert the template. For commonly missing fields, consider setting default values in your template settings so there's always fallback text.
Can I recall or unsend an email after sending?
Unfortunately, once an email is sent through SalesSheet.ai, it cannot be recalled or unsent. The email is transmitted immediately through your email provider's servers and delivered to the recipient's inbox within seconds. This is different from Gmail's "Undo Send" feature, which actually delays sending for a few seconds. To minimize mistakes, always use the preview function before sending, and consider saving important emails as drafts first to review later with fresh eyes. For time-sensitive or high-stakes emails, you can use the Schedule Send feature to give yourself a buffer period to review before the email actually goes out.