Sending mass emails from Outlook appears straightforward.
Till you mess up and your message says “Hey <
Belief me, I’ve been there as soon as.
That’s why I put collectively this easy-peasy information that can assist you ship bulk emails from Outlook (with mail merge) the fitting manner, with out embarrassing errors.
I’ll stroll you thru every step and name out the tough components the place most individuals go improper.
And if you need a sooner, extra foolproof methodology, I’ll share the choice methodology that I personally use😉
Right here we go!
How one can Ship Mass E-mail in Outlook – TOC
How one can Ship Mass E-mail in Outlook – TOC
How one can Ship Mass Emails in Outlook (With Mail Merge)
If you wish to ship mass emails from Outlook and Microsoft infrastructure, I like to recommend utilizing the mail merge function.
Right here’s how one can ship mass emails in Outlook by utilizing the mail merge function:
- Put together E-mail in Phrase
- Create a Mailing Checklist in MS Excel
- Import Contacts from Information Supply to Phrase
- Personalize Your E-mail With Merge Fields
- Preview and Ship Your E-mail
Step 1: Put together E-mail in Phrase
Begin by creating a brand new Phrase doc.
- Go to the “Mailings” tab > “Begin Mail Merge” > “E-mail Messages”.
In case you’re having bother navigating this step, discuss with the screenshot under. - Write your e-mail, with vital placeholders for merge fields (e.g., Expensive {{FirstName}}).
- Save the doc.
Step 2: Create a Mailing Checklist in MS Excel
For making a mailing checklist: You’ll be able to use these information sources for mail merge.
In case you ask me, the simplest manner is to make use of MS Excel to create a mailing checklist. Right here’s how you are able to do that:
- First, open a brand new Excel workbook.
- Add column headers (e.g., First Identify, E-mail, Firm).
- Enter recipient information below every header.
- Save the spreadsheet.
After this, it is advisable join the sheet together with your Phrase e-mail doc.
Step 3: Import Contacts from Information Supply to Phrase
Observe these steps when you’ve used MS Excel for creating your mailing checklist:
- In your Phrase doc, go to Mailings > Choose Recipients > Use an Present Checklist.
- Choose your Excel file and ensure.
In case you’ve used some other information supply, then observe these steps (as urged in these Microsoft docs)
- In case you’ve used an Entry database: Right here’s how one can ship Entry information to Phrase
- And when you’re utilizing some other software, you then’ll should run the Information Connection Wizard
Step 4 – Personalize Your E-mail With Merge Fields
- In Phrase, go to Mailings > Insert Merge Subject.
- Choose fields (e.g., First Identify) the place to wish to set placeholders.
- Confirm fields. Ensure that they’re accurately inserted to keep away from errors.
Observe: Ensure you don’t mistype any merge area, or else your recipient would possibly get an e-mail like this.
Step 5 – Preview and Ship Your E-mail
This step is extra like a ritual than a course of. So, be sure you observe these steps each time earlier than you ship your e-mail with the mail merge function.
- Click on “Preview Outcomes” in Mailings to view your emails.
- Use the navigation arrows to evaluate completely different recipients.
- If happy, go to End & Merge > Ship E-mail Messages.
- Within the pop-up, choose the E-mail column for the To area and add a topic line.
- Click on OK to ship emails by way of Outlook’s Outbox.
Observe: There’s a completely different course of when you merely wish to schedule your emails from Outlook.
Cons of Sending Bulk Emails Immediately in Outlook
Little question, sending emails from Outlook is a handy possibility.
However sending “mass” emails? No!!! It’s a tedious and unreliable course of.
I’ll inform you the principle disadvantages of utilizing Outlook for mass emailing.
Strict Every day E-mail Sending Restrict
The primary limitation of utilizing Outlook for bulk mailing is that it caps the variety of emails you possibly can ship day by day.
Together with that, you possibly can add a most of 500 e-mail recipients in a day.
If you’re not planning to ship emails closely, then it’s not a giant challenge.
However when you plan to extensively experiment with e-mail outreach, then this limitation is troublesome.
Lack of Superior E-mail Personalization Options
When you’re scaling, making your emails customized turns into increasingly more tough.
And, Outlook doesn’t have options that may make your e-mail extra customized for every recipient.
Although Outlook’s ‘Mail Merge’ function lets you personalize your e-mail with merge tags, that’s it.
Relating to including dynamic content material like tailor-made product suggestions or interactive content material to your emails, Outlook bails out on you.
For complicated (however vital) personalization requires subtle e-mail outreach instruments which can be specifically designed for this function.
Guide E-mail Monitoring & Observe-Up
One other critical drawback of sending bulk emails from Outlook is that you need to take follow-ups manually and monitor efficiency.
Neglect in regards to the tedious technique of taking customized follow-ups.
Essentially the most hopeless half is that you just don’t know the way your emails are performing.
Are your recipients opening them? Are they clicking in your hyperlinks?
Let’s say you’ve despatched 5 variants of an e-mail to 500 prospects. How will you realize which model bought essentially the most engagement?
Sadly, Outlook doesn’t present any monitoring or analytics options.
Until you could have specialised e-mail outreach software program, you should have issues with automating the follow-up course of primarily based on recipient conduct.
Low E-mail Deliverability
Outlook is designed for easy e-mail conversations. In case you use it to ship mass emails to your viewers, then it received’t provide the desired outcomes.
For instance, when you immediately ship mass emails from Outlook, there’s a likelihood that different ESPs will establish your sample and throw your emails right into a spam folder.
In case you proceed this, your sender repute will get a critical beating, and it’ll smash your e-mail deliverability.
No Decide-Out Mechanism
If you’re sending numerous emails, then it is advisable present an opt-out or unsubscribe possibility.
(In case you don’t, then it’s an enormous purple flag.)
It’s not about being courteous. However it’s truly a authorized requirement below legal guidelines just like the CAN-SPAM Act (for the US) and GDPR (for Europe).
Goal: To supply a transparent and straightforward manner for recipients to unsubscribe out of your emails.
Since you might be utilizing Outlook, you’ll have to manually handle all of the opt-out requests (which is time-consuming).
No Time Interval Between Emails
One other critical flaw of Outlook is its incapability to set a time interval between emails.
Sounds insignificant, proper? However in actuality, it makes an enormous distinction when you find yourself sending a big quantity of emails.
In actual fact, when you begin sending bulk emails immediately, it’ll set off spam-detecting algorithms.
In consequence, the E-mail Service Suppliers (ESPs) will begin throwing your e-mail into spam, which can result in ruining your sender’s repute.
If you’re utilizing an e-mail outreach software to ship emails from Outlook, then it could possibly mechanically set particular time intervals between every despatched e-mail so as to keep away from triggering spam filters. Sadly, Outlook lacks this function.
Excessive Danger of Getting Blacklisted
What’s the worst that may occur?
Nicely, when you insist on sending bulk emails from Outlook (which is taken into account a nasty follow), your e-mail and area can find yourself getting blacklisted by ESPs.
This can have an effect on your capability to speak together with your recipients until you get one other e-mail or a brand new area. However it’s a pricey methodology.
Right here’s an in depth weblog that explains how one can ship chilly emails with out getting blocked.
Different Technique to Ship Mass Emails From Outlook
There are plenty of issues that may go improper when you find yourself sending emails from Outlook. Been there – felt that.
And to keep away from all these complications, I take advantage of a devoted e-mail sending platform to ship emails. You need to use certainly one of these:
- For sending chilly emails, you should utilize Saleshandy.
- For sending advertising emails, you should utilize Mailchimp or Brevo.
Right here’s how one can ship mass emails from Outlook with the assistance of a software:
- Signal Up and Join Outlook Accounts
- Set Up E-mail Marketing campaign
- Add Prospect Checklist
- Launch Marketing campaign
1. Signal Up and Join Outlook Accounts
- Join on Saleshandy together with your e-mail and confirm it.
- Go to Settings (gear icon) > E-mail Accounts > Add E-mail Account.
- Within the pop-up, choose Microsoft and add your Outlook accounts.
- If you wish to join a number of sending accounts, then go to SMTP/IMAP > Bulk Import by way of CSV and observe the guided course of.
2. Set Up E-mail Marketing campaign
After you’re performed organising your sender accounts, subsequent comes the marketing campaign setup.
Observe: You’ll be able to even create condition-based e-mail sequences that may even ship follow-up emails in bulk as per the recipient’s conduct.
3. Add Prospect Checklist
This course of is considerably just like how we did it in Outlook. Right here’s what it is advisable do:
- Navigate to Sequence > Prospects > Import by way of CSV.
- Add your recipient checklist.
Professional tip: To keep away from mail bounces, you should utilize Saleshandy’s B2B Lead Finder to double-check your recipients’ emails when you find yourself importing the contacts.
4. Launch Marketing campaign
Earlier than you ship your emails, simply observe these steps to get higher deliverability together with your emails.
- Verify your Sequence Rating below Sequence for a abstract of your setup and solutions for enchancment.
- Handle any errors (as urged by the Sequence Rating report) to enhance deliverability.
- Ship a take a look at e-mail to test if every part’s working advantageous.
- Activate the sequence to launch your marketing campaign.
Decide a Resolution that Outsmarts Outlook
There are probabilities that you just would possibly’ve tried the above-mentioned mail merge course of and failed.
If that’s the case, then you could have my sympathy and a suggestion.
Suggestion: Strive Saleshandy to ship mass emails out of your Outlook account.
You’re going to get:
- Higher deliverability
- Higher personalization choices
- Unified reply administration
- AI Sequence Copilot (which may create your entire e-mail sequence with AI)
Give it a attempt.
FAQs
1. How one can ship a mass e-mail to a bunch in Outlook?
To ship emails to a number of recipients utilizing Mail Merge in Outlook, you’ll have to create a contact checklist in an Excel spreadsheet, entry the Mail Merge function in Outlook, write your e-mail message, insert merge fields, and ship your e-mail messages.
2. What number of BCC emails are you able to ship in Outlook?
Free Outlook e-mail accounts have a day by day sending restrict of 300 emails, whereas Microsoft 365 accounts have 10,000 emails day by day. (Additionally observe which you could solely mail to 500 contacts at max)
3. How one can conceal recipients from mass e-mail in Outlook?
If you’re utilizing the mail merge function, then it’ll conceal recipients by default.
