Email Should Be More Personalized
Group emails serve their purpose in certain scenarios, especially when you are communicating with colleagues. However, not every message requires the ability to reply to all. In fact, there are times when you may want to send a secure email or provide individualized messages to multiple recipients without retyping the same content over and over again.
Luckily, there are many ways for you to send an email to multiple recipients individually so you can bridge the gap between generic mass emails and personable communication while also maintaining the privacy of each recipient.
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
Last year, a new feature was introduced in Gmail for Google Workspace users, aimed at simplifying the process of sending emails to multiple recipients separately: mail merge.
Here is how to use this feature in Gmail:
- Login to your Google Workspace account.
- Click Compose.
- Select Mail Merge (the people with a plus sign), located at the far right of the To field.
- Once selected, choose one of the following:
- Add recipients to the To field individually
- Select Add From a Spreadsheet
- After recipients are added, create your message.
- Personalize the message by using @ to add merge tag fields:
- For first name, type “@firstname”
- For last name, type “@lastname”
- For full name, type “@fullname”
- For the mail address, type “@email”
- When your message is ready to send, press Continue.
- Fill in default values for any merge tags as prompted by the system.
- A box will now appear asking if you are ready to send. Choose Send All to send your message to each recipient you entered.
If you do not have a Google Workspace account or your Gmail does not offer the Mail Merge feature, you can still send an email message to multiple recipients individually by using the BCC field.
Here’s how:
- Login to your Gmail account.
- Click Compose.
- Click BCC on the right side of the To field.
- Enter each mail address you wish in the BCC field.
- Compose your message.
- Press Send when you are finished.
💡 Note: If you want your recipients to correspond with each other, then you can create a group email in Gmail instead of using the BCC field.
In Outlook
Outlook offers a mail merge feature similar to the one available in Google Workspace. Here’s how to send an Outlook email to multiple recipients individually using that feature:
- Open Microsoft Word and draft your message.
- When ready, navigate to the top menu bar and choose Mailings.
- In the ribbon, select Start Mail Merge.
- Choose Email Messages from the options in the drop-down menu.
- Next, click on Select Recipients and choose from the available options.
- Once your recipients are added, you can use Greeting Line and Insert Merge Field to personalize your message.
- When everything is set up how you want, select Finish and Merge, then choose Send Email Messages.
- Enter a subject line, mail format, and send records, then press OK.
💡 Note: This will send your message to individual recipients. If you are trying to create an email chain with multiple senders where you need them to communicate with each other, you should create a group email in Outlook instead.
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.
- Login to Yahoo Mail and press Compose in the top left.
- Click BCC in the right of the To field.
- Enter the addresses of each recipient in the BCC field.
- Compose your message as normal.
- 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.
- 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.
Organize Responses With Clean Email
Regardless of what method you use to send multiple emails at once, chances are you will see an uptick in inbox activity when you start firing off these messages. Because of that, you need a mailbox management app that can work alongside any email platform. Clean Email is that very tool.
Although Clean Email isn’t a solution for sending messages (it is not an email client), it is a great way to keep all of your messages organized if you’re utilizing Mail Merge or BCC to send those individualized messages. Clean Email offers a variety of useful features that can help you reorganize your inbox and control the influx of mail you’ll likely receive.
For example, you can enable the Screener feature to help mitigate the influx of emails from new senders. This tool flags messages from unknown senders you haven’t previously received messages from and keeps them in a dedicated space outside of your inbox. You can then go into the Screener tab in the app and review messages at any time. When you label a sender as safe, their messages will go into your inbox. Otherwise, you can block or unsubscribe from them.
Also, you can automate certain email tasks with the Auto Clean tool. This feature lets you set up automations based on specific criteria like the sender’s address or the message size. With it, you can move messages into specific folders, archive or star them, mark them as spam, and more. This helps you save time and partition some of the responses you receive from multiple recipients into dedicated folders.
Overall, Clean Email offers nearly a dozen useful tools that make mailbox management a breeze. You can even connect multiple accounts, and it works with virtually all IMAP-based email providers. The app is available for MacOS, iOS, Android, and as a web service.
FAQs
Can you send a mass email individually in Gmail?
Unless you have a Google Workspace account, Gmail does not provide a built-in feature for sending mass emails individually. At best, you can use Gmail’s BCC function as a workaround for sending a message to multiple people at once.
How can I send individual emails to a group?
If you have an existing list to send the same individual message to, you can try utilizing your email client’s mail merge feature (if they have one), try the BCC field, or sign up for a third-party mass email app.
How can I send the same email to multiple recipients separately?
If you want to send individual emails to a group of contacts, you can either use BCC in your preferred email provider or try a third-party app that lets you send individualized messages.
How do I send multiple recipients individually in Outlook?
Outlook offers a mail merge feature that makes sending messages to multiple recipients quite easy. You will just need access to Outlook and Microsoft Word to do this.
