How To Send Bulk Email With Attachment

What Tools Do You Need To Perform A Pdf Mail Merge

Send bulk e-mails with different attachments. VERY SIMPLE! – Excel.
  • All of your PDF files, ready to send
  • A Google Sheet that lists the recipients of your email in one column and the PDF files to be merged in another column.
  • The files need to be hosted somewhere. That could be Google Drive, Amazon S3, Dropbox, or your own web server.
  • A Gmail or Google Workspace account
  • GMass Chrome extension installed and connected with your Gmail.
  • Creating Converting Email Campaigns

    While sending emails through Outlook is simple, it may not the best option for you. Email marketing is one of the most profitable channels with an ROI of $42 for every $1 you invest in it. So taking full advantage of it and doing it properly is a must to make your business thrive.

    If you want a great alternative that is both scalable and affordable, you can try Moosends email marketing tool. Through it, you can create professional email campaigns, manage your contacts, automate your processes, and create solid relationships with your audience.

    A Step By Step Guide To Sending Mass Emails In Outlook

    Every company needs to communicate with their audience, and this comes in handy with the advent of email marketing. Whether you’re looking to send an email for a new order, or a newsletter about your latest product launch, this guide will teach all about sending mass emails in outlook.


    Sending mass emails in Outlook can be a time-consuming task when you have to write out emails one by one.

    But if you’re just looking for an easy way to send mass email, you’ve come to the right place! Read on to know everything about sending mass emails in outlook.

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    The Importance Of Good Email List Hygiene

    Messy and outdated data will inevitably bring down your deliverability rates.

    It’s not even about spam traps and people having moved companies. Sometimes, it’s:

    • People simply made a mistake typing the email down. This happens more often than you’d like.
    • If you’re collecting email addresses on paper , there’s an even bigger chance of misspellings and mistakes.

    If you buy an email address, some contacts might be old. You just need to clean it.

    Whether youve got inactive contacts, erroneous email addresses, or even a list of addresses youre not sure you can contact, its important to review your data before sending bulk emails.

    Here are a few things you can do with your data:

    Protect Your Pc From Malware In Email Attachments

    How Send Bulk Mail in Vb net

    Viruses and other forms of malware can be spread via email attachments. Email viruses are usually connected with phishing attacks where the messages are disguised to look as if they originated from trustworthy sources.

    The risks are even more pronounced when you use desktop email software instead of online tools like Gmail since youll be downloading attachments directly into your system. As a result, your computer becomes vulnerable to cybersecurity threats. While you can use antivirus programs to scan attachments for viruses, not all of them are powerful enough to detect all kinds of malware.

    For this reason, we recommend using Auslogics Anti-Malware The program runs a comprehensive analysis of your entire system, checking areas like registry entries, auto start items, browser extensions, cookies, and so on. After the analysis, suspicious items are listed in the Quarantine section, where youll decide whether to restore or delete them.

    Auslogics Anti-Malware also allows you to add files or folders to the exclusion list to prevent them from being scanned in the future. More importantly, you can schedule automatic scans to ensure that your system is protected even when youre not using it.

    Thats all there is to adding personalized attachments to a mail merge in Outlook and sending bulk messages. If you have any questions about the Mail Merge feature or Outlook in general, please post them in the comments section below.

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    How To Create List Of Subscribers And Document Library

    To store subscribers it was created new SharePoint list and named it Maillist. The structure of the list is quite simple:

    It was added only one text column E-mail. Internal name of this field is EMail. You can create any additional columns, for example check box to unsubscribe. Then you can use it in the CAML query to exclude users from notification.

    This is how my list of subscribers looks:

    To store files of corporate newsletter I created document library and named it Corporate newsletter. It didnt create any additional columns.

    This is structure of lists and libraries with internal names and URLs:

    Maillist Generic SharePoint list to store e-mail addressesUrl: /Lists/MailingListAdditional columns: Email single line of text

    Corporate newsletter Document library to store files of corporate newsletter.URL: /CorporateNewsletter

    Select Or Filter Your Contacts

    We start the Mail Merge process by specifying which of our contacts we want to send an email to.

  • Select the Contacts folder containing the contacts that you want to send an email to .
  • Select the contacts that you want to email to or apply a filter to your view so that only the contacts that you want to address are visible. Quick methods to apply a filter are
  • Perform a search.For instance, based on the Company or a Category . You can do some quite advanced Search queries as well.
  • Sort or group your Contacts folder by Category or another field in 2 easy steps.
  • Set your View to the List or Phone view.View-> Change View
  • Home-> option group: Actions-> button Mail Merge
  • Verify if the correct options are set for contacts
  • All contacts in current view if you filtered your view so that only the contacts that you want to address are visible.
  • Only selected contacts if you manually selected the contacts from the Contacts folder that you want to address.
  • At the bottom of the dialog set the Merge options to
  • Document Type: Form Letters
  • Merge to: E-mail
  • Message subject line: < whatever you want as a subject for your message>

    Your screen should now look something like this.

  • Press OK and wait for Word to start.
  • A new document will open. Select the Mailings tab on the Ribbon.

    The Mail Merge tab in the Ribbon of Word as part of a Microsoft 365 subscription.

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    Connect Gmass To Your Spreadsheet And Send Your Pdf Mail Merge

    If youve already created a mail merge with GMass, then you are familiar with the next steps.

    1. Click on the Sheets connector button

    2. Choose your spreadsheet and worksheet, hit the Connect button

    3. A Gmail Compose will open.

    4. Type your message, and hit the GMass button.


    You dont need to attach any files to this message. The GMass Chrome extension automatically detects the column in your spreadsheet containing the PDF attachments and attaches them to individual emails. If you also attach a file to the Gmail Compose window, it will be sent out alongside any personalized attachments set in your spreadsheet.

    If you want to see how this process works in action, check out our tutorial video:

    Or if youd rather skip the details and get started with GMass now, go ahead and sign up for a free trial.

    Host Your Pdf File Online

    Send Bulk emails with unique attachments

    To create a secure, easy to access link to your PDF, simply upload the file to your Dropbox account. Once the file is stored in the cloud, select the links option from the left hand side menu.

    Select the PDF you would like to share with your contacts from your list of files stored in Dropbox, and click the Widget icon to the right of the image in order to retrieve the link:

    While retrieving the link, you have the option to edit and adjust your content settings. You may choose to set your link to expire after a given period of time, or provide your contacts with permission to comment on your file:

    Best of all, membership to Dropbox for limited amounts of data is completely free. Other options for easy, secure file could also include sharing view-only files via Google Drive, or hosting the file on your WordPress site. You can also email yourself a link to your document via

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    Is It Advisable To Send Bulk Emails Using Outlook

    Now that you know how sending mass emails in outlook works, let√Ęs see if you should do it or not. In most cases, it is not advisable to send bulk emails using Outlook.

    There are several reasons for this:

    1. You can only have a maximum of 100 items in your sent Items folder at any one time – if you try to send more than that, the oldest ones will be removed from view!

    2. If you use attachments with every email message , then these may take up valuable space on your hard drive as well as clogging up other folders such as Inbox or Sent Messages which could otherwise be used by others who rely on them!

    3. Sending bulk emails does not allow you to send attachments, which means that if the recipient of your email requires them for some reason , they will have to download them manually.

    4. Sending bulk messages also limits what can be done with each individual message – it is impossible, for example, to reply directly from within Outlook’s inbox!

    5. If you need a large number of replies in response to an email such as “How many people are going?”, then sending one message and asking everyone individually could quickly become tiresome and time-consuming!

    6. If you use Outlook’s Inbox rules, then any email that is sent to the same address as a message already in your inbox will be deleted. This can cause significant problems if multiple people are sending emails to the same person!

    Send Attachments With Confidential Mode

    Tip: If you’re using Gmail with a work or school account, contact your admin to make sure you can use confidential mode.

  • On your computer, go to Gmail.
  • Click Compose.
  • Choose the files you want to upload.
  • In the bottom right of the window, click Turn on confidential mode .Tip: If you’ve already turned on confidential mode for an email, go to the bottom of the email, then click Edit.
  • Set an expiration date and passcode. These settings impact both the message text and any attachments.
  • If you choose “No SMS passcode,” recipients using the Gmail app will be able to open it directly. Recipients who don’t use Gmail will get emailed a passcode.
  • If you choose “SMS passcode,” recipients will get a passcode by text message. Make sure you enter the recipient’s phone number, not your own.
  • Click Save.
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    How To Create A Recipient List

    Youll need to have your recipient list stored somewhere and ready to be used. If you dont have a mailing contact list, follow these steps to create one:

  • Open Outlook.
  • Select the Home tab, and click on People, which should be located at the bottom of the page.
  • Choose the contact address of the person you wish to send a mass email to.
  • Select Mail Merge.
  • On the Mail Merge Contacts window, select one of the options under Contacts, depending on your preferences.
  • Under Document file, leave the option as New document.
  • Under Merge options, leave Document type: as Form Letters, and then select E-mail in the Merge to: drop-down menu.
  • Next, input your emails subject into the Message subject line: box.
  • Personalized Emails Through Segmentation

    Easily send the same email to multiple recipients individually in Outlook

    Segmentation and personalization are an email marketers most powerful weapons to delivering better and more relevant content to their audience. An email service provider will let you group your contacts based on their demographics, such as age, gender, etc. This will open the door for personalized email marketing.

    As you know, one-size-fits-all messages are no longer effective. Consumers need to see the value of a message to take action. So sending mass promotional emails isnt going to cut it for them. Using advanced personalization will allow you to craft messages that are relevant to your audiences needs. This way, you will increase your conversions and build a loyal customer base that will be happy to interact with you.

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    Error Handling For Missing Files Or Permissions In Gmass Or Google

    If GMass cant retrieve the file for a particular email address, that recipient will be skipped over and youll get a report at the end of the campaign of all recipients who were skipped. If you intentionally dont want certain recipients to receive any attachments with their emails, just make those cells blank under the attachment column that way, they will still receive the email but without anything attached. It makes sending multiple emails with different needs quite easy.

    If youre hosting your files on Google Drive, but GMass doesnt have permission to read from your Google Drive, then your campaign will error out with this error:

    Insufficient Permission: Request had insufficient authentication scopes. Errors Location Reason Domain]GMass didnt have sufficient permissions to your Gmail account to do what you wanted. If you were trying to send personalized attachments, re-connect your Gmail account and then click the RESTART link.

    Need To Mail Merge With Multiple Pdf Attachments

    If you want more than one PDF attachment per email, then create a spreadsheet with two columns representing each of the PDF attachments so that it will send both personalized PDFs to each recipient.

    If a recipients attachment column in the spreadsheet contains an empty value, GMass will not attach PDFs for that particular person. It will email them without any PDF attached.

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    Set Up Your Google Sheet

    First, set up your Google Sheet. Make sure your column headings are in the first row, and at a minimum youll need two columns, one for the email address, and one for the file to be attached. You can have other columns too, like FirstName, LastName, Company, and anything else you want to use to personalize your mail merge. Heres what your spreadsheet should look like:

    The column containing the files can be named anything as long as it starts with attachment. Any of the following are valid column names:

    • Attachment
    • AttachmentFile
    • attachment10

    Its not case sensitive, either. If your files are hosted in Google Drive, then the column should contain just the file attachment name. If your files are hosted somewhere on the web, then the column should contain the full URL to the file. Heres what your spreadsheet might look like if youre hosting your files on your own web server for a mailing to multiple recipients.

    If youre a spreadsheet wizard, feel free to use formulas for the attachment column as well. For example, if youre sending monthly statements to your customers, and your billing software generates the monthly statements in the format of .pdf, and CustomerNumber is one of the column in your spreadsheet, you can set the attachment column to =A1 + .pdf.

    Finally, if you have blank cells in an attachment column, then its assumed that those recipients dont have corresponding files, and the emails will be sent without any file attachment.

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