Each email in a campaign sends inside your sending window, in the journalist's local time, one at a time from your mailbox. The sending window is the days and hours campaign emails are allowed to send. A mailbox is an email account you connect to JournoFinder. When a mailbox reaches its daily limit, the rest of its emails wait for the next day.

You choose the sending window on the campaign's Launch step, under Sending window. The default is Business hours: Monday to Friday, 9:00 am to 5:00 pm. Any time allows every hour of every day.

If you launch inside the window, the first email goes straight away. If you launch outside it, the first email waits until the window opens, plus up to 5 minutes. Emails not sent when the window closes wait for the next sending day.

The app does not show an exact send time for each email. On the campaign's Overview tab, waiting emails show “Queued” or “Follow-up 1 pending”.

By default, the sending window uses Each recipient's local time. A journalist in New York gets your email between 9:00 am and 5:00 pm New York time. We work out each journalist's time zone from where they are based.

If some journalists have no known time zone, you see a line such as “4 of 60 have no time zone - treat them as”, then a time zone menu. The numbers show your own count. The menu is set to your own time zone until you change it.

To use one clock for everyone, click One time zone for everyone, then choose a zone in Send in. With Any time, these time zone options are hidden.

Each mailbox sends up to 30 campaign emails a day by default. This limit covers first emails and follow-ups, across every campaign that uses the mailbox. You can set it from 1 to 250 in the mailbox's Campaign daily limit. Personal Outlook, Hotmail, Live and MSN addresses send at most 150 a day, whatever you set.

The daily count starts again at midnight UTC. On the Email Accounts tab, each mailbox shows its count for the day, for example “12/30 sent today”.

If you tick several mailboxes under Send from, each one has its own daily limit. First emails go from whichever mailbox has room left. A journalist's follow-ups always come from the mailbox that sent their first email.

A mailbox sends one campaign email at a time. By default it waits a random 60 to 90 seconds between emails. At this speed, 30 emails take 30 to 45 minutes. To change the daily limit or the wait, see Set your sender name, signature and sending speed.

On the Launch step, Send follow-ups before new emails (recommended) is ticked by default. When a mailbox has a follow-up and a first email due at the same time, the follow-up goes first. Untick it to reach every new journalist first.

Follow-up days are calendar days in the journalist's local time. You set them on each follow-up, from 1 to 7 days, for example “Follow-up 1 · sends 3 days after the previous email”.

We take the day the previous email went out and add that number of days. The follow-up sends when the sending window opens on that day, plus up to 5 minutes. If that day is not a sending day, the follow-up moves to the next sending day.

So the gap can be less than the full number of days. A 1-day follow-up to an email sent on Monday at 4:50 pm goes on Tuesday soon after 9:00 am. That is about 16 hours later. With Any time, the window opens at midnight, so a follow-up sends soon after midnight, journalist's local time, on the day it is due.

A reply stops that journalist's follow-ups in the campaign. See What happens when a journalist replies.

This example uses one mailbox with the default settings and Business hours. The campaign has 60 journalists in London and one follow-up after 3 days. No one replies. The table lists what sends each day when you launch on Monday at 2:00 pm.

This table lists what sends when you launch the same campaign on Friday at 2:00 pm.

To send the first emails on Monday, raise the mailbox's daily limit or add a second mailbox under Send from.