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Getting Started Sending Newsletters

How to set up and send your first newsletter in VipeCloud, including preparing your contact list, creating an email template, and sending or scheduling your mass email.

Written by VipeCloud Support

Every newsletter send requires two things: a Contact List of the people you want to send to, and an Email Template containing your newsletter content. This article walks through each step from start to send.

Before You Send: Email Setup

How VipeCloud sends your newsletter depends on the type of email address on your account.

  • Generic email addresses (Gmail, Yahoo, Outlook.com, etc.) - no setup is needed. VipeCloud will send on your behalf through a VipeCloud sending domain. Replies will come back to your personal email address.

  • Custom business domain (yourname@yourcompany.com) - DNS authentication needs to be configured before sending. On the Enterprise plan, an Account Admin verifies the domain on the Sending Domains page, under Settings > Account, which also turns on mass email for the account. On other plans, contact support and we can help get this set up.

If you are unsure which applies to you, check the email address shown in your account settings. If it ends in gmail.com, yahoo.com, or a similar provider, you are ready to send without any setup.

See: Email Sync and Domain Setup

Step 1: Prepare Your Contact List

Your newsletter needs a Contact List to send to. If you already have one ready, skip to Step 2.

There are three common ways to build your list:

Import from a CSV

If you have a spreadsheet of contacts ready to go, import it directly as a Contact List.

The import will create a new Contact List automatically. See: How to Import Contacts

Add Existing Contacts from Your Account

If your contacts are already in VipeCloud and you want to add all of them to a list:

  1. Click Contacts in the left sidebar.

  2. Click the top checkbox to select all contacts, then confirm Select All.

  3. Click the action button and select Add to Existing List to add them to a list you have already created, or Create Segment from Selected to create a new one.

Create an Empty List and Add Contacts Manually

  1. Click Contacts in the left sidebar.

  2. Click Contact Lists.

  3. Click Create and select Create Empty List.

  4. Open the list and use Add Contacts to add contacts individually or in bulk.

See: How to Manage Contact Lists

Step 2: Create Your Email Template

  1. Click Communications in the left sidebar.

  2. Click Email Templates.

  3. Click Create in the upper right.

  4. Enter a template title (internal reference only - not visible to recipients) and a subject line.

  5. Choose your builder type:

    1. HTML Builder - drag-and-drop builder for colorful, designed newsletters. Includes 600+ sample templates. Recommended for most newsletter use cases.

    2. Rich Text Builder - plain text style, similar to composing in Gmail or Outlook. Better for more personal or sales-style emails.

Key Notes

  • Once you have a newsletter template you are happy with, use the Copy button on the templates list to duplicate it for future issues. Update the copy with new content each time rather than rebuilding from scratch.

  • Subject line and content edits made at send time are one-time only and do not update the saved template, unless you click Save as template on the Send an Email page.

Step 3: Send Your Newsletter

  1. Click the + button in the upper right corner of the navigation bar.

  2. Select Mass Email.

  3. Under Who is it going to?, select your newsletter Contact List.

  4. Under Your email, choose your template from Start from a template (optional).

  5. Review your subject line and content. Make any final edits directly on this page.

  6. Click Send test to me to receive a preview in your inbox before sending to your list. This is strongly recommended.

  7. Click Send now.

  8. Click Send Mass Email to confirm.

To send at a future date and time, choose a time under When should it go? before sending. See Sending Mass Emails.

Key Notes

  • Always send a test to yourself before sending to your full list. It is the best way to catch formatting issues before they reach your subscribers.

  • The Going to count on the Send an Email page reflects contacts who are active for emailing - not the total list size. Bounced, unsubscribed, and suppressed contacts are excluded automatically.

  • For larger or higher-risk lists, consider using the Advanced Mass Email option, which drips emails out gradually and allows you to pause mid-send. See: Mass Emailing Best Practices

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