How To Send Out Mass Emails Outlook

Send Mass Email With Outlook In 6 Easy Steps

How to Mass Send Customized Emails in Outlook

Outlook lets you send mass emails to your contacts using Microsoft Word. Just follow these steps:

1. Open Word and write your email

2. In Word, open the Mailings ribbon

3. Click on the Start Mail Merge menu, then on E-mail Messages in the drop-down menu.

4. Click Select Recipients and choose from three options:

Type a New List where you will manually enter contacts data into a new dialog box,

Use an Existing List which lets you select a .csv file from your computer. The .csv file would need to have been prepared in advance with data organized under three columns

Choose from Outlook Contacts. Manually select the addresses among your existing Outlook contacts

5. Once the recipients have been selected, click Finish & Merge then Send Email Messages.

6. In the Merge to E-mail pop-up box, write the email subject line and then click Ok.

Easy, right? Now lets talk about the disadvantages of sending mass email campaigns with Outlook.

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

    You Can Avoid Spam Filters

    With specialized email marketing software, you can be sure your emails will be delivered to your customers mailboxes. To achieve this result, they:

    • Build a reputation with internet service providers.
    • Verify the authenticity of the sender by using email authentication: SPF, DKIM, DMARC, and FBL.
    • Have moderators who check each campaign and cut out intentional spam and help newbies avoid common mistakes.

    For example, 99.89% of emails delivered by Selzy get in subscribers inboxes.

    Recommended Reading: Mail Not Updating

    How To Send A Mail Merge In Gmail With Gmass

    With GMass, you can effortlessly create mail merge campaigns from both Excel and Google Sheets.

    Just follow these steps to perform a mail merge in GMass:

  • Format your data file inside Google Sheets add header names to your first row and data from the second row onward.
  • Note: If youre using an Excel spreadsheet to store the data of multiple recipients, simply upload the Excel file to Google Drive, open it in Google Sheets, and follow the same steps.

    Note: Ensure that at least one of the columns in your Google Sheets file contains recipient email addresses under it.

  • Next, sign in to your Gmail account and open the Compose window.
  • Type in your message and click on the GMass button at the top right corner of the window.

    Dont worry about adding email addresses in the To field or personalization placeholders in your message. GMass will do all of that for you!

  • In the dialog box that appears, select the Google Sheets file and the corresponding sheet you want to use for the mail merge.
  • 4. Once done, click CONNECT TO SPREADSHEET.

    Then, GMass will automatically insert email addresses in the To field of your mail merge message.

    5. Now, click the downward-facing arrow next to the GMass button to access the GMass Settings window. You can then auto-personalize your emails, schedule them, set follow-ups, and more.

  • To personalize your email automatically, click the Personalize drop-down list to view all column headers present in the Google sheet.
  • But thats not all.

    When To Use A Data Cleaning Tool

    Easily send the same email to multiple recipients individually in Outlook

    The bigger your list, the harder it is to manage. As shown in the table above, in just one month you can see a healthy list decay by almost 5%. Reviewing and managing email lists on a frequent basis takes time, and you may not have the bandwidth or data skills in-house to do this effectively.

    Not only can a tool clear out bad data, but it can spot duplicates, and help fill in the gaps for incomplete records. According to our data, it takes a human around 3-5 minutes to clean one data point. Lets look at an example on our blog to see just how long that might take the average company to clean their data:

    One of our clients, Vetrotech, had over 80k data points in its database.

    It wouldve taken their staff 4,200 hours to clean it.

    That’s $75.6k and one staff member working on only this, full-time for 2 whole years.

    We cleaned all of this data in under two weeks.

    Don’t Miss: Emails Not Updating

    Why You Shouldnt Send Bulk Campaigns In Outlook

    After learning how to send mass email in Outlook, youd expect us to tell you to go for it. However, thats not the case here. The above method has some disadvantages that you need to be aware of before you implement it.

    So, if youre serious about email marketing, heres why you really shouldnt consider it:

    • Daily sending limit: As is the case with Gmail and Yahoo, Outlook also has a daily sending limit of 300 emails. This will impact your email marketing efforts and prevent you from developing a consistent email schedule.
    • No email design options: Outlook is great for sending plain-text emails to your audience. Nevertheless, missing out on the opportunity to deliver campaigns with high-quality visuals, graphics and advanced elements is a big minus for modern email marketers.
    • Poor email deliverability: Your deliverability determines whether your messages will land in your subscribers inboxes or not.
    • Risk of getting blacklisted: Campaigns sent from ISPs like Outlook and Gmail have a high risk of getting flagged as spam and even get you blacklisted.
    • No personalized messages: Personalization is a driving force for digital marketing. While you can add simple tags to make your emails friendlier, adding a name isnt as effective as showing your recipient content that is specifically tailored to their needs.

    As you can see, sending mass email isnt the best option as it presents certain drawbacks that a dedicated email provider doesnt.

    How To Set Up A Gmail Recurring Email

    Unfortunately, there are no built-in tools in Gmail that allow you to send a periodic emailâat least not in the traditional sense.

    You can create and use templates in Gmail for messages you send frequently, but we’ll go over that in more detail in the next section.

    Using a third-party service to set up a recurring email in Gmail is the best approach. You can use a variety of programmes, but one of the best is Boomerang for Gmail.

    Once installed, compose a message as usual.

    Then, once Boomerang is installed, you may select Send Later, which will appear as a new red button on your Gmail account. You can then choose “Schedule recurring message” from the drop-down menu.

    Don’t Miss: Remove Duplicate Emails Outlook 2013

    You Can Track The Results

    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.

    Why Its Better To Send Mass Emails With An Email Marketing Service

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

    Email marketing remains the most profitable marketing channel, boasting an ROI of $32 for every $1 spent. To leverage that kind of ROI, you need to invest in a dedicated email marketing service like Sendinblue because Outlook alone simply wont cut it.

    A specialized email marketing service:

    • Makes adding contacts and selecting mailing lists easy
    • Lets you create professional-looking emails with cool branding and design elements
    • Makes it possible to insert products, various images, and personalized dynamic content like the contents of an individual abandoned cart
    • Gives you email performance reports
    • Can help with email list building
    • Protects sender reputation
    • Enables you to be GDPR compliant.

    There are many such providers on the market offering a range of different features at varying price points. To find the best one for you, check out this list of the best email marketing services.

    Here are some examples of things you can do with Sendinblue that you simply cant with Outlook.

    You May Like: How To Restore My Email Account

    Why Should You Use Bcc

    BCC is an effective way to avoid the obstacles that weve previously talked about in this article. It allows you to send out an email to a few dozen recipients without looking like youre sending a SPAM email. You will also be able to hide all the recipients, so youll avoid that the recipients will be aware of the other recipients.

    BCC is a common way to send out a mass email and hide the recipients. However, as mentioned in this article, it wont allow you to personalize the email in any way. You will send a generic mass email to all the recipients and wont be able to add any personal data such as:

    • First name

    • The recipients company name.

    How To Send Bulk Emails With Outlook

    When it comes to sending mass emails, one of the advantages of Outlook is that the whole process is simple. In fact, you can work with a selected number of users using some standard and popular mail merge features from earlier versions of Microsoft and Office.

    The advantage of using this feature is that it is possible to personalize messages by recipients. Something that is essential today for any digital marketing action, but mostly for email marketing campaigns.

    Outlook 2013 and 2016 offer several options to manage and send mass emails. Particularly, it is interesting for you to know how to configure this way of sending emails as it will be necessary to send specific emails to several users at certain times.

    Doing it individually has become obsolete, so take note of the steps you need to follow if you use Outlook 2016.

    Read Also: How To Unarchive Outlook

    What Happens If I Send More Than The Suggested Limit

    • Servers receiving email for delivery will apply their own policies. These policies vary from server to server and company to company.
    • In some cases, the server will refuse to accept further email after a certain limit has been reached.
    • In other cases they will accept the email but at a much slower rate.
    • In both cases, your email can create a backlog of other messages destined for the same company or institution, which will negatively impact others at the University of Waterloo.

    To Add A New Recurring Email Follow These Steps:

    Why cant I send mass emails to one or more email groups of other ...

    1) In the E-Mail Options dialog, select “Recurring” in the “Options” drop-down list of settings.

    2) In the “Recurring” settings window, specify when you want your email to be sent every day, week or month.

    3) Click OK to close the settings window and return to your inbox.

    4) Add a recipient or address under “To.”

    5) Click ‘Create Recurring Email’.

    Sending out email to your subscribers on a specific date is a great way to make sure that you are reaching all of them on the same day, for example.

    Also Check: My Email Is Not Updating

    Best Bulk Email Senders For Professionals

    If you have a marketing firm, and you want to send emails to multiple people every day, you should check out these third-party services.

    1] MailChimp

    MailChimp is one of the best bulk email senders that you can find in the market right now. It comes with several features to manage all the contacts, templates, timing, etc. The best thing is that you can schedule emails so that you can get more sales. On the other hand, A/B testing is also available to know if you are doing something right or not. It has a free version to experience the user interface and features. However, if you are serious about email marketing, you can check out other plans that are quite affordable. Check website

    2] Aweber

    Aweber is another excellent email marketing service that you can find. It offers a 30 days free trial to allow you to get brief information about the features they provide. They have several plans and all of the unlimited options except the number of subscribers. For example, if you have less than 500 subscribers, you can opt for the $19/month plan. The price increases alongside the number of subscribers. The good news is that you can upgrade your plan from your dashboard within a moment. Check website

    3] Constant Contact

    Thats it! If you do not want to spend much money, you can use the Outlook guide to send emails to multiple people. However, if youre going to start an email marketing campaign, you should check out one of these three tools.

    How To Store Personal Information

    You can either collect all the personal details of your recipients in your own lists or create a new spreadsheet. Paste the email addresses in the first column and create additional columns to add more information such as the first names.

    If youre sending out a mass email to recipients, such as your clients, you might already have all this information as theyve submitted it they signed up for your product or service. If they havent submitted this information, you can simply check the emails theyve sent you to get their first name and additional personal information.

    The popular email clients do not allow you to add any personalization to your mass email. Some might offer paid extensions to do so but require additional technical steps to ensure you are sending your emails properly. For most people, it is recommended to use a different type of software to send mass emails that allow you to hide the recipients so you will be able to add personal information in the email.

    At Anyleads, we understand the importance of sending personalized emails that your prospects or current clients will engage with. And we also understand that you dont want to spend hours creating lists of personal information to use in your personalized emails. Thats why we offer an efficient database with a lot of information about your prospects and clients, which you can then use within your own email outreach campaigns.

    Also Check: What Does Cc Mean When You Send An Email

    Popular Articles

    Related Stories

    Stay on top - Get the daily news in your inbox