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How to Filter Out Emails in Outlook



How to Filter Out Emails in Outlook


Want to filter out emails in Outlook? With the busy world, having too much mail going in and out can cause chaos. Outlook offers a great feature that gives you the ability to filter out those emails that you do not want to see. Using filters, you can ensure that only important emails are sent to your inbox while others are sent to a separate folder. In this tutorial, we are going to learn how to filter out unwanted emails in Outlook.

Set up Outlook Rules to Filter Emails

Outlook Rules are an invaluable tool to help keep your inbox organized, reducing clutter and making it easier to find the emails you need. Setting up filters allows you to automatically move emails to designated folders, mark them as read, or even delete them outright. While the exact steps can vary depending on your version of Outlook, the process is essentially the same. To get started, launch Outlook and select ‘Rules’ from the ‘Tools’ menu. You’ll see a list of existing filters here, if you have any. To create a new rule, click ‘New’. The first thing you’ll be asked to choose is a condition. These will vary depending on which version of Outlook you’re using, but the most common ones are 'from', 'to', 'subject', ‘sent to’, and ‘with specific words in the body’. After selecting your condition, click ‘next’. Next, you’ll be asked to select an action. This is what the filter will do when an email condition matches. Popular actions include 'move a copy to a specified folder', 'delete a copy from the server', and’ mark as read'. Again, selections vary with the version of Outlook you have. The last page of the setup process asks you to enter any exceptions to the rule you just created. Exceptions can be things like only apply this rule to emails sent from a particular person or emails with specific words in the subject line. Once you’re satisfied with your rules and exceptions, finish setting up your filter and click ‘OK’. This should begin automatically filtering emails according to what you set up. If you ever want to make changes to a filter, simply go back to the ‘Rules’ section, select the filter you want to modify, and click ‘edit’. This should allow you to modify your filter conditions, exceptions, and actions. With a bit of patience and practice, you can easily set up Outlook Rules to filter emails and keep your inbox neat and organized.

Using File Menu to Create Email Groups

When it comes to communication, email is increasingly becoming one of the most effective ways to contact colleagues and friends. Creating email groups is a simple way to efficiently reach out to multiple people at once with just the click of a button, and this is simple to do using your computer's File Menu. The first step in creating an email group using the File Menu is to open up your computer’s File Menu. From here, you can begin to create your new group. Type the name of your email group into the designated field. Once this is completed, you will be able to set up the group’s email details such as how often the group will receive emails, the addresses of everyone in the group, and even a signature that will be included with all emails sent. The next step is to select the people who will be part of the email group. You can either enter in individual email addresses or import address lists from existing contacts. Emails sent through the group will be sent out from the computer’s File Menu, so ensuring that the addresses are correct is key. Once the addresses have been entered, you can customize which types of emails the group should be notified of. An example could include emails sent to you that you have designated for the group to see. Any emails sent to the group using the email group feature will include text at the top of the page notifying the reader that the email has been sent to an email group. After completing these steps, you should now have your own email group created from your File Menu. This is a great way to easily reach multiple people at once, and can even come in handy in certain professional settings where multiple emails are sent out on a regular basis.

Organizing Emails by Categories

Organizing emails is an important task for anyone attempting to stay on top of their inbox. Too many emails can quickly lead to an inbox full of chaos and make it difficult to figure out what needs to be addressed. Creating a system of categories helps you take control of your inbox and ensure that no message slips through the cracks. Creating categories is the first step to get organized. Having multiple categories instead of sorting emails into a single folder will help you easily prioritize items. For example, personal emails, subscription emails, work emails, and important emails can all have their own folder. Once the categories are created, they will need to be labeled so that you can quickly identify what folder to look in. As messages arrive, take a few seconds to assign each one a category. It may seem tedious at first, but this will become faster with practice. As emails are sorted, remove old or unnecessary messages. Don’t just delete them, either. Archive the emails so that they’re easily searchable and can be retrieved in the future if you need to refer to them. Once the initial sorting is complete, create rules or filters so that emails are automatically routed into the correct categories. This will save you from needing to sort emails manually, every time. Setting rules also allows you to route emails from certain contacts either a specific category or folder. Organizing emails by category is a simple yet effective way to increase efficiency and stay on top of emails. As emails come in, spending a few moments to sort and categorize them will save time and reduce stress when it’s time to review inbox items. Create the categories, label them, establish filters, and keep the inbox clean. With these steps, organizing emails by category will become easier in no time.

Create Email Notifications for Important Messages

We all know how time consuming it can be to chase people down for needed information. This is especially true if you’re waiting for new sales information, or for new client feedback. That’s why it’s so important to develop an email notification system that lets everyone know when important messages, such as timesheets or customer feedback, are available. This way, everyone gets the same information at the same time, and you won’t have to worry about some people missing out. Start by deciding who should be receiving the notifications. This will typically include your own staff, as well as clients and other stakeholders. Then, create a straightforward email which they can then read to find out more information, such as when and where meetings are occurring. If the notification is for something like an invoice or client feedback, you’ll need to include a link that will take readers to a more detailed page. Additionally, you can create notifications to inform all recipients that updates have been made or new information is being requested. This will help keep everyone on the same page and ensure that everyone is informed about the most recent changes. You also want to be sure to include a subscription option so people can opt in or out of receiving notifications. This will ensure that everyone only receives information that they’d like to read. Finally, don’t forget to create an opt-in page that allows people to select which updates they’d like to receive, as well as which ones they don’t. That way, everyone can be sure that they’re receiving the notifications they want and not getting inundated with emails about trivial matters. Once you have your emails set up and your recipients, be sure to regularly check that the system is up to date and running smoothly. Making sure that the notifications are going out on time and accurately is key to making sure that everyone is informed.

Welcome to this tutorial on creating email notifications for important messages. Email notifications can be used to inform users of upcoming events, changes in policy, new achievements or product updates, and other pertinent information for users. In this tutorial, we will review the steps to create an effective email notification, which includes:

  • Setting a goal for the notification
  • Creating an attention-grabbing subject line
  • Composing the notification body
  • Testing and troubleshooting the notification
  • Scheduling the notification

Automatically Delete Unwanted Emails

We all know that cluttered inbox can severely impact productivity. With smart phones and other mobile devices, we have access to our email 24/7. Having to go through dozens or even hundreds of emails every day can cause stress and chaos. Fortunately, modern technology has made it possible to automatically delete unwanted emails. Automatically deleting unwanted emails can help you manage your email accounts better. To start off, you can create filters in your email program to delete emails that you don't want to read. For example, you can filter out emails from bulk mail lists, or emails that have a certain phrase in their subject line. This will help you manage the emails you receive in a more organized manner. You can also set up auto-responders to automatically delete emails that don't meet certain criteria. This can come in handy when you're getting too many emails of a certain kind, or when you know in advance of emails you don't want to keep track of. If you don't want to delete emails manually, you can use an automated service like Sanebox. This service will analyze your emails, and then automatically delete unmatched emails that don't fit the criteria you set. Finally, you can use a third-party app or plugin to automatically delete emails from specific senders or services. Such apps can help you keep your inbox lean and organized, and prevent your inbox from getting cluttered. Regardless of the method you choose, it's important to note that deleting emails isn't the same as archiving them. You should always make sure to archive important emails that you may need in the future. Automatically deleting unwanted emails can be a great way to keep your inbox manageable, and it can drastically improve your productivity.

Using Quick Steps to Filter Out Emails

More and more people are using email as their primary form of communication—both with work and family. The process of managing your inbox can be a daunting task, but by utilizing quick steps to filter out emails, it can make your email management process much easier. Filtering emails can help you manage your inbox by automatically sorting and organizing emails quicker. This gives you more time to focus on the important emails and less time wasted on the frivolities. To begin this process, you'll want to start by creating filters. Typically, this can be done through the settings of your email client. The main and most important filter to create would be for sorting your emails into folders. Set up an inbox for each person or group of people that significantly saturate your inbox. This way, emails that you receive from them all in one place, and you can quickly sort through each folder. This also helps ensure that you do not miss out on any important emails from a certain contact or group. Next you want to create a rule for emails that come in from certain senders. These rules will enable you to automatically delete, forward, or archive incoming emails from specified senders. This is a great tool for clearing out spam and unwanted emails or for forwarding emails from a particular sender to another address. After you have set up the basic folders and rules, you can delve into further customization of your filters. This process may look different for each email client, but more often then not, you will have the option to apply labels, apply stars, and automatically delete emails that meet the criteria you specify. By taking the time to set up filters in your email setup, your inbox organization will be much easier to manage. Try experimenting with different filters and see what works best for your email management process. If you ever need to make changes or delete certain filters, it’s easy to go into your email setting and make adjustments. Filtering your emails means that you can focus more on the emails that matter and spend less time on emails that aren’t as important. Utilizing quick steps to filter out emails is a great way to save time and manage your inbox like an expert.

Using the Search Bar to Filter Emails

Using the Search Bar to Filter Emails Using the search bar feature to filter emails can be a great way to organize and find important or relevant information quickly. This tool allows you to refine your search by adding keywords, which can make your search more targeted and efficient. With the help of this filtering, you can easily find emails that are relevant to your specific topic or project. The search bar works by allowing you to type in one or more keywords that can be used to filter the emails. The filter then creates a list of emails that contain any of the words you specified in the search bar. You can also specify additional criteria such as date, sender or subject. You can even set custom filters that will only display emails that meet a certain criterion. When you type in keywords, the search bar can recognize the words and offer associated phrases or words for you to use. This can save you time as you won't have to re-enter all of your keywords. It can also save you money if you only need to focus on specific topics or emails. Once the filter is activated, the emails that meet the criteria will remain visible on the page while any email that doesn't meet the criteria will be hidden. If you need to locate an email, you simply need to enter more descriptive keywords or criteria and the appropriate emails will be revealed. Using the search bar to filter emails can be a great asset for any email user. It saves time by providing you with relevant emails quickly, as well as money if you are only interested in particular topics. The ability to set custom filters also gives you complete control over the types of emails that are displayed on your screen. Without a doubt, the search bar is a great tool to have when it comes to managing your inbox.

Search bars have revolutionized the way we access content on the internet. They have also made our lives easier in terms of managing our emails. By using search bar filters, users can quickly narrow down their emails with keywords and phrases that are related to the content they are seeking. Here are five ways to use the search bar to filter emails:

  1. Enter keywords or phrases.
  2. Filter by sender.
  3. Filter by date.
  4. Focus your search on specific folders or labels.
  5. Search for attachments.

Filtering Emails Based on Their Attachments

Email filtering is a critical component of any business's technology suite. By providing administrators a powerful tool to control the flow and type of emails that reach their users, filtering can protect both an organization's data integrity and reputation. For instance, if an organization wants to prevent the transfer of sensitive company information, one way to do that is to prevent emails containing certain types of attachments from reaching their users. Email filters enable the administrator to set rules that detect and block emails based on the presence, size, or content of an attachment. Depending on the filtering solution, businesses can designate specific criteria to exclude emails with attachment types that either contain information that shouldn’t be shared or data that might be too large to store. Common attachment types that fall into this criteria are suspects include executable files and archives (.exe, .zip, etc). Filtering by attachment can also extend to legitimate file type extensions that use a high amount of system resources. For instance, while a .pdf file might pose no threat, attachment filtering can be used to manage such files if they are of a size that is greater than the resources that your network can handle. Attachment filtering can also be used to detect and protect against malicious content. Solutions that specialize in combining advanced content scanning with unique assessment technology can identify malicious attachments and encrypt them, or even remove them entirely, if the email reaches the intended recipient. Although the capability to filter emails by attachment type offers a great benefit to a business's security and integrity, administrators should keep in mind the risks associated with these type of scans. False positives and false negatives can cause confusion and a loss of efficiency. To stay ahead of these risks, companies should routinely review and adjust their email filtering policies to ensure they don't overstep their constraints.

Using Message Views to Filter Out Emails

Message views are a powerful and useful tool to manage emails in your inbox. With message views, you can put emails into different categories or groupings, organize them into different folders, and hide emails that don’t belong to a certain view. Using message views to filter out emails is a great way to streamline your inbox, reducing the amount of time you spend trying to find important messages. Message views allow you to filter emails by different criteria, such as sender, subject line, creation date, or labels. With this filter, you can quickly select the emails and conversations that matter most, such as emails from clients or important tasks. Using message views can also help you organize incoming emails by sender or subject. For example, if you have a group of contacts that belong to a specific team, you can create a label and message view to keep their conversations separate from the rest of your emails. Similarly, you can create message views to group emails related to specific projects. In addition to using message views to filter out emails, you can use them to prioritize messages. For example, by using a label and message view, you can quickly view any emails that require an urgent response, or emails from customers that need help. This can help you ensure that you’re always addressing the most important messages first. Overall, message views are a great tool to help you keep track of emails and manage your inbox more efficiently. By taking the time to set up and use message views, you can save time and energy in the long run.

Archiving Messages When Filtering Emails

Archiving emails is an important part of keeping your inbox organized and clutter-free. It provides you with an easy way to save emails that you might need in the future, while ensuring that they don’t clog up your inbox. When it comes to filtering emails, archiving is an invaluable tool. Archiving an email helps you to store it away safely while preventing it from becoming lost in the depths of your inbox. It can also be a great way to keep track of important messages or search for them quickly and easily, without having to manually sift through your entire mailbox. When filtering emails, it is important to consider which messages should be archived and which ones should be deleted. For example, if you receive a message that will only be important for a limited period of time, it would be best to delete it after the period has passed. On the other hand, if an email contains valuable or important information that might be needed in the future, archiving it would be the best course of action. To archive an email, you simply need to select the message and drag it to the archive folder. Depending on your email platform, you may also be able to highlight the message and click a button to archive it. It’s always a good idea to go through your archived emails periodically and delete ones that are no longer relevant or needed. In conclusion, archiving emails when filtering can be a great way to keep track of important information. It allows you to store emails quickly and easily, while preventing your inbox from becoming cluttered or overrun with unnecessary messages. By taking the time to archive emails when filtering them, you can help ensure that all the important emails are kept safe.

Using Conditional Formatting for Filter Options

Using conditional formatting for filter options is one of the most powerful and efficient ways to make your spreadsheets more user-friendly. It can accelerate your data analysis and automates the process of transforming data into useful insights. It is a form of data visualization technique that simplifies your data viewing and allows you to filter data quickly and conveniently. A basic filter can be applied to a data set by simply selecting the cell range, then clicking the filter button on the data tab. This will add a drop-down filter to each column header. By selecting different filter criteria, you can easily display the subset of your data that is of interest. Conditional formatting for filter options takes this basic concept further, allowing data to be viewed in increasingly sophisticated ways. It applies formatting rules to cells based on the content of the cells. For example, you can highlight all cells that contain a certain word or phrase or all cells that meet certain numerical criteria. This allows you to quickly find relevant information and focus your analysis on only the most important data. Using color schemes can also be an effective way to visually represent data. Colors are usually applied to ranges of numerical values, where different colors represent different ranges. This enables you to quickly identify trends and outliers within the data set. Another helpful feature of conditional formatting is the ability to add additional criteria to an existing filter. This allows you to apply multiple criteria to your data set in order to to display the most relevant subset. Using conditional formatting for filter options can also greatly enhance the user experience of your spreadsheet. You can create interactive filters that allow users to select different criteria simply by clicking on the cell range. This simplifies the process of data exploration and makes it easier for users to get the insights they need. Overall, using conditional formatting can be an incredibly powerful tool to help you transform your data into useful insights. By applying formatting rules to cell ranges, you can create sophisticated visualizations that quickly identify trends and outliers. It is also an incredibly helpful feature for creating an interactive user experience.

Using conditional formatting for filter options makes it easier for you to sort the data you need quickly and accurately. For instance, you can change the color of cells or table background to help you quickly find the information you need. The following comparison table summarizes the key differences between two main conditional formatting methods.

Filter Option Description
Filter by Color This option allows you to apply a color scale based on the cell values of your data.
Filter by Cell Value This option allows you to select a range of values to quickly identify which rows contain the data you are looking for.

Deleting or Moving Specific Emails to the Junk Folder

Deleting or moving specific emails to the junk folder can be a time consuming, tedious task but it is necessary to prevent your inbox from becoming bogged down and cluttered. Unwanted emails can come from spammers, phishers, or just long email threads about topics that don’t interest you. There are a few quick and easy steps that you can take to delete or move emails directly to the junk folder. The most direct way would be to simply highlight the emails you want to delete or move and then use the keyboard shortcuts to delete or move them. An alternate way is to click on the small box to the left of the email subject line and then click either the delete or move button at the top of the inbox. Both methods provide the same result of deleting or moving specific emails to the junk folder. You can also manually select individual unwanted emails by simply clicking on the email to expand it and then selecting “Delete” or “Move to Junk” at the bottom of the email. Once selected, the unwanted email will be immediately deleted and moved to the junk folder. Although these methods will help you quickly delete or move unwanted emails to the junk folder, it is still important to be mindful and selective when deleting or moving emails. You want to make sure that you are not deleting or moving important emails from contacts, colleagues, or friends that may actually be important. If you find that you are regularly receiving too many unwanted emails, you may want to consider signing up for an email list management service. These services allow you to create a curated list of only the emails that you want to receive, and you can easily opt-out of any email list you no longer wish to receive. Overall, deleting or moving emails to the junk folder is a simple process that can help you keep your inbox organized and free from clutter. By utilizing the specific steps listed above, you can quickly delete or move unwanted emails to the junk folder ensuring that your inbox stays clean and organized.


Author

Anyleads

San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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Discover emails from a CSV from 3 columns (first name, last name, and company name).

  • Upload big batch of CSV online to find emails.
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Transform your visitors into leads by capturing information from them.

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Capture reviews from visitors, and increase your reviews on Google and Facebook pages.

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  • Grow your Facebook page and Google page.
  • Export reviews into Excel or CSV.
  • Send reviews directly to your CRM.
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Sequence (cadence) / newsletter campaigns tool

Send newsletter or sales emails with automatic follow ups.

  • Create unlimited campaigns and connect unlimited senders.
  • Warm up feature to increase your deliverability.
  • Send personalized images with our image personalization tool.
  • Send events to your CRM such as opens, clicks and replies.
  • Generate more sales meeting with automatic follow ups.
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API to prevent fake emails registration on your service

Each time someone registers to your service, ping this API to verify if the email is correct.

  • Verify if an email exists to prevent fake emails.
  • Export results into Excel or CSV.
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  • Instant email verification.
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Social proof notification widget tool

Generate and display notifications on your website to show random messages to your visitors. This will increase your sales and credibility.

  • Add unlimited websites.
  • Add unlimited notifications.
  • Create geo-targeted notifications.
  • Display random fake notifications.
  • Send collected data to your CRM or other software.
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Extract B2B emails from B2B social media

Extract emails and contact from B2B social media. Find new leads in one click and create targeted lists.

  • Create unlimted lists, filter by country, industry, size and job title.
  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
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Anyleads
Enrichment data software to find emails

The perfect product to generate high quality leads from B2B to B2C.

  • Access / extract from more than +15M B2B companies.
  • Extact local businesses from Google Maps.
  • Find company domains from names.
  • Get all employees emails from a list of domains.
  • Send all the data to your CRM via Zapier.
illustration
Anyleads
Email, phone & social media extractor

Extract emails, phones on the page of websites and download it to Excel or CSV.

  • Upload a list of websites to extract emails.
  • Export phone numbers from landing page.
  • Export social media urls (Facebook, Instagram ..) from pages.
  • Export to CSV or Excel in one click.
  • Send the data to your CRM or other software.
illustration
Anyleads
Find emails from first name, last name and company name

Discover emails from a CSV from 3 columns (first name, last name, and company name).

  • Upload big batch of CSV online to find emails.
  • Email discovery is fast and build emails from patterns.
  • Find valid emails from 3 data points.
  • Export to CSV or Excel in one click.
  • Send the data collected to your CRM or any software.
illustration
Anyleads
Chatbot solution to capture and convert visitors into leads

Transform your visitors into leads by capturing information from them.

  • Install unlimited chatbot to capture unlimited leads.
  • Customize the scenario of your chatbot.
  • Customize the color, position and the widget.
  • Export the leads into Excel or CSV.
  • Send directly the leads captured to your CRM or any software.
illustration
Anyleads
Daily registered domains with leads information

Discover each day thousands of new companies registered on Internet.

  • Prospect new businesses registered on Internet.
  • Transfer leads to campaigns to send emails on it.
  • Thousands of new leads uploaded each day.
  • Export all the leads into Excel or CSV.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Online review management to get more online reviews

Capture reviews from visitors, and increase your reviews on Google and Facebook pages.

  • Install and customize the widget on your website.
  • Collect more reviews, increase your SEO position.
  • Grow your Facebook page and Google page.
  • Export reviews into Excel or CSV.
  • Send reviews directly to your CRM.
illustration
Anyleads
Sequence (cadence) / newsletter campaigns tool

Send newsletter or sales emails with automatic follow ups.

  • Create unlimited campaigns and connect unlimited senders.
  • Warm up feature to increase your deliverability.
  • Send personalized images with our image personalization tool.
  • Send events to your CRM such as opens, clicks and replies.
  • Generate more sales meeting with automatic follow ups.
illustration
Anyleads
API to prevent fake emails registration on your service

Each time someone registers to your service, ping this API to verify if the email is correct.

  • Verify if an email exists to prevent fake emails.
  • Export results into Excel or CSV.
  • Ping in real time our API or plug it in your system.
  • Instant email verification.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Social proof notification widget tool

Generate and display notifications on your website to show random messages to your visitors. This will increase your sales and credibility.

  • Add unlimited websites.
  • Add unlimited notifications.
  • Create geo-targeted notifications.
  • Display random fake notifications.
  • Send collected data to your CRM or other software.
illustration
Anyleads
Extract B2B emails from B2B social media

Extract emails and contact from B2B social media. Find new leads in one click and create targeted lists.

  • Create unlimted lists, filter by country, industry, size and job title.
  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
  • Super fast emails generation.
  • Send leads to your CRM or other software.