How To Send Massive Emails With Outlook

You Can Track The Results

How to Send Mass Email in Outlook – Personalise email in outlook- 2018

Its very hard to analyze how your emails perform with Gmail and Outlook. Without using extra tools, you wont even know whether an email from you was received and opened, let alone the more sophisticated metrics like subscribers devices, locations, and preferences.

Using the analytics made by email marketing platforms, you can see how effective your campaign is and make adjustments, planning for the future. Many parameters matter:

  • Opens
  • Unsubscribes
  • Spam complaints.

How Can I Increase Sending And Storage Limits

As well as taking a Microsoft 365 subscription, try these tips:

  • Make sure that all your information is updated on your account.

  • Make sure that you have updated your account’s profile information .

  • Make sure the password which you have created is a combination of upper case/lower case letters, numbers and special characters.

  • Make sure that the people you send emails to are added to your Contacts on

  • Communicate frequently with your Contacts.

  • Use the Microsoft Authenticator app. The Microsoft Authenticator lets you quickly and securely verify your identity online, for all of your accounts.

  • Visit and we’ll send you a verification code in a text message. This action helps us eliminate spam.

Send Personalized Mass Emails With Outlook

Outlook makes it easy to send messages to a selected number of contacts using the standard and Mail Merge feature from previous versions of Office.

Outlook makes it easy to send mass emails to a selected number of contacts using the standard and popular Mail Merge feature from previous versions of Microsoft Office. Sometimes you might need to send out an email for multi-recipients with personalized information for each one.

We already showed you how to do it with Outlook 2010, and heres a look at how to do it with Outlook 2013 or 2016.

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Preview And Send Email Messages

  • Go to Mailings> Preview Results to see how the email messages look.

    Use the left and right arrow buttons on the Mailings tab, to scroll through each email message.

  • Select Preview Results again to add or remove merge fields.

  • When ready, go to Mailings> Finish & Merge> Merge to E-Mail.

    Merge to E-Mail is unavailable if you have not selected your default email program.

  • Choose the To merge field, the subject, and whether to send as text, HTML, or as an attachment. When you send as an attachment, the email has no body text, but the message is sent as an attached document.

  • Select Mail Merge To Outbox.

  • How To Delay The Sending Of All Emails In Outlook

    How to Send Mass Email in Outlook With Mail Merge ...

    Scheduling individual emails can help you easily plan your outgoing emails.

    But what if you always want to send out delayed emails?

    You may have a habit of noticing errors in your message after you press the send button , or you may have previously sent an email you regretted afterward.

    In these cases, its safer to set up an Outlook delay delivery for all your emails.

    Adding a delayed delivery option to all your emails can help you increase delivery time and avoid the embarrassment of sending a message with mistakes to a recipients inbox. Additionally, it gives you time to edit an e mail message you made the mistake of sending.

    Lets take a look at how to set up Outlook delay delivery for all outgoing emails:

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    Preparing The Recipient List In Ms Excel

    As mentioned above, you can also select the list of recipients by creating a spreadsheet in MS Excel. In this case, the recipient selection process will slightly differ. Read on to learn more about this in detail.

  • In an Excel spreadsheet, store all the information of the recipients.

  • For this, create three columns in the spreadsheet. The first column, second column, and the third column should have the first name, last name, and email address respectively. Take care to ensure that the email address is separate and doesnt include any special characters.

  • Every recipient’s information should be exclusive to a particular role. In other words, every recipient should have separate rows.

  • Heres an example for you to understand this better:

    First Name


    After starting Mail Merge, click on Select Recipients and then, Use Existing List. You need to select the excel spreadsheet that you had created earlier and then select Open.

    When the Select Table window pops up, select the name of the sheet that contains your recipients information. If the first row of the created spreadsheet contains column headings, you need to click on First row of data contains column headers. Then, click Okay.

    You can then proceed with the rest of the steps of personalizing greeting lines and composing the email body. Selecting the recipient list can be done either on Excel or Outlook, the end result will not be different.

    Gmail Offers A Streamlined Interface And Better Functionality

    If Gmail is popular for one thing, its the clean interface it offers.

    Outlook has tried to offer a clean interface with its recent updates, but just like its other competitors, such as Apple Mail, it doesnt get anywhere near Gmails streamlined look and even lacks some handy features.

    In addition to boasting a simple interface and providing great security for your emails, Gmail also uses AI to power useful features like smart compose. This isnt something you can expect to find in Outlook.

    Recommended Reading: How To Write An Email To Schedule An Interview

    Writing The Personalized Message And Starting Mail Merge

  • Write the body of your email and then paste it into the message body when the need arises.

  • Now, you need to upload your contact list. You can use the Outlook address book to select multiple recipients at once. Or, if you want, you can also upload a list of contacts from Excel or Access.

  • Selecting the Recipients for the Mass Email on Microsoft Outlook

    Image Source: Covve

  • Launch “Microsoft Outlook”. From your contact list, select the contacts you want to send a personalized email to. To create your personalized recipient list, select the contact . If you feel that the list is too long and hence, want to manage it better, you can click on the dropdown arrow next to “All” and select “Sort”. You can also take advantage of “Sort by Categories” to compartmentalize your recipient list.

  • From the toolbar, click on the “Mail Merge” option. A Mail Merge Contacts dialogue box will open.

  • Image Source: Make Use Of

  • From the Contacts category, click on Only selected contacts.

  • Image Source: Covve

    • Message subject line: Type in a catchy subject line to make your recipient open your email

  • A new compose email window will open up. In the window, from the Write and Insert Fields category, click on Greeting Line.

  • Image Source: Covve

  • An Insert Greeting Line dialogue box with appear. You can customize the entries as per the options that are given in the box.

  • The Insert Greeting Line Dialogue Box

    Image Source: Make Use Of

    Image Source: Covve

    Image Source: Covve

    How To Send Personalized Mass Emails To A List From Excel Via Outlook

    How to Mass Send Customized Emails in Outlook

    For example, I have the following data range in a worksheet which contains Name, Email Address, Registration Code columns, and now, I want to send a message with a personalized greeting and their own Registration Code to the separated Email Addresses in column A. To solve this problem, the following methods may help you.

    Send personalized mass emails to a list from Excel with Mail Merge function

    With the Words Mail Merge function, you can finish this job quickly and easily, please do with the following step by step:

    1. Launch a new blank Word document, and then click Mailings> Select Recipients> Use an Existing List, see screenshot:

    2. In the Select Data Source window, choose the workbook which includes the data range that you want to use, and click Open button, see screenshot:

    3. In the coming Select Table dialog box, please choose the worksheet with the data range you need, and then click OK button, see screenshot:

    4. And the E-mail message main document and your address list have been connected together, now, you can edit the text message and add placeholders that indicate where the unique information will appear in each message.

    To insert their individual greeting name, click Mailings> Insert Merge Field> Name, the personalized name has been inserted into the message, and the field name is surrounded by « ».

    Go on typing your message and insert the Registration Code into the place where you need, see screenshot:

    You can type the subject into the Subject line text box

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    How To Email Large Files As Attachments In Ms Outlook

    Whetheryou’re sharing photos, reports, or other documents–sending attachments throughMicrosoft Outlook email is a convenient way to get files to others. But if youtry to email large files using Outlook email you might run into trouble. That’sbecause there’s a default Outlook file size limit.

    Whatis the limit for an Outlook email attachment? The email system defaults to 20MB. If you try to send a larger file or a group of files totaling more than 20MB, you’ll likely receive an error message. Fortunately,there are ways to get around the Outlook file size limit if you know what todo.

    In this tutorial, we’ll examine the Outlook attachment sizelimit closely. You’ll learn the basics of sending Outlook email attachments.And we’ll discuss workarounds for how to email really large files using MSOutlook.

    Hit Send & Start Analyzing The Responses At Scale

    Ready to send? Maybe one quick test email to be sure , and then off to the mailboxes!

    Is this the end? Nope, this is only the beginning.

    From here, youll be able to follow live how your audience is interacting with your emails:

    • Are they opening your emails?
    • Are they clicking on the links youre sharing? Or replying to the email?
    • Are emails bouncing because theres something wrong with the email address? Or if youve included an unsubscribe link: are they unsubscribing?

    Its all made visible for you in one single place.

    And then from here, you can follow up further.

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    Limitation Of Using The Traditional Method

    How to send personalized mass emails to a list from Excel ...

    1. Tedious process

    The process with Microsoft word for sending a mass email with Outlook is very lengthy and all the works are to be done at differently. You need to draft the email in the editor, add the recipients in the mailing tab and then merge it together. Along with that, it is also difficult for a person to add all the contacts one by one in separate columns to create a mailing list.

    As everything is done manually, it becomes a complex and error-prone process which may eventually lead to campaign failures.

    2. A limited number of recipients

    While sending a mass email in Outlook, you can send emails to a limited number of recipients according to the plan provided by Microsoft. Exhausting the daily limits, pulls the attention of the SPAM filters which ultimately lands your email in the SPAM box. This is a major problem while sending cold emails.

    3. Building a mailing list

    Building a mailing list is a tedious task and also a major issue which restricts users from not sending mass email in Outlook. While adding recipients details, the user has to fill a form with necessary details for each recipient individually. It cannot be imported from any source other than Outlook contacts. Basically, this whole process becomes time consuming and hectic.

    You have seen the long path of sending a mass email with the outlook traditional method, lets dive in and check the professional method to make your life easy.

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    How To Remove The Email Delay And Send Emails Immediately

    Sometimes you may not want to delay your email, but send it immediately.Heres what you need to do to remove the delay in an email and send out your message in the Outlook desktop app:

    Step 1

    Open Outlook and go to your Outbox folder.

    Then, click on one of the scheduled emails.

    Step 2

    When the new window opens, select the Options tab.

    Then, click on Delay Delivery, which is in the More Options group.

    Step 3

    Once the new window opens, uncheck the Do not deliver before check box to remove the scheduled time and click on the Close button to close the window.

    Step 4

    Click on the Send button to send out your message instantly.

    You can check your Outbox to see if your emails been sent. If the message is not in your Outbox, then its on the way to your recipients inbox.

    Note: You can also schedule emails in the Outlook web app, but the mobile versions currently dont support email scheduling.

    Now that Ive covered how you can schedule a single email in Outlook lets see how you can delay all outgoing emails.

    Understanding Why Email With A Lot Of Bcced Recipients Has A Higher Bounce Rate

    BCC stands for Blind Carbon Copy and is used to send the same email to somebody with the benefit of other email recipient addresses being hidden. BCC does have one major con it’s also the most commonly used method for sending spam.

    The problem here is that the sending server, recipients domain server, and the recipient email server will view your mass mail in a different manner.

    The sending server will see that you are sending an email that is going to a lot of email addresses at once. Some of these emails may even be delivered to email addresses on the same domain which will then be viewed by the recipient domains mail server. If by chance, you send the mail overseas, then the recipient email server will see it too.

    All these will count as strikes increasing the chance of your mass mail to land up in spam. It is due to this very reason why sending mass emails from Outlook is better.

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    How To Personalize Your Mass Emails

    As mentioned before, it is hard to personalize your mass emails while also hiding your recipients when you are using BCC. Because the email recipients all receive the same exact email, you cant add any personalization. But in most cases, you want to add some form of personalization to make it look like youre sending a personal email rather than a mass email.

    In order to start personalizing your mass emails, you need to start collecting additional information about your recipients. For example, if you want to add the first name to every email, you need to have a list of the first names. This will allow you to create specific emails for every recipient using these personal details. It will result in personalized emails that dont look like youre sending them to multiple people.

    Personalization can increase your success rate when sending out mass emails significantly. However, you need to make sure that all the personal information in the emails is up-to-date, doesnt contain any errors and is appropriate to use. The latter is especially important. You dont want to use personal information such as I saw you visited Portugal last week when I checked your Facebook profile when youre reaching out to someone outside of your network. This will simply make it look like youre going out of your way to finding personal information about them.

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