Mass emailing has become one of the easiest ways to reach multiple recipients at a time. You can send updates to participants or launch marketing campaigns to attract new customers. To send multiple emails, you can create content in Word and use an Excel spreadsheet to prepare a mailing list for Mail Merge.
Upon doing that, attach the list to your email template and insert merge fields that meet your requirements. After that, preview your emails and send them to your recipients. The process is simple, but you will need an organized list of your targeted email addresses. For this purpose, you can buy email lists from a trusted data provider.
Complete Guide to Sending Multiple Emails From Excel Spreadsheet
Mail merge is a helpful tool for sending customized messages to multiple recipients. Here are some easy steps to perform a complete Mail Merge process:
Step 1: Prepare the Email Content in MS Word
First, open MS Word and click on the “Mailings” tab available on the toolbar. Then, click “Start Mail Merge” and choose the “E-mail Messages” option. Compose the email body in the Word document and insert variables such as “First Name” and other fields. This feature ensures that the recipients’ details do not appear on the screen and that their e-mail addresses are safe.
Step 2: Create Your Mailing List in Excel
Next, open Excel and create your mailing list of all recipients. In the first row, include headers such as “First Name” and “Email Address” to match the placeholders used in your Word document. Write in the data and format the file as .xlsx to make it compatible with MS Word.
Step 3: Attach the Email List to Your Email Template
Return to MS Word, click the “Mailings” tab at the top of the window, and then click the “Select Recipients” option. Select “Use an Existing List” and navigate to your Excel file. This step will enable you to blend the data in Excel with your Word template.
Step 4: Insert Your Personalized Merge Fields
Add your actual merge fields in your email template to define the placeholders in the Word document. To do this, select the “Mailings” tab and click the “Insert Merge Field” to open a drop-down menu. Afterward, select the relevant information column, such as “First Name” or “Email Address” from the list. You can repeat this process for every field you want to enter.
Step 5: Preview Your Emails
Press “Preview Results” in the “Mailings” tab to see your email, as others will see it, with real data included. This process helps you detect errors and correct them before sending your message.
Step 6: Send Your Emails
Lastly, click “Finish & Merge” and hit the “Send E-Mail Messages” widget. In the dialog box, select the right column in your data file. Check the settings and press the “OK” button to forward all the emails to all the recipients in the list.
How Can You Create an Email Macro in Excel?
Following are some simple steps to create a required email macro in Excel:
- First, open the “Excel” program and enable the “Developer” tab.
- Then, access the Visual Basic for Applications (VBA) editor from the tab.
- Next, hit the “New Macro” option” and write your macro code.
- After that, customize your macro code and hit “Run” to start the process.
Why Is It Necessary to Hide Recipients When Sending Multiple Emails?
Hiding the recipients is necessary when you try to send multiple emails simultaneously. Here’s why:
- Protection Against Spam: Helps you minimize the chances of spam email addresses.
- Prevents Reply-All Issues: You can avoid unwanted or unnecessary responses and prevent them from hitting the reply-all button.
- Privacy: Hiding lets you protect recipients’ email addresses and save them from third parties.
- Professionalism: This strategy makes your campaign more professional and meaningful and does not let recipients know it’s a mail merge.
Read More: What To Consider Before Buying Email Lists For Your Business
How to Hide Email Recipients in Gmail?
Follow these steps to hide your recipients when sending emails to a large number of people from your Gmail account:
- Step 1: First, open your Gmail account and hit the “Compose” button to create a new email.
- Step 2: To apply the best practices for your email deliverability, add your own email in the “To” field.
- Step 3: Next, navigate to the “BCC” (Blind Carbon Copy) field and enter all email addresses to keep them hidden.
- Step 4: After that, review your email and hit the “Send” button. Every recipient will receive emails without seeing the email addresses of other recipients.
Conclusion
Within the Word program, when Mail Merge is used with an Excel spreadsheet, it makes sending personal emails to multiple recipients easy. MS Word allows you to create an email template, and Excel allows you to prepare a list of mail recipients. Using tools like merging fields, you can personalize your mass emails. After setting your merge fields, preview your email and start the sending process. The Mail Merge technique is simple, but you will need a prepared list of email addresses. For your business or organization, you can buy email lists from a reliable data provider.
