How To Send An Email To Multiple Recipients Individually In 2026

How to Send Email to Multiple People

There are many scenarios in which you need to know how to send emails without showing recipients. Below, we’ve outlined how to send email to multiple recipients individually using common email providers like Gmail, Outlook, and Yahoo.

In Gmail

In 2024, Gmail introduced a feature for Google Workspace users, aimed at simplifying the process of sending emails to multiple recipients separately: mail merge.

⚠️ Note that mail merge in Gmail is only available if you have an account under an eligible Google Workspace plan. Using a personal account not part of a Google Workspace will not give you access to this feature.

Here is how to use this feature in Gmail:

1. Open Gmail and click Compose in the upper-left corner of your inbox. You may also start from an existing draft.
2. Navigate to the To: field and begin adding your recipients.
3. On the right side of the To: field—next to Cc and Bcc—locate the Mail merge icon and click it to activate the feature.
4. To personalize your message, type @. Gmail will display available personalization options, such as first name, last name, full name, or email address.
5. Select the appropriate option and press Enter to insert the merge tag into your message.

If your recipient data is stored in a spreadsheet, you can connect it directly to Gmail:

1. Open Gmail and click Compose in the upper-left corner of your inbox, or open an existing draft.
2. Click inside the To: field.
3. On the right side of the To: field, next to Cc and Bcc, click the Mail merge icon to turn the feature on.
4. After mail merge is enabled, select Add from a spreadsheet and choose the spreadsheet that contains your recipient data.
5. In the pop-up window, select the columns that include recipient details, such as email address, first name, and last name. Name fields are optional but recommended for personalization.
6. Click Finish. The contacts from your spreadsheet will be added to the To: field.
7. In the email body, type @ to view available merge tags generated from your spreadsheet’s column headers.
8. Choose the appropriate merge tag and press Enter to insert it into your message.

In Outlook

Outlook offers a mail merge feature similar to the one available in Google Workspace. To send an Outlook email to multiple recipients individually using that feature, you will need to do a mail merge from Excel to Word.

📌 Read more:Outlook Mail Merge: How to Send Mass Email Individually.

Here’s how to use this feature:

1. Open a blank workbook in Excel to create a recipient list. If you already have one, ensure each column has specific headers.
2. Open Microsoft Word and draft your message to create the mail merge template.
3. When ready, navigate to the top menu bar and choose Mailings → Start Mail Merge → Email Messages.
4. Click the Mailings tab again and tap Select Recipients.
5. From the drop-down menu, choose Use an Existing List. In the field or box beside "File name," select Excel Files.
6. Place your cursor in the template where you want to insert personalized data, select Insert Merge Field, and choose your field.
7. Use the Preview Results option to see how your emails will look.
8. When everything is set up how you want, select Finish & Merge, then choose Send Email Messages or Merge to E-Mail.
9. Enter a subject line, mail format, and send records, then press OK or Mail Merge to Outlook.

In Yahoo

Unfortunately, Yahoo does not provide a mail merge feature like Google and Outlook. If you are looking for how to send the same email to multiple recipients separately within Yahoo Mail, you will need to utilize the BCC field.

1. Log in to Yahoo Mail and press Compose in the top left.
2. Click BCC in the right of the To field.
3. Enter the addresses of each recipient in the BCC field.
4. Compose your message as normal.
5. Press Send at the bottom of the window.

Third-party Apps That Send Email to Multiple Recipients Separately

Although we’ve already explained how to send an email to multiple recipients individually using your everyday inbox, there are also certain situations that require a different approach. If you want to send messages with advanced features, then it may be worth utilizing one of these third-party apps designed for this very purpose.

Some great mass email services include:

• AWeber: AWeber is an email service that makes it easy for users to not only figure out how to send a mass email individually, but also build and track messages effectively.
• HubSpot: This includes HubSpot’s six core products for marketing, sales, and customer service—all powered by HubSpot’s Smart CRM. It also includes their top-of-the-line email marketing service, which provides customer segments, email lists, and more.
• Creatio.ai: an AI-powered CRM that comes with built-in email marketing tools for sending personalized messages at scale. It offers features like smart segmentation, trigger-based emails, A/B testing, and AI-generated content—all customizable with a no-code interface.
• Mailchimp: While primarily a marketing platform, Mailchimp's "Merge Tags" feature allows users to personalize emails and send them to a list of subscribers, addressing each recipient individually.
• Mailtrack: Mailtrack’s Campaigns feature is a convenient tool that solves the problem of how to send multiple emails at once without using the BCC field.
• Brevo (formerly Sendinblue): This platform offers a feature called "Transactional Email" that enables sending personalized emails to multiple recipients using data variables.