Add the people you want to email to your campaign, from your media lists, your own contacts, or both. Available on: all paid plans. Not included in the 7-day free trial.
A recipient is a person in a campaign. A media list is a saved list of journalists from the JournoFinder database. A contact is a person you added yourself, by hand or from a CSV file. One campaign holds up to 500 recipients.
Before you start
You need a draft campaign open on the Recipients step. To make one, go to Outreach > Campaigns and click New campaign.
You can only add journalists from a media list. To email journalists you found in search, save them to a media list first.
Add a media list to a campaign
On the Recipients step, click Media lists.
Optional: enter part of the list name in Search your media lists.
Click Add next to the list. The button changes to Added.
We pick the best email address for each journalist on the list. A journalist on two of your lists is added once.
If you add journalists to the list later, the list row shows a message such as “3 not in campaign”. The number is how many people on the list are not in the campaign yet. Click Add all to add them.
Add your own contacts one by one
On the Recipients step, click Your contacts.
Check that Contacts is selected in the switch next to the search box.
Enter a name or email address in Search your contacts.
Click Add next to the person. The button changes to Added.
The Add button is greyed out for a contact with no email address. It is also greyed out for a contact marked do not contact. Those contacts show a “DNC” label.
Add a whole tag of contacts
A tag is a label you put on contacts on the Contacts page. Adding a tag adds every contact that has it.
On the Recipients step, click Your contacts.
Click Tags in the switch next to the search box.
Optional: click the eye icon next to a tag to see who is in it.
Click Add next to the tag. The button changes to Added.
We skip contacts who are already in the campaign, marked do not contact, or on your blocklist. If we skip anyone, a message says how many, for example “Added 12 from “Tech press”” and “Skipped: 2 already in the campaign · 1 do-not-contact.”
Contacts you tag later are not added to the campaign by themselves. To add them, click Add next to the tag again. If the button still shows Added, reload the page first. People already in the campaign are not added twice.
Check who is ready to email
After you add people, a bar shows at the bottom of the Recipients step.
“ready to email” shows how many people will get your email.
“need a choice” shows how many journalists have more than one email address and need you to pick one. We do not email them until you do.
Click Continue to go to the Compose step.
Review recipients and choose email addresses
Click Review recipients to see everyone in a table. The filters at the top of the table show people by status. A filter only shows when at least one person has that status.
This table lists the status filters:
Filter | What it means |
Ready | We checked the address. It will send. |
Risky | Our check could not fully confirm the address. It still sends. |
Unverified | Usually one of your contacts. We check the address just before sending. |
Needs choice | The journalist has more than one address. Pick one or they are not emailed. |
No email | We have no address for this person. They are not emailed. |
To choose an address:
Click Needs choice.
In the Email column, click Choose email.
Choose the address you want to use.
The Contacted and Other campaigns columns show if you or your team have emailed a person before.
Remove people from a campaign
To remove a media list or a tag:
On the Recipients step, hover over Added next to the list or tag. It changes to Remove.
Click Remove. The window asks “Remove recipients?”
Click Remove.
Everyone on that list or tag is removed, even people you also added another way.
To remove one contact, hover over Added next to their name and click Remove.
To remove people in the table:
Click Review recipients.
Tick the people you want to remove.
Click Remove these 3 at the bottom of the page. The number is how many people you ticked. To keep only the people you ticked, click Keep only these 3 instead.
After each removal, a message such as “3 recipients removed” shows with Undo. Click Undo within 15 seconds to put them back.
Limits
A campaign holds up to 500 recipients. If you add more, we add people up to 500 and leave out the rest with no message. To email more people, split them across two campaigns.
The Contacts view shows your first 100 contacts. A search shows up to 8 matches. To add a large group, tag them and add the tag.