How one can Ship Electronic mail to A number of Recipients Individually

Emailing is the first enterprise communication channel. 

You ship emails to speak along with your workforce, share updates, ship occasion invitations, or, if you happen to work in gross sales, to achieve out to a number of prospects.

Nonetheless, issues develop into difficult whenever you need to ship the identical e mail to a number of recipients individually. 

Why?

You’ll be able to’t use “CC” and “To” area 

Since you 

• Wish to defend your recipients’ privateness by not revealing their particular person e mail addresses to 1 one other, as you don’t need to look unprofessional
• And ensure every e mail feels private to every recipient (in any other case you already know they gained’t reply! 😿)

And clearly, you possibly can’t ship 50, 60, 100+  emails one after the other as a result of that’s simply not sensible.

Luckily, there are numerous different strategies for sending emails to a number of recipients, and this weblog will present you tips on how to use every one, together with their execs and cons.

Let’s get into it

4 Methods to Ship Emails to A number of Recipients Individually

Whether or not you’re operating a chilly e mail or advertising and marketing marketing campaign, sharing an inner announcement, or updating job candidates, these strategies will provide help to ship emails to a number of folks shortly and simply.

Let’s discover out which is the best technique!

Technique	Use Case	Really useful Instrument
BCC	Inner Announcement	Gmail or Outlook
Gmail Mail Merge	Sending customized emails to a small contact checklist	Google Sheets + Gmail
Outlook Mail Merge	Sending personalized messages with attachments or superior formatting	Excel + Phrase + Outlook
Electronic mail Automation	Scaling chilly outreach with personalization and excessive deliverability	Saleshandy

1. Utilizing BCC (Fast however No Personalization)

You should use the BCC (Blind Carbon Copy) area in virtually each e mail service supplier, be it Google, Yahoo, Outlook, and so forth.

It’s a fast and easy solution to get the job achieved when privateness is your solely concern.

You’ll simply obtain your primary goal right here: to maintain your recipients’ e mail addresses personal. 

However there’s a catch:

You’ll be able to’t personalize the message for every recipient, and everybody will obtain the very same e mail.

Right here’s how you are able to do it →

Step 1: Log in to your most well-liked e mail service supplier (Gmail, Outlook, Yahoo Mail, and so forth.) and click on the “🖊” Compose or Create icon.

Step 2: Add a topic line and write your e mail copy. 

Step 3:  Within the “to” area, add your e mail deal with. Now, come over to the best and click on on the “bcc” area, add your recipients. 

Step 4: Earlier than sending, simply examine that each element is appropriate, after which lastly hit the “ship” button. 

Now all of your recipients will get their very own copy, and so they’ll solely see their very own e mail within the “To” area. The opposite recipients’ e mail addresses can be hidden.

When to Use the BCC Technique?

It really works properly for:

• Inner bulletins
• Group-wide updates
• Easy newsletters the place the content material is similar for everybody

It is best to use the BCC technique whenever you’re okay sending the identical e mail to a number of folks with none personalization.

When To not Use the BCC Technique?

This technique will not be for:

• Chilly outreach, the place you’re making an attempt to start out a dialog
• Relationship-building emails that ought to really feel 1:1

In brief, BCC will not be the best selection whenever you need to personalize your emails, resembling including names, job titles, or another particulars particular to every particular person.
If the aim is to make your message really feel private and begin an actual dialog, merely skip this technique.

2. Utilizing Gmail’s Constructed-In Mail Merge Characteristic

With Gmail’s built-in mail merge, you possibly can ship particular person emails to a number of folks — and sure, every one will be customized, proper out of your Gmail account.

No want for third-party instruments or extensions.

However there’s a catch:

To entry this function, you’ll must be on the $14/mo/person Gmail workspace plan.

Gmail provides you two methods to make use of mail merge:

1. Add recipients straight utilizing Google Contacts
2. Or join a Google Sheet to drag recipient particulars

On this part, I’ll stroll you thru the Google Contacts technique, the place you possibly can ship customized emails straight out of your inbox — no Sheets wanted.

In case you desire utilizing a spreadsheet as a substitute, you possibly can seek advice from this assist doc for that technique.

Let’s get into the step-by-step course of ↓

Step 1: Create a Label in Google Contacts

To ship the e-mail to a number of folks, begin by making a label in Google Contacts and including your recipients to it.

This fashion, you possibly can merely sort that label identify within the “To” area, and Gmail will auto-fill all of the contacts underneath it.

• Go to Google Contacts
• On the left sidebar, subsequent to “Labels,” click on “Create label”
• Give it a reputation (like “Leads July 2025”) and click on Save
• Add your contacts to this label

Step 2: Log in to your Google Workspace Gmail account

Step 3: Click on on “Compose” to start out a brand new e mail

Step 4: Within the “To” area, sort the label identify you created, and Gmail will robotically fill in all of the contacts grouped underneath that label.

→ Professional tip: Be sure names and e mail data are appropriately crammed in for every contact in Google Contacts. 

Step 5: Now, on the best of the “To” area,  you will discover the “Use mail merge” possibility. Click on on it

Step 6:  Begin writing your e mail. So as to add merge tags, merely sort @ and a drop-down checklist of obtainable tag choices will seem.          

• @firstname
• @lastname
• @fullname
• @e mail

Select anybody from them

Step 7: Press Enter to insert the tag into your message.

When to Use Gmail’s Constructed-In Mail Merge?

It really works whenever you:

• Wish to ship customized emails to a small group of individuals
• Operating a small marketing campaign or sharing updates along with your workforce
• Don’t need to use any third-party software or integration
• You’re okay with establishing a label in Google Contacts or utilizing Google Sheets and composing emails straight from Gmail

So, you should use this Gmail mail merge technique additionally hides all recipients and so nobody sees who else obtained the message, and primary personalization (like first identify or e mail ID) is sufficient.

When To not Use Gmail’s Constructed-In Mail Merge?

You shouldn’t use it if:

• Want superior personalization like including customized photos, attachments, or dynamic fields
• Wish to monitor opens, clicks, or replies
• Operating a big marketing campaign or chilly outreach

3. Utilizing Microsoft Outlook’s Mail Merge Characteristic

Not like Gmail, Outlook’s mail merge function is utterly free. 

However you possibly can solely apply it to the desktop app.

 It doesn’t work on the internet model of Outlook.

PS: Ensure you have Microsoft Phrase and Excel put in,  since these apps work collectively to drag your knowledge and ship the emails.

Right here’s what you should do ↓

Step 1: Create Your Electronic mail Copy in Microsoft Phrase
Step 2: Put together Your Electronic mail Checklist in Excel
Step 3: Add the Checklist to Phrase
Step 4: Add Merge Tags
Step 5: Preview Your Electronic mail
Step 6: Ship the Electronic mail

For extra particulars, I’ve coated the method with screenshots beneath.

Step 1: Create Your Electronic mail Copy in Microsoft Phrase

First, you should put together your e mail in Microsoft Phrase. For that, you should go to Phrase and on the tab click on on “Mailings” > “Begin Mail Merge” > “E-mail Messages”.

Now, write your e mail, however keep in mind to insert the placeholder like <>, <>, and so forth., the place you need to add the private data of your recipients.

Don’t “save” or “shut” the Phrase tab, simply “reduce” it.

Step 2: Put together Your Electronic mail Checklist in Excel

Now go to Excel and open a brand new clean workbook.

Within the e mail checklist, together with the e-mail addresses, additionally add extra particulars like First Title and firm, and be sure you add the proper data.

Save the e-mail checklist.

Step 3: Add the Checklist to Phrase

Now, open the Phrase doc once more and click on on “choose recipients” > “use an present checklist”.

Now choose the e-mail checklist, add it, and click on on “okay”.

Step 4: Add Merge Tags

Right here comes the essential step! As a result of this step ensures that your emails are customized. Click on on “Insert Merge Tags”, and it’ll show all of the merge tags positioned within the e mail.

Change the placeholders generated by Phrase with these in your e mail! Don’t neglect to do this; in any other case, your recipients is not going to obtain customized emails.

Step 5: Preview Your Electronic mail

Don’t neglect to preview your e mail by clicking on the “🔍” icon to entry the “Preview outcomes” function.

To examine if customization is finished precisely, use the “⏪ ⏩” arrow button, and with the rely of 1, 2, 3… and so forth, it is going to maintain displaying how the e-mail for every recipient will look.

Step 6: Ship the Electronic mail

As soon as every little thing is in place, click on on “End & Merge” > choose “Ship e mail messages.”

When to Use Outlook’s Mail Merge Characteristic

It really works properly whenever you:

• Have already got the Microsoft Workplace Suite (Phrase + Excel + Outlook desktop app)
• Wish to ship customized emails with primary fields, resembling identify and firm.
• Are you operating inner campaigns, sending updates, or speaking with present contacts
• Don’t need to spend additional on third-party instruments

It gives extra flexibility than BCC and gives mild personalization

When To not Use Outlook’s Mail Merge Characteristic

It is best to think about skipping this technique if you happen to:

• Care about e mail deliverability, as many customers report that emails typically land in spam or promotions
• Want options like open/click on monitoring, reply detection, or superior personalization
• Wish to run giant chilly outreach campaigns or automate follow-ups

Outlook Mail Merge does the job for easy sends, nevertheless it’s not constructed for gross sales outreach or sender fame administration.

4. Utilizing Electronic mail Automation Instruments (Saleshandy)

Now this one is an superior technique to ship emails to a number of recipients individually. 

You should use e mail automation instruments like Saleshandy as a result of these platforms come filled with options like →

• Run and handle giant campaigns simply
• Use superior Personalization fields like merge tags and dynamic fields
• Ship 10,000+ emails simply with out hurting your deliverability
• Observe analytics
• Schedule campaigns primarily based in your recipient’s time zone
• Arrange automated follow-ups 

Though there are plenty of e mail automation instruments out there, I desire utilizing Saleshandy, and that’s as a result of it delivers nice outcomes.

You’ll be able to comply with these steps 👇🏼

Step 1: Signal Up for a Free Saleshandy Account
Step 2: Add or Construct Your Prospect Checklist
Step 3: Write and Personalize Your Electronic mail Sequence
Step 4: Preview and Launch Your Marketing campaign

Let’s perceive them!

Step 1: Signal Up on Saleshandy

Your first step is to create a free account on Saleshandy.

To enroll, all it’s important to do is enter your e mail deal with or straight enroll with Google!

Step 2: Add Your Recipients

Subsequent, you’ll must add your e mail checklist.

However don’t fear,  if you happen to don’t have already got one, you should use Saleshandy’s built-in B2B lead finder with entry to over 700M+ verified contacts to seek out the best folks.

Upon getting your checklist prepared:

• Go to “Prospects”
• Click on “Add Prospects.”
• Then choose “Import your CSV file” with the prospect knowledge

You’ll be able to add as much as 100,000 prospects in a single go.

Earlier than importing your e mail checklist, be sure that to make use of Saleshandy’s e mail verifier to scrub your checklist and keep away from sending emails to invalid or pretend addresses.

As soon as achieved, add your prospects.

Step 3: Compose Your Electronic mail

Now you should come again to Saleshandy’s dashboard and click on on “Create Sequence” > after which on “Add Step.”

An e mail composer will seem, permitting you to start out writing your e mail with a catchy topic line.

You’ll be able to both select one of many e mail templates or write your e mail copy. 

Now, to personalize your e mail copy for every recipient, use the variable or merge tags.

Furthermore, it’s also possible to use superior e mail personalization options like Spintax to ship a novel e mail copy to every recipient.

However if you happen to don’t need to do all this manually, that’s high-quality.

You’ll be able to simply use Saleshandy’s AI Sequence Builder to create your total e mail marketing campaign with just a few easy prompts.

Step 4: Preview & Ship

As soon as achieved, preview the e-mail and examine the way it will seem when it lands in your prospect’s inbox.

Click on on “Activate Marketing campaign”. 

When to Use Electronic mail Automation Instruments

It really works properly if you happen to:

• Don’t need to juggle between Gmail, Sheets, Outlook, or Phrase, and need every little thing in a single place
• Have to ship mass emails with excessive deliverability and personalization

Care about recipient privateness, as nobody can inform the e-mail was a part of a bulk marketing campaign

• Want options like auto follow-ups, time-zone scheduling, and inbox rotation

These instruments are designed for gross sales and advertising and marketing campaigns, together with chilly emails, lead nurturing, e-commerce campaigns, and gross sales follow-ups.

When To not Use Electronic mail Automation Instruments

This is probably not the best technique if you happen to:

• Are in search of a very free resolution
• Simply need to ship a one-time e mail to a small group with no monitoring or personalization
• It’s a must to subscribe to a month-to-month/annual paid plan

Bonus Learn: How one can Ship Emails to A number of Recipients With out Them Figuring out in Gmail

While you use the BCC function together with “undisclosed recipients” within the “To” area, you possibly can ship emails to a number of recipients in Gmail with out them understanding that you just’ve despatched it to different recipients.

For that, listed here are the steps you possibly can comply with:

If you need extra particulars or readability, try the screenshots and descriptions given beneath:

Step 1: Create a New Electronic mail

For starters, log in to your Gmail account and click on the “Compose” button within the high left nook of your display. It will open a brand new e mail window the place you possibly can draft your e mail.

Step 2: Add “Undisclosed Recipients” within the “To” Discipline

Within the “To” area, enter “Undisclosed recipients” adopted by your e mail deal with in angle brackets (like this “”).

It ought to look one thing like this: “Undisclosed recipients ”.

Notice: It’s only a show trick; the recipients will see your identify and gained’t know who else acquired the e-mail.

Step 3: Enter Electronic mail Addresses within the BCC Discipline

Subsequent, click on on the “BCC” button (which stands for “Blind Carbon Copy”) so as to add the e-mail addresses of your recipients (separated by commas).

This step will make sure that every recipient’s e mail deal with is hidden from different recipients. That is good for the recipients’ privateness and likewise reduces the chance of your e mail being marked as spam by ESPs.

Step 4: Add Electronic mail Content material and Ship

Upon getting added all the e-mail addresses within the BCC area, you possibly can then draft your e mail.

While you’re able to ship your e mail, click on the “Ship” button.

Additionally, there’s a likelihood that Gmail could show a warning message (primarily based on the variety of recipients and the content material of your e mail).

So, just be sure you don’t ship too many emails in a single go as a result of Gmail has each day sending limits (500 for normal accounts, 2,000 for Google Workspace).

Notice: At first go, Gmail looks like a handy solution to ship bulk emails, nevertheless it’s not designed for sending giant volumes of emails without delay.

So, if you wish to ship emails to numerous recipients frequently, it will be higher if you happen to use a devoted chilly e mail sending platform.

How one can Select the Proper Technique to Ship Electronic mail to A number of Recipients

You might have seen varied methods to ship bulk emails, however how do you discover the best one to your wants?

After doing plenty of testing, I’ve recognized some key elements that can provide help to make the only option.

1. Variety of Recipients

For sending bulk emails (greater than 100 a day), it’s preferrred to make use of an e mail automation software. You can too use the mail merge technique, nevertheless it turns into very tedious if you happen to’re dealing with lists of greater than 50 folks.

In the meantime, the BCC technique will not be made for “bulk” emailing. You’ll be able to, nevertheless, use it for inner communication inside your organisation or workforce.

2. Want for Personalization

You can not personalize the BCC technique, in order that’s out the window.

In case you’re simply going for the naked minimal (first identify, final identify, and firm identify) personalization, you should use the Mail Merge Technique.

However, for extra superior personalization wants, you’ll want the assistance of an e mail automation software.

3. Frequency of Sending

In case you ship bulk emails usually, one thing like 200 emails day-after-day, it’s finest to make use of an e mail automation software.

The Mail Merge technique additionally works right here, nevertheless it’s a trouble to arrange every little thing, particularly in case your checklist is intensive.

The BCC technique will not be suited to common bulk e mail sending. I strongly advise towards it, as there’s a excessive likelihood that your sender’s fame can be affected.

4. Monitoring Necessities

Solely e mail automation instruments like Saleshandy include built-in options that monitor opens, replies, hyperlink clicks, bounces, and extra.

Finest Practices to Observe When Sending Electronic mail to A number of Recipients Individually

You’ll be able to select any technique for reaching out to your recipients, nevertheless it doesn’t matter which technique you select; if you happen to don’t comply with sure finest practices, it gained’t provide the outcomes you’re in search of.

Let’s discover them intimately.

1. Maintain It Brief and Related →

Emails are an expert mode of communication, and consider me, no one desires to learn lengthy messages with big paragraphs as a result of no skilled has that a lot period of time. 

Subsequently, attempt to not transcend 70–100 phrases, and embody solely related data in brief paragraphs or bullet factors.

2. Personalize the Greeting →

In case you’re sending emails like Hello there, Hello expensive, or Hey, it is going to appear to be you’re referring to a 3rd particular person.
To be trustworthy, this strategy of in a roundabout way addressing your recipient will look distant, and so they’re much less prone to reply.

Subsequently, at all times use their identify within the greeting, for e.g., Hello John, to make it really feel private.

3. Keep away from Sending Too Many at As soon as →

It is best to by no means cross your ESP’s sending limits. 

Listed here are the ESP limits of some fashionable suppliers:

ESP Supplier	Day by day Sending Restrict	Max Recipients per Electronic mail	Complete Recipients per Day
Gmail	500 emails/day (free)	500	500
Outlook	300 emails/day	100	300
Yahoo Mail	100 emails/day	100	100
Zoho Mail	300 emails/day	300	300

However right here’s one other golden rule you must at all times follow- don’t even go close to the restrict.

All the time ship  50–100 emails per day to remain within the protected zone. As a result of why danger touchdown within the grey space or triggering spam alerts?

4. All the time Take a look at Earlier than Sending a Full Batch →

It is best to at all times ship a take a look at e mail earlier than launching your total e mail sequence.

Why? 

This fashion, you may make positive every little thing exhibits up precisely the way you meant, and confirms the tactic you’re utilizing is working as anticipated.

5. Use Electronic mail Automation Instruments for Massive-Scale Campaigns →

In case you are sending a high-volume gross sales and advertising and marketing marketing campaign, you must keep away from utilizing BCC or the mail merge technique. 

Due to 2 easy causes: 

• Sending bulk emails straight from ESPs can get you flagged
• They will’t deal with large-scale outreach anyway

As an alternative, you must use a devoted e mail automation software that’s constructed to deal with such campaigns and has supporting options like personalization, scheduling, deliverability monitoring, and follow-ups.

So, What Is The Finest Strategy to Ship an Electronic mail To A number of Recipients?

There are a number of methods to ship emails to a number of recipients, however the best technique is determined by your goal.

Right here’s a fast breakdown:

• To/Cc: Finest for small, inner teams the place everybody is aware of one another.
• BCC: Perfect for bulletins to bigger teams the place privateness is a priority.
• Mail Merge: Nice when you should ship customized emails to your workforce, or a small batch of leads.
• Electronic mail Automation Instruments: Your finest guess for sending bulk, skilled emails with monitoring, scheduling, and automation inbuilt.

FAQs

1. Can I Ship Emails to A number of Folks With Completely different Attachments?

Sure, you possibly can ship completely different attachments to a number of folks.
Nevertheless it’s restricted to the tactic you utilize.
In case you use a third-party platform like Saleshandy, then you definately gained’t have any points, but when it’s Gmail or Outlook, then you definately may face some difficulties in automating it.

2. How Do I Ship a Mass Electronic mail With out Displaying Different Recipients?

In case you use the “Undisclosed technique” to ship emails, then your recipients gained’t have the ability to see one another. Simply add this within the “To” area – “Undisclosed recipients ”.

3. How Do I Ship a Personalised Electronic mail to A number of Recipients?

To ship customized emails, you should use the Mail Merge function in Outlook. For Gmail customers, you should use an e mail automation platform. In case of chilly emails, it’s finest to make use of Saleshandy.

4. What’s the Best Strategy to Ship Emails to A number of Folks Individually?

I like to recommend that you just use Gmail or Outlook’s built-in mail merge options for sending emails to small lists.
On the subject of bigger campaigns, automation instruments are a greater possibility – they deal with scale and personalization higher.

5. Is Utilizing BCC Nonetheless Okay?

Sure, it’s helpful for sending bulletins the place personalization isn’t wanted.

6. Can I Personalize Topic Strains Utilizing Gmail Mail Merge?

Sure — if you happen to’re on Google Workspace, the native mail merge with Google Sheets allows you to customise topic strains and content material for every recipient.

7. How Many Emails Can I Ship per Day by way of Gmail?

Free Gmail: As much as 500 emails/day
Google Workspace: Round 2,000/day, as per your plan and utilization historical past.