How do i send an email to all my contacts in apple mail

With the Mailbutler Contacts feature, you can see detailed information about the email activity of your recipients, and optimize your communication timing.

You can also add additional information to the individual recipients, and use Mailbutler features, like Notes and Tasks, on your individual contacts. You can also share the added information with your team.

Please be aware that the Contacts feature only comes with our Business level plan. 

For more general information about the Contacts feature, check out our feature page.

Please note that if you want to check out how you can use the Contacts feature on Outlook and on the Dashboard click here.

Please select the software you are using for your emails.

• Apple Mail
  • Where can I see the Contacts in Apple Mail?
  • What information can I see in the Contacts view?
  • How do I create a Contact?
  • How do I delete a Contact?
  • How do I import all of my Contacts at once? 
  • How do I create and share Notes connected with a Contact?
  • How do I create and share Tasks Reminder connected with a Contact?
  • How do I share other information on a Contact?

• Gmail
  •  Where can I see the Contacts in Gmail?
  • What information can I see in the Contacts view?
  • How do I create a Contact? 
  • How do I delete a Contact?
  • How do I import all of my Contacts at once?
  • How do I create and share Notes connected with a Contact?
  • How do I create and share Tasks Reminder connected with a Contact?
  • How do I share other information on a Contact?

How do I organize my contacts in Apple Mail?

Where can I see the Contacts in Apple Mail?

1. Open Apple Mail.

2. Go to your inbox/sent folder and select an email.

3. Open the Mailbutler Sidebar by clicking on the Mailbutler Icon.

4. Select Contacts at the top of the Sidebar.

5. To switch between the individual Contacts associated with the email (sender, recipient, CC Contacts), click on the icons in the top right corner.

What information can I see in the Contacts view?

1. In the contacts view, you can add information about your Contact, like name, company, position, phone number, etc.

2. You also can add Notes, and Tasks Reminders to your Contact.

3. You can see when the best time is to reach the Contact and how long the Contact takes to open and reply to your emails.
We take the data on the best time to reach a Contact from the Tracking information.

4. You can see your email history with your Contact. The email history is navigable - you can click on any email in the list to see more details on the message and to open the message in your email application.

Please note that you will only see the email history for Contacts you have sent an email to using the Tracking feature.

Add Task to my Contacts

You have two options on how to add a Task.
Option a)

1. a) Click Contacts Tab and select the Task button to add a Task.

2. a) Write your Task. It will be saved automatically.

3. a) You can add a reminder to your Task. If you add a reminder, you will get a notification on your desktop reminding you to complete your Task.

To set a reminder for your Task, click Set Reminder and choose a time interval from the presets. Your reminder will be saved automatically.

4. a) Or click Set Reminder and choose a date and time from the calendar and clock menu. Click Set to save the reminder.

5. a) The reminder for your Task is now set.

6. If you don't receive a reply on your email, Mailbutler will send you a notification reminding you to follow up at the time you have selected.

8. a) You can set default automation for your Tasks under Automations in your Mailbutler Preferences. You can set automatic Automation for your Contacts Task here.

To set customized automation for your Task, click on the automation button (flash icon) and choose what you would like to happen to your Task when your recipient has replied to you.

9. a) Your task is now set.

10. a) To edit your Task, click anywhere inside your Task to open the edit mode and make changes to your Task.

11. a) To delete your Task, hover over it to display the bin icon and click it.

Option b)

You have the option to add a QuickTask to your email. The QuickTask is a pre-filled Task that can be added with just two clicks. Here is how you add a QuickTask.

1. b) Go to an existing email, or start composing a new one.

2. b) Choose a Quick Task. You can choose between your Most recent task or your Most used task. Or you can add a Follow-up task to get reminded to follow up on your email if your recipient doesn't reply. You can also set an empty New task from the dropdown menu.

3. b) Your QuickTask has now been set.

4. b) You can change the reminder or the automation for your QuickTask by clicking anywhere inside the Task and then clicking on the set reminder or the set automation.

How do I create a Contact?

You can create a Contact by importing information on your recipient from your system’s address book and your email.

1. Click Create Contact.

2. You Contact has been created. Click on the pen icon to add more information to your contact.

3. Click Add to import information Mailbutler has found on your Contact.

4. Click Add more details to select more information you want to add manually to your Contact.

5. Add the information in the field.

6. You will see the information added to your Contact.

How do I delete a Contact?

To delete a Contact, click the pen icon to open the editing menu. In the editing menu, click Delete contact.

How do I import all of my Contacts at once? 

1. Open Apple Mail and in the Mailbutler sidebar click on the Account Settings (⚙) button, then Account & Preferences.

2. A new window will open. Select Integrations under Preferences in the sidebar on the left.

3. You can either import your contacts from your Apple Contacts or from a CSV file.

3.1 To import your Apple Contacts, click the plus icon and select Apple Contacts.

3.2 Click Import Contacts and select the contacts you would like to be imported.

3.3 To import contacts from your CSV file, click the plus icon and select CSV Contacts.

3.4 Click Import Contacts and select the CSV file you would like your Contacts to be imported from.

3.5 You can also export your Contacts into a CSV file. To do that, click Export Contacts.

And that's it! Please be aware that you can not remove all of these contacts at once, after importing them. They would have to be individually deleted. 

1. Click on the Note icon and add a Note.

To delete the Note you have created, click on the bin icon on the right-hand side.

To share the Note with your Collaborator, click on the share with on the right-hand side of the Notes box and pick the person you want to share the Note with.

Please see: “How do I create and share Notes connected to the Contact?” and read more about Tasks here.

Apart from Notes and Tasks, you can also share the information on your Contacts like email address, phone number, company etc. with your Collaborators.

1. Click on the pen icon to open the editing menu.

2. Click on the sharing button to share information with your Collaborator.

3. You will see the Collaborator you have shared information with next to your Contacts' profile picture.

How do I organize my contacts in Gmail?

Where can I see the Contacts in Gmail?

1. Open Gmail.

2. Go to your inbox/sent folder and select an email.

3. Open the Mailbutler Sidebar by clicking on the Mailbutler Icon.

4. Select Contacts at the top of the Sidebar.

5. To switch between the individual Contacts associated with the email (sender, recipient, CC Contacts), click on the icons in the top right corner.

What information can I see in the Contacts view?

1. In the contacts view, you can add information about your Contact, like name, company, position, phone number etc.

2. You also can add Notes, and Tasks Reminders to your Contact.

3. You can see when the best time is to reach the Contact and how long the Contact takes to open and reply to your emails.
We take the data on the best time to reach a Contact from the Tracking information.

4. You can see your email history with your Contact. The email history is navigable - you can click on any email in the list to see more details on the message and to open the message in your email application.

Please note that you will only see the email history for Contacts you have sent an email to using the Tracking feature.

How to create a Task in Gmail

You have two options on how to add a Task.

1. Open Gmail.

2. Go to an existing email.

You have two options on how to add a Task.

Option a)

3. a) Go to the Mailbutler sidebar and click on the Task button to add a Task. 

4. a) Write your Task. It will be saved automatically.

5. a) You can add a reminder to your Task. If you add a reminder, you will get a notification on your desktop reminding you to complete your Task. To set a reminder for your Task, click Set Reminder and choose a time interval from the presets. Your reminder will be saved automatically.

6. a) Or click Set Reminder and choose a date and time from the calendar and clock menu. Click Set to save the reminder.

7. a) The reminder for your Task is now set.

8. a) You can set default automation for your Tasks under Automations in your Mailbutler Preferences. You can set automatic Automation for your Contacts Task here.

To set customized automation for your Task, click on the automation button (flash icon) and choose what you would like to happen to your Task when your recipient has replied to you.

Your automation will be saved automatically.

9. a) To edit your Task, click anywhere inside your Task to open the edit mode and make changes to your Task.

Option b)

You have the option to add a QuickTask to your email. The QuickTask is a pre-filled Task that can be added with just two clicks. Here is how you add a QuickTask.

1. Go to an existing email, or start composing a new one.

2. b) Choose a Quick Task. You can choose between your Most recent task or your Most used task. Or you can add a Follow-up task to get reminded to follow up on your email if your recipient doesn't reply. You can also set an empty New task from the dropdown menu.

3. b) Your QuickTask has now been set.

4. b) You can change the reminder or the automation for your QuickTask by clicking anywhere inside the Task and then clicking on the set reminder or the set automation.

5. b) To delete a Task, hover over it to display the bin icon and click it.

How do I create a Contact? 

You can create a Contact by importing information on your recipient from your system’s address book and your email.

1. Click Create Contact.

2. You Contact has been created. Click on the pen icon to add more information to your contact.

3. Click Add to import information Mailbutler has found on your Contact or Click Add Google Contacts.

4. Click Add more details to select more information you want to add manually to your Contact.

5. Add the information in the field.

6. You will see the information added to your Contact.

How do I delete a Contact?

To delete a Contact, click the pen icon to open the editing menu. In the editing menu, click Delete contact.

How do I import all of my Contacts at once? 

1. Open Gmail and in the Mailbutler sidebar click on the Account Settings (⚙) button, then Account & Preferences.

2. A new window will open. Select Integrations under Preferences in the sidebar on the left.

3. You can either import your contacts from your Google Contacts or from a CSV file.

3.1 To import your Google Contacts, click the plus icon and select Google Contacts.

3.2 To import contacts from your CSV file, click the plus icon and select CSV Contacts.

3.3 Click Import Contacts and select the CSV file you would like your Contacts to be imported from.

3.4 You can also export your Contacts into a CSV file. To do that, click Export Contacts.

And that's it! Please be aware that you can not remove all of these contacts at once, after importing them. They would have to be individually deleted. 

How do I create and share Notes connected with a Contact?

1. Click on the Note icon and add a Note.

To delete the Note you have created, click on the bin icon on the right-hand side.

 To share the Note with your Collaborator, click on the sharing button on the right-hand side of the Notes box and pick the Collaborator you want to share the Note with.

Please see: “How do I create and share Notes connected to the Contact?” and read more about Tasks here.

Apart from Notes and Tasks, you can also share the information on your Contacts like email address, phone number, company etc. with your Collaborators.

1. Click on the pen icon to open the editing menu.

2. Click on the sharing button to share information with your Collaborator.

3. You will see the Collaborator you have shared information with next to your Contacts' profile picture.

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