This guide shows you how to send a ContactMonkey email through Outlook 365. You'll use the Web Add-in to insert your pre-designed email, add recipients, and track engagement.
Step 1: Create Your Email Campaign
Build your email in the ContactMonkey Email Builder before sending. The Email Builder is a drag-and-drop editor where you create professional email campaigns. Access it through your ContactMonkey dashboard.
Not sure how to create campaigns? Read the Email Builder Overview and How to Create an Email with the Email Builder articles.
Step 2: Open a New Outlook Message
In Outlook 365, click New Mail to create a new message.
Step 3: Open the ContactMonkey Web Add-in
Click the ContactMonkey icon in the Outlook ribbon. Select Log in with Microsoft, then reopen the Web Add-in to access its features.
Don't see the ContactMonkey icon?
- Click Apps in your top ribbon
- Right-click the ContactMonkey icon and select Pin to keep it visible in the ribbon
Step 4: Select the Sender Address
Choose which email address will appear in the From field. This is typically your personal email address, but you can also send from a shared mailbox if you have the proper permissions.
If you can't see the From field, click Options → Show From (New Outlook) / From (Classic Outlook).
Sending from a shared or secondary mailbox? Click here for setup instructions.
Step 5: Add Recipients
Choose one of these methods to add recipients:
- Distribution list - Type or paste your Outlook distribution list into the To field
- CSV file - Upload a CSV file using the Web Add-in (10,000 recipient maximum)
- Contact list - Select from your ContactMonkey directory (requires List Management)
- Individual addresses - Type email addresses directly into the To field
Note: The To field automatically functions as BCC. Recipients won't see each other's addresses.
Step 6: Enter Your Subject Line
Your subject line is the first thing recipients see—make it count. Use clear, action-oriented language and keep subject lines under 50 characters for optimal mobile display.
Step 7: Select Your Tracking Method
Choose how ContactMonkey will track engagement:
- Individual tracking - Track each recipient's opens and clicks individually
- Anonymous tracking - Track each recipient's opens and clicks individually while keeping identities anonymous (GDPR-compliant)
- Overall tracking - Track total opens and clicks for the entire distribution list (counts the list as one recipient)
Need details on tracking options? Click here.
Step 8: Insert Your Campaign
In the Web Add-in, locate your email campaign and click the arrow icon to the left of its title. Your campaign will be inserted into the Outlook message body.
Note: Your email may look slightly different in Outlook than it did in the Email Builder. This is normal—Outlook interprets HTML differently.
Can't Find Your Campaign?
Change the filter dropdown at the top of the Web Add-in:
- Switch from Created by me to Created by anyone or Not created by me
- Make sure you're looking for a campaign, not a template
What's the difference? A template is the reusable master design. A campaign is the specific email you build and send. Click here for details.
Step 9: Send a Test Email
Before sending to everyone, send a test to verify your email looks correct. Click Send Test in the Web Add-in.
Test these elements:
- Sender address - Confirm the email comes from the correct address
- Formatting - Check that text, images, and layout appear correctly
- Links - Click all links to verify they work
- Interactive elements - Test emoji reactions, surveys, or eNPS features (if included)
Make any needed corrections and test again until the email is perfect.
Important: Never use Outlook's native send button. Always use Send & Track or Send Test in the ContactMonkey Web Add-in. Click here for details.
Step 10: Send or Schedule Your Email
Decide when to send:
- Send immediately - Click Send & Track in the Web Add-in
- Schedule for later - Click the clock icon next to Send & Track, choose your date and time, then click Schedule (more information here)
Step 11: Confirm Delivery
You'll receive an email confirmation within a few minutes indicating whether your email was delivered successfully or failed.
The confirmation includes a unique 7-digit campaign ID. Save this ID in case you need to contact ContactMonkey Support for assistance.
What's next? View your campaign analytics in the ContactMonkey dashboard to track opens, clicks, and engagement.
Download our pre-send checklist to ensure you never miss a step when sending ContactMonkey emails.