{"id":9469,"date":"2023-07-25T11:14:45","date_gmt":"2023-07-25T09:14:45","guid":{"rendered":"https:\/\/www.sendinblue.com\/?p=9469"},"modified":"2023-07-27T16:25:55","modified_gmt":"2023-07-27T14:25:55","slug":"how-to-send-mass-email-in-outlook","status":"publish","type":"post","link":"https:\/\/www.sendinblue.com\/blog\/how-to-send-mass-email-in-outlook\/","title":{"rendered":"A Quick & Easy Guide to Sending Mass Email in Outlook"},"content":{"rendered":"\n
Sending mass email in Outlook is simple and free. We\u2019ll show you how to use mail merge to send personalized emails in Outlook \u2014<\/em> and we\u2019ll explain why you\u2019re better off using an email marketing service instead.<\/strong><\/p>\n\n\n\n A mass email is when you send an email message to a large number of email addresses in your contact list.<\/p>\n\n\n\n Adding an endless number of email addresses to the CC or BCC of your email draft is tedious, time-consuming, and risks exposing the personal contact information of your email recipients.<\/p>\n\n\n\n Use the mail merge feature in Outlook to send bulk email to your email contacts quickly. Mail merge also lets you send personalized messages to each email recipient.<\/p>\n\n\n\n We strongly recommend using a professional email marketing software<\/a> to help you send personalized emails \u2014<\/em> so you can benefit from advanced marketing tools like email segmentation and email design templates. <\/p>\n\n\n\n Try Brevo\u2019s free emailing software<\/a><\/p>\n<\/div>\n\n\n\n Using mail merge Outlook is still a good option if you’re only interested in sending a few bulk messages.<\/p>\n\n\n\n Here are 5 simple steps you can use to send personalized mass emails in Outlook:<\/p>\n\n\n\n Open Word<\/strong> and write out the body of the email message.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n If you\u2019ve included images or GIFs<\/a> and want to know what they\u2019ll look like in an email, select the View<\/strong> tab in the menu ribbon and switch to Web Layout<\/strong>.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n With your email draft ready you can move on to the next step.<\/p>\n\n\n\n Click on the Mailings<\/strong> tab in the menu ribbon and select the Start Mail Merge<\/strong> option.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n In the drop-down menu, choose E-mail Messages<\/strong>.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n NB<\/strong>: You\u2019ll see a box that highlights the E-mail Messages menu icon the next time you select Start Mail Merge to indicate that you\u2019ve already toggled that option.<\/p>\n\n\n\n Under the Mailings <\/strong>tab, choose Select Recipients<\/strong>. <\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n You\u2019ll see a drop-down list of three options that include:<\/p>\n\n\n\n Here\u2019s how each option works:<\/p>\n\n\n\n Type a New List<\/strong>: Lets you manually key in the contact details of your new email list.<\/p>\n\n\n\n Use an Existing List<\/strong>: Import contacts from a separate file. For this option, you\u2019ll have to organize your contact data in a spreadsheet (.cvs file) or a database with at least three columns (First Name, Last Name, Email Address). <\/p>\n\n\n\n Choose from Outlook Contacts:<\/strong> Select your email recipients from MS Outlook contact lists (aka your address book). This includes email addresses you\u2019ve previously contacted via Outlook.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n Add an \u201cE-mail Address\u201d column if you don\u2019t have one by selecting Customize Columns<\/strong>.<\/p>\n\n\n\n Clean up your contact list by editing entries (double click on any column). You can also manually add or delete entries.<\/p>\n\n\n\n Click OK <\/strong>to save your new address list as a file on your computer. Any new address list will be stored under \u2018\u2026\\Documents\\My Data Sources\u2019 by default.<\/p>\n\n\n\n Now that you\u2019ve added your subscribers to your recipient list you can customize your message on a personal level.<\/p>\n\n\n\n Greeting Line<\/strong>: lets you customize your email by changing the formal address and naming convention of the first line of your email.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n Go to the Mailings<\/strong> tab and select Greeting Line<\/strong>.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n Once you\u2019ve made changes that you\u2019re happy with, click on OK<\/strong>.<\/p>\n\n\n\n Insert Merge Field<\/strong>: lets you add any column entry in your recipient list as a dynamic field in your email.<\/p>\n\n\n\n Go to the Mailings<\/strong> tab and select Insert Merge Field<\/strong>.<\/p>\n\n\n\n For example, a \u2018Company\u2019 column could stand-in for the name of the business your email recipient represents.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n Arrange the new insert fields \u201c\u00ab\u00bb\u201d that have double angle quotes in areas where you feel they fit comfortably.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n With the personalization baked in, you\u2019re all set to send your first mass mailing.Click Finish & Merge <\/strong>in the ribbon menu and then Send Email Messages<\/strong>.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n Add the subject line<\/strong> and click OK<\/strong> to <\/strong>send.<\/p>\n\n\n\n <\/p>\n\n\n\n <\/p>\n\n\n\n Easy, right? Now let\u2019s talk about the disadvantages of sending mass email campaigns with Outlook.<\/p>\n\n\n\n Unlike dedicated email marketing services, Outlook isn’t designed for sending mass emails. Use it for this purpose and you’ll be quickly frustrated by the following factors:<\/p>\n\n\n\n Email marketing remains the most profitable marketing channel with an ROI of $32 for every $1 spent<\/a>. <\/p>\n\n\n\n To leverage that kind of ROI, you need to invest in a dedicated email marketing service like Brevo. Outlook alone simply won\u2019t cut it.<\/p>\n\n\n\n A specialized email marketing service:<\/p>\n\n\n\n To find the best service for you, check out this list of the best email marketing services<\/a>.<\/p>\n\n\n\n If you insist on sending mass emails with Outlook, you\u2019re going to face the following limitations:<\/p>\n\n\n\n It\u2019s hard to design emails from scratch without any coding or graphic design skills.<\/p>\n\n\n\n One advantage of an email marketing service is that it gives you the tools to easily create emails that look good and display correctly on both desktop and mobile devices.<\/p>\n\n\n\n Brevo, for example, gives you access to a library of email templates<\/a> as well as a drag and drop email design tool.<\/p>\n\n\n\n Clean, well-designed emails that reflect your brand will catch readers\u2019 attention and increase conversions. <\/p>\n\n\n\n Below is one such example from Daubner USA \u2014 a great-looking email complete with eye-catching visuals and call-to-action buttons, created with Brevo’s easy-to-use email builder.<\/p>\n\n\n\n <\/p>\n\n\n\n Sending a regular email newsletter<\/a> can be a hassle with Outlook. Imagine adding your contacts manually every time you want to send a bulk email! <\/p>\n\n\n\n And if you want to email say, 5,000 people at once? Impossible with Outlook in one day.<\/p>\n\n\n\n Uploading a CSV file isn\u2019t ideal either. You still lose time manually keeping your email list up to date with new subscribers and unsubscribers.<\/p>\n\n\n\n Keeping track of email contacts is easy with Brevo. Unsubscribers are automatically removed from lists while opt-ins are added.<\/p>\n\n\n\n You also can set up marketing automation workflows<\/a> that move contacts to certain lists once they fulfill specific conditions.<\/p>\n\n\n\n Brevo works to protect sender reputations so you don\u2019t get blacklisted.<\/p>\n\n\n\n New accounts go through strict validation processes to guarantee security and deliverability for everyone using Brevo\u2019s shared IP addresses.<\/p>\n\n\n\n A shared IP address is one that\u2019s shared by several users. It\u2019s a cheaper option for companies sending low volumes of email but the risk is that it only takes one user to compromise an IP\u2019s sender reputation for everyone. <\/p>\n\n\n\n How do you send a mass email and hide all the recipients in Outlook?<\/p>\n\n\n\n The only way to send a mass email in Outlook where the recipients don’t see everyone else on the list is to add all of them in the Bcc section. You have to remember to do this every time or you’re likely to slip up like many companies before and expose your entire mailing list.<\/p>\n\n\n\n The easier way is to use a dedicated email service like Brevo, where every campaign appears in the recipient’s inbox as if it’s meant for them only. No slipups, no extra work every time you want to send an email.<\/p>\n\n\n\n Navigating the GDPR (an EU law dictating how personal data can be collected and used) for the first time can be confusing. <\/p>\n\n\n\n But it\u2019s important to protect people from getting spammed by unsolicited emails. If you want to reach EU citizens, make sure your email and list-building practices are lawful.<\/p>\n\n\n\n Brevo has built-in data security and privacy features<\/strong> to ensure your subscriber\u2019s data is collected and used respectfully.<\/p>\n\n\n\n An unsubscribe option is automatically included in all emails and you can only send to opt-in contacts<\/strong> (those who consented to be contacted by email). <\/p>\n\n\n\nHow to send mass email in Outlook<\/h2>\n\n\n\n
Step 1: Draft your message in Microsoft Word<\/h3>\n\n\n\n
Step 2: Start Mail Merge<\/h3>\n\n\n\n
Step 3: Select your email recipients<\/h3>\n\n\n\n
Step 4: Personalize your message<\/h3>\n\n\n\n
Step 5: Finish & Merge<\/h3>\n\n\n\n
Why you shouldn\u2019t send mass email in Outlook<\/h2>\n\n\n\n
Why you should use email marketing software to send mass emails<\/h2>\n\n\n\n
Things Outlook can\u2019t do<\/h2>\n\n\n\n
Create professional-looking emails that match your brand<\/h3>\n\n\n\n
Save time on list management<\/h3>\n\n\n\n
Avoid email blacklists<\/h3>\n\n\n\n
Message a large list of people without them knowing<\/h3>\n\n\n\n
Take the stress out of GDPR<\/h3>\n\n\n\n