Keap Email Send To All

How To Send An Email Broadcast To Everyone In Keap

Ever wanted to send an email broadcast to your entire database in Keap, but you’re not sure how?  In the following instructions we’ll cover how to do it, no matter what version of Keap you’re using – Keap Lite, Pro, Max, or Max Classic (formerly Infusionsoft).

Before we do… let’s address something here.

Just because you can… doesn’t mean that you should!

Email Deliverability

Email deliverability is a huge issue for businesses nowadays.  Getting emails delivered into the inboxes is harder than ever before.  If you send an email to someone that hasn’t gotten something from you in years, it may not be delivered, or if it does, it may just go to spam, or they might receive it and delete it.  All these possibilities will impact your sender’s reputation and overall deliverability.

So, BE CAREFUL!

It’s best to send to your engaged list and at some point STOP sending to your unengaged list (yep those who don’t open/click or reply to your emails).  That might seem harsh, but it’s potentially doing more harm than good.  Check out one of our articles further defining email engagement and how to do this effectively in your business.

Ok, but there might be the occasion that you need to send to all.

Recently, some of our clients have needed to let their database know some urgent/important information.

So, if you do need to send it to everyone, here are the steps below.  (Keap will automatically remove anyone who has opted out or unsubscribed, so you don’t need to worry about excluding them either.)

Email Builder

Keap now has several email builders, depending on which version you have signed up for and how long ago you signed up.  One of the legacy email builders makes this possible very easily (although it’s not obvious how to do it, to be honest…).  More recent sign-ups do not have the legacy builder, but you still have an alternative option.

Send To All Options

Overall, there are two methods available in Keap to send to your entire database. 

  1. Using the Keap Legacy Email Builder (available in older apps only)
  2. Tagging everyone and selecting the tag in the search criteria to send in any email builder in Keap.

Let’s go into detail about how to action both (depending on what you have available to you or your preferred way to do it).

Option 1 – Keap Legacy Email Builder

In some older versions of the software, you’ll see the following option when you go into email broadcasts (if you don’t see this as an option, you don’t have the legacy builder, so move to option 2).  On the right-hand side, there is the button “Go to legacy builder” – use that one to use this method.

Keap Legacy Email Builder

Follow these instructions:

  1. Load up your email as per normal
  2. Click “Details” at the top of the email being edited so all the details at the top are revealed
Keap Legacy Email Builder Details
  1. Select “New Search” under Recipients
  2. Do not change any criteria, click “Search
Keap Email Builder Recipient Criteria
  1. It will automatically select all recipients (Keap will automatically remove anyone that you cannot email – those who have opted out or unsubscribed)

Proceed to send your email broadcast to those recipients as per normal.

Option 2 – Tag Based

In Keap Lite, Pro or Max, follow these instructions:

  1. Go to “Contacts
  2. Click “People
  3. Click “Select all
  4. Click “Tag” from the bottom menu options
Keap Contact Search All
  1. Choose a tag to “Add
  2. Click “Add Tag
  3. Insert the name in the “Tag name” (e.g. Broadcast – ALL – DD/MM/YYYY)
  4. Click “Save”
Keap Create New Tag

Then prepare the email broadcast, when you get to the criteria section on who to send it to, select the contacts with that tag that you created.

In Keap Max Classic, follow these instructions:

  1. Go to “Master Navigation
  2. Under CRM, click “Contacts
Keap Max Classic Navigation Contacts
  1. Click Checkbox to “Select all
Keap Max Classic Actions
  1. Click “Actions” from the top menu options
Keap Max Classic Actions Apply Tag
  1. Click “Apply/Remove Tag
  2. Click “Create a new Tag
Keap Max Classic Create A Tag
  1. Insert the name in the “Tag name” (e.g. Broadcast – ALL – DD/MM/YYYY)
  2. Click “Create this Tag

Proceed to prepare your email broadcast as per normal, then when you get to the section to select recipients to select contacts with that tag.

Keap Email To All

As mentioned, please use this functionality with great caution!  Remember, you always want to focus on those contacts in your list who have given permission, have expectations of receiving emails from you, and are engaging with your emails.  Only send to all contacts sparingly when there is something urgent/important so it doesn’t harm your sender’s reputation and email deliverability.

Click to access exclusive behind the scenes Keap campaign video walk throughs in this special presentation.

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