Send an Email from a Contact Record

Overview

You can send a 1:1 email directly from a contact’s record in Swivel.

Choose from the following options:

• Send from Swivel: Use Swivel’s email composer to send the email from a synced Microsoft or Google account or a verified domain.
• Send from Your Email Application: Select the contact’s email address to open your default email application and compose the email there.

Emails sent from Swivel are recorded in the contact’s Communications Log. Emails sent from your email application are also recorded there if your email account is connected to Swivel.

Send an Email from Swivel

To send a 1:1 email from a contact record:

1. Open the contact’s record.
2. Select Email at the top of the record.
3. In Account, select the account or domain you want to send from.
4. Enter a Subject.
5. Add an attachment if needed.
6. Under Content, choose Plain Text, Select Template, or HTML.
7. Enter or select the email content.
8. Add a signature, if needed.
9. Select Next.
10. Select Send.

Choose Where to Send the Email From

The Account field determines which email address your message is sent from.

You may see the following options:

Microsoft or Google Account

A Microsoft or Google badge indicates a synced email account.

Select the synced email account you want to send from.

If you haven’t connected your email account to Swivel, see Connect Google Calendar and Gmail or Connect Microsoft Outlook Calendar and Email.

Verified Company Email Domain

A SendGrid badge indicates a verified company email domain. A verified domain allows Swivel to send email using an email address at your organization’s domain.

If you need to set up a company email sender or verify your domain, see How to Set Up a Company Email Sender in Swivel.

When you select a verified domain, additional fields appear:

• Name: Enter the name you want the recipient to see as the sender.
• Address: Enter the part of the email address before @domain.com.

For example, if your verified domain is example.com:

• Name: Jane Smith
• Address: jane
• Email address: jane@example.com

Caution

🚧 Important: A verified domain lets you send from an email address, but it does not create an inbox for that address. If you want to receive replies, make sure the email address is connected to an active inbox.

Not Sure Which to Choose?

If you want to send an email from your own connected email account, choose the option with the Microsoft or Google badge.

If you use a verified domain, make sure you know where replies to the email address will be received.

Note

📌 Note: In Swivel’s email composer, attachments are supported for 1:1 emails sent from a contact record using a synced Microsoft or Google account. Attachments are not supported when sending from a verified domain.

Add an Attachment

You can attach files to 1:1 emails sent from Swivel using a synced Microsoft or Google account.

To add an attachment:

1. Select the attachment option while composing the email.
2. Choose the file you want to include.

Supported File Types

You can attach the following file types:

• PDF
• Word (.doc, .docx)
• Excel (.xls, .xlsx)
• CSV
• Plain text (.txt)
• Images (JPEG, PNG, GIF)

Attachment Size Limits

The total size of all attachments in one email cannot exceed 18 MB.

For example, if you attach two files that are 8 MB each, the total size is 16 MB and the email can be sent. If the total size of your attachments is more than 18 MB, you must remove or reduce one or more files before sending.

Choose How to Compose Your Email

Swivel gives you three options for the email body:

• Plain Text: Compose an email using basic formatting, such as bold text, bullets, and numbered lists.
• Select Template: Choose an email template created in the Marketing section of Swivel. Templates cannot be edited while composing the email. See Email Templates to learn more.
• HTML: Compose an email with advanced formatting, such as colors, links, and images.

Add a Signature

You can add a signature to your email while composing it.

To learn how to create and manage your email signature, see Add Email Signature.

Send an Email from Your Email Application

You can also send an email using your default email application.

1. Open the contact’s record.
2. Select the contact’s email address.
3. Your default email application will open with the contact’s email address added as the recipient.
4. Compose and send your email.

If your email application is synced with Swivel, the email will be recorded in the contact’s Communications Log.

To connect your email account to Swivel, see Connect Google Calendar and Gmail or Connect Microsoft Outlook Calendar and Email.

View Email Activity

When an email is recorded in Swivel, you can find it in the contact’s Communications Log.

Emails sent from Swivel are recorded there automatically. Emails sent from your email application are recorded there when that email application is synced with Swivel.

For more information, see Communication Log with Outlook & Google Email Integration.