Bulk emails are one of the fastest ways to conveniently disburse information to a large audience. Just a few clicks and whatever you’re sending is well on its way to the destination mailbox. There’s one caveat, though, traditional emailing clients (Google, Outlook) are not optimized for blasting emails to multiple recipients. You’ll need a workaround, and in this article we’ll show you exactly how you can do just that.
Compile your mailing list
The first step in sending bulk emails is to compile your mailing list. A mailing list is an outline of all the email addresses you plan on reaching with your email campaign. Although an MS Word file will work fine, It’s generally a better idea to create this list as an Excel CSV document. CSV files are easier to export and share in most instances.
Paste your mailing list
Once your mailing list is all sorted out, proceed to locate the Compose button on the homepage of your inbox. You should see the BBC field in the top left corner of the pop-up window that ensues. Copy the addresses on your mailing list and paste them here.
BCC stands for Blind Carbon Copy and pasting your emails here (as opposed to the CC field) ensures that the message is sent individually to each recipient. If you paste directly into the CC tab, each recipient will get to see every other recipient on the mailing list. Plus if anyone does reply the message, that reply is sent to all member of the recipient list. With the BCC field replies are forwarded to sender only.
Send your message
Next, specify your subject line and all the other usual email parameters. If the message is intended for just one address on the mailing list, but you want other addresses to a receive copy, simply input the primary address into the ‘To’ field. Every other address retains its place in the BCC field.
Finally, check your selections and then click send! Your emails should be well on their way.
‘Merge To’ for Outlook
In addition to the BCC method described above, Outlook allows you to send bulk mails using a custom ‘Merge To’ option. Why Merge To? Well, for one it ensures your mails scale through most spam filters. Then there’s the fact that each mail sent via ‘Merge To’ carries the recipient’s name for that extra touch of professionalism. The downside, however, is that recipients must be on your outlook contact list. If that’s not an issue here’s how to use the ‘Merge To’ option with outlook
- Select the contacts tab
- Hold down the control button on your keyboard and select the recipient addresses from your contact list
- Locate the ‘Merge To’ option then click it
- This should bring up a drop-down menu. Click on the ‘only selected contacts’ tab and then choose email
- Specify your subject line and other parameters then click OK
A new merge document window should pop-up. Input your message, choose ‘finish and merge,’ click ‘send email messages’ and finally select the OK button. That’s all you need to do to send bulk emails via Outlook.