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How do I create and send an email campaign from Gmail or Outlook?

Connect your Gmail, Outlook or IMAP/SMTP mailbox in HawkOpen, open Campaigns, add recipients (paste them, use a saved list or choose contacts), write the message and start. Campaigns are included in every plan.

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The campaign starts as soon as you create it; it has no send time of its own. While it runs you can pause, resume or cancel it. Each person gets a separate copy sent through your mailbox.

Tracking works only after your company’s owner or an administrator has switched it on, and even then only for recipients with a recorded consent; the others get an ordinary copy without tracking. Within that, you can switch opens and links off for the whole campaign. Keep the list to people who expect your email, and remove addresses that bounce; HawkOpen skips addresses that bounced hard, opted out of your company’s messages (also in the CRM) or whose owner asked for their data to be erased.

Limits: up to 50 recipients per campaign on Free and 500 on Pro and Business; on Business also 60,000 a month, counted by the calendar month in the time zone of your settings (UTC if none is set). Your mail provider’s own sending limits also apply.

Related questions

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  • Can I send a mass email or a mail merge from Gmail or Outlook with HawkOpen?

    You can send one email to many people as a campaign through your Gmail or Outlook account, each person getting a separate copy. Mail merge is limited: HawkOpen can fill in each recipient’s name and company and your sender name, but no other columns.

  • Can a campaign attach a different file for each recipient?

    No. HawkOpen campaigns do not send file attachments at all, neither the same file nor a different one per person. Only the recipient’s name and company can differ between copies.

  • How do I see which of several recipients opened my email?

    Send each person a separate copy, from the HawkOpen dashboard or as a campaign. Each copy can be tracked on its own, so for recipients who consented to tracking you see opens and clicks per person. One email with several addresses in To or CC cannot show who opened it.

  • How do I send the same email to many people separately instead of using BCC?

    Enter the addresses in the HawkOpen dashboard or in a campaign. HawkOpen then sends every person their own copy from your mailbox, so nobody sees the others’ addresses, and each copy is tracked on its own when that recipient consented to tracking.

  • Can I pause, resume or cancel a campaign?

    Yes. While a campaign is running you can pause it, resume it later or cancel it. Copies that have not left yet wait or are dropped; a copy already being handed to your mail provider still goes out.

  • Does each campaign recipient get their own tracking?

    Yes, where tracking applies. A HawkOpen campaign is not one email with many addresses: every recipient gets a separate message with their own “Do not send me messages” link and, if that recipient consented to tracking, their own tracking image and tracked links, so opens and clicks belong to one person. Recipients without a recorded consent get a plain copy.

  • What results does a HawkOpen campaign show?

    The campaign shows how many copies were sent, skipped, failed or cancelled. Each copy is a message of its own, so for every recipient you see replies when HawkOpen can read your mailbox, bounces and unsubscribes, and, for recipients who consented to tracking, opens and clicks with their classification.

  • Can I schedule a campaign for later or set a sending window?

    No. A campaign has no send time and no sending window: it starts as soon as you create it. Single emails, on the other hand, can be scheduled on the Pro and Business plans.

  • Can I send a second email only to people who clicked or did not open?

    Not automatically. HawkOpen has no segments built from behaviour, but the opens and clicks of tracked recipients are visible, so you can pick those addresses yourself and start a new campaign for them.

  • Does a campaign stop for a recipient who replied?

    There is nothing to stop: a HawkOpen campaign is one send, not a sequence of several emails. It has no automatic follow-up steps, so a reply never triggers or cancels a later email.

  • Is there a daily sending cap, a sending speed or a warm-up for campaigns?

    HawkOpen’s own limits are the recipients per campaign (50 on Free, 500 on Pro and Business), 60,000 a month on Business and the plan’s daily sending limit; copies over today’s limit wait in the queue and go out on the following days. There is no warm-up and no speed setting, and your mail provider’s daily limit applies as well.

  • Is there an approval step before a campaign is sent?

    There is no manager approval step. HawkOpen runs two automatic checks instead: the Deliverability Guardian blocks bulk sending when recent bounces or rejections are too high, and a check for sensitive data can stop the campaign or ask you to confirm with a written reason.

  • Is there a visual email editor or templates for campaigns?

    There is no drag-and-drop editor, but you can put the campaign into a ready mail layout with your company’s colours, font and footer and change its blocks, such as headings, text, buttons and pictures. You write the message itself as text or HTML, and you can save templates with a name, a subject and the message: 3 on Free, without a limit on Pro and Business.

  • Do campaigns include an unsubscribe link, and what does the recipient see?

    Yes, automatically. Every campaign copy ends with the line “Do not want further messages from this company sent through HawkOpen? Do not send me messages”, and it carries a one-click unsubscribe header that Gmail and other mail apps can show as their own button. You cannot remove either.

  • Can I use my own domain for tracked links?

    Not today. Your account has no setting for your own tracking domain: tracked links and the tracking image point to HawkOpen’s tracking address. If you prefer links that show only your own domain, switch link tracking off.

  • Can I track an email sent to a mailing list or group address?

    Only if the list address itself has a recorded consent to tracking, and even then the result says little: a list address is one recipient for HawkOpen, while the list server copies the same message to every member. All their opens and clicks land on that single address, so you cannot tell who did what.

  • Does a bounced CC or BCC address affect the main recipient’s tracking?

    No. Tracked emails in HawkOpen go to one recipient per copy, so a bounce message is matched only to the address that failed. The other recipients’ copies, opens and clicks are not affected.

  • Can I send and track a newsletter from my own Gmail or Outlook?

    For a small list, yes: a campaign sends each person a separate copy through your own Gmail, Outlook or IMAP/SMTP mailbox, up to 50 recipients at a time on Free and 500 on Pro and Business, with a “Do not send me messages” line in every copy. Only readers with a recorded consent are tracked.

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