We’ve all been there. 

You’ve got an necessary message to speak with a big group of individuals. 

However, the considered copying and pasting the identical textual content into particular person emails for every recipient in Outlook just isn’t precisely what you’re trying ahead to however you continue to must.

If you happen to’ve ever been in the same scenario, we are able to really feel your ache, and we’ve excellent news for you as effectively!

Utilizing the mail merge characteristic, now you can ship mass emails in Outlook and even personalize your message for every recipient.

There is only one caveat – Outlook has a strict restrict of 500 recipients per e-mail, and the extra recipients you embody, the extra possible your e-mail will set off spam filters. This could result in your emails touchdown within the spam folder, finally jeopardizing the success of your mass e-mail marketing campaign. 

Luckily, there’s a answer! – Utilizing specialised e-mail outreach software program equivalent to Saleshandy, you’ll be able to ship mass emails at scale and with none limitations.

On this publish, we’ll stroll you thru the entire step-by-step strategy of tips on how to ship mass emails in Outlook, the disadvantages of doing so, and tips on how to use e-mail outreach software program like Saleshandy to ship personalised mass emails in Outlook at scale.

Tips on how to Ship Mass E-mail in Outlook – Desk of Contents

Tips on how to ship mass e-mail in Outlook? (Generic Methodology)

If you wish to ship only some mass emails in Outlook, you’ll be able to think about using the generic technique. 

There are 5 steps it is advisable to comply with to ship personalised mass emails in Outlook as described beneath:

Step 1 – Write your mass e-mail copy in Microsoft Phrase

To ship a mass e-mail in Outlook utilizing the generic technique, it is advisable to use Microsoft Phrase.

So open Microsoft Phrase, create a brand new doc, and write your e-mail copy.

Step 2 – Entry the Mail Merge characteristic

Subsequent, it is advisable to make the most of the Mail Merge characteristic in Outlook.

To entry it, click on on the ‘Mailings’ tab within the header menu and choose the ‘Begin Mail Merge’ possibility.

Within the drop-down menu as proven within the screenshot beneath, click on on the ‘E-mail messages’ possibility.

Along with your e-mail copy, you may also add a Greeting Line and insert Merge Fields to personalize your e-mail for every recipient. 

To do that, it is advisable to use the ‘Write and Insert Fields’ characteristic.

Step 3 – Add your recipients 

Now, return to the ‘Mailings’ tab from the principle header menu and ‘Choose Recipients’.

Upon clicking the ‘Recipients’ button, you’ll see a drop-down record of the next choices:

• Kind a New Checklist – It’ll allow you to add new recipients manually.
• Use an Current Checklist – It’ll import contacts from an present CSV file.
• Select from Outlook Contacts – It’ll permit deciding on particular recipients out of your MS Outlook contact record whom you’ve already reached beforehand.

Step 4 – Personalize your e-mail message

After including your recipients, it’s time to personalize your e-mail message on a deeper degree.

Use the ‘Greeting Line’ perform within the ‘Write & Insert Fields’ part to personalize the e-mail’s greeting.

As an example, you can begin your e-mail with “Pricey [First Name]” or “Hello [First Name]”.

You possibly can additional customise your e-mail physique by including particular fields. This makes every e-mail appear to be it was individually crafted for every recipient.

Step 5 – Launch your mass e-mail marketing campaign

Lastly, it’s time to launch your mass e-mail marketing campaign. 

To do that, return to the ‘End & Merge’ part within the ‘Mailings’ tab and click on on ‘End & Merge’. Then choose ‘Ship E-Mail Messages’.

A popup will ask you to pick the e-mail area, topic line, and format. Select your preferences, and hit ‘OK’. 

And that’s about it! Your emails at the moment are on their approach to your recipients.

Disadvantages of sending mass emails from Outlook

Whereas sending mass emails from Outlook may be easy and handy, it has its downsides as effectively, and most of them are critical ones.

Listed here are the principle disadvantages of utilizing Outlook for mass emailing.

Strict day by day e-mail sending restrict

The primary drawback of utilizing Outlook for sending bulk emails is its day by day e-mail sending restrict. 

As talked about earlier, Outlook has a strict restrict on the variety of emails and/or recipients you’ll be able to attain out to in a day, which is 500 for many accounts.

If you happen to’re a small enterprise, this may be greater than enough on your wants.

Nevertheless, should you’re planning to achieve a big viewers or launch a large e-mail outreach marketing campaign, you’ll discover this restrict to be fairly restrictive.

Lack of superior e-mail personalization options

One other hiccup you would possibly encounter with Outlook is the shortage of superior e-mail personalization options. 

Certain, Outlook does provide a ‘Mail Merge’ characteristic, which lets you personalize your e-mail greetings. 

Nevertheless, with regards to including dynamic content material, equivalent to tailor-made product suggestions or interactive content material to your emails, Outlook just isn’t able to fulfilling such expectations. 

For these extra advanced personalization duties, you would possibly have to discover extra subtle e-mail outreach instruments designed particularly for this objective.

Guide e-mail monitoring & follow-up

One other critical drawback of sending bulk emails from Outlook is the guide monitoring and follow-up course of. 

If you happen to’ve simply despatched out tons of of emails, you in all probability need to know the way they’re performing, proper? 

Are your recipients opening them? Are they clicking in your hyperlinks? 

Sadly, Outlook doesn’t present sturdy monitoring or analytics options.

Furthermore, it may be fairly a trouble to manually comply with up in your despatched emails. 

In contrast to specialised e-mail outreach software program that automates the follow-up course of based mostly on recipient behaviors, with Outlook, you’re by yourself. 

Which means, you would need to manually sift by responses, determine who has but to answer, and individually ship follow-up emails.

Low e-mail deliverability 

Outlook isn’t primarily designed to ship mass emails, and infrequently, most ESPs can immediately determine mass emails despatched utilizing Outlook as spam. 

Because of this, your emails might land within the dreaded spam folder as an alternative of your recipient’s major inbox. 

Moreover, when a considerable variety of emails get recognized as spam by recipients’ ESPs, your sender’s fame can take a critical toll and have an effect on your e-mail deliverability.

In easy phrases, the extra emails you ship utilizing Outlook, the upper the probabilities of your emails touchdown within the spam folder. 

Lacking correct e-mail record administration

When sending mass emails, it’s important to keep up an organized, segmented record of your recipients. This lets you goal your viewers extra precisely and obtain higher outcomes.

Sadly, Outlook doesn’t present a characteristic to correctly phase and handle your e-mail lists.

In contrast to specialised instruments that provide detailed record segmentation based mostly on numerous parameters like demographics, habits, and engagement ranges, Outlook’s capabilities on this space are fairly primary. 

In different phrases, you’re merely left with a one-size-fits-all method, which may deteriorate the impression of your emails.

No opt-out mechanism

Outlook doesn’t present a built-in opt-out or unsubscribe mechanism, which is one other vital drawback. 

It’s not nearly being courteous; it’s really a authorized requirement underneath legal guidelines just like the CAN-SPAM Act within the U.S. and GDPR in Europe to supply a transparent and simple manner for recipients to unsubscribe out of your emails.

If you happen to’re sending mass emails from Outlook, you’d must manually handle any opt-out requests, which may be clearly very time-consuming. 

Moreover, should you neglect to honor these requests promptly, it might harm your model fame and even face authorized points as effectively.

No time interval between emails

One other critical drawback of Outlook is its lack of ability to set a time interval between emails. 

This will likely appear unimportant at first, however in actuality, it will probably make a large distinction while you’re sending out a big quantity of emails.

The reality is, sending a lot of emails suddenly can immediately increase crimson flags with E-mail Service Suppliers (ESPs). 

Such mass e-mail blasts may be seen as spam-like habits, which may jeopardize your e-mail deliverability charges. 

E-mail outreach instruments, however, mechanically set particular time intervals between every despatched e-mail to keep away from tripping these spam triggers. Sadly, it is a characteristic that Outlook lacks.

Excessive threat of getting blacklisted

Related to the difficulty of sending giant volumes of emails with out intervals additionally will increase the prospect of getting blacklisted. 

When ESPs detect what they understand as spammy habits (like sending mass emails with out intervals), they’ll put your e-mail handle or area on a blacklist.

In case your e-mail account will get blacklisted, your emails, even necessary ones, will find yourself within the spam folder, or worse, not get delivered in any respect. 

This could have an effect on your capability to speak along with your recipients, whether or not they’re potential prospects, present purchasers, or staff members. 

Whereas getting off these blacklists is feasible, it’s an extended and sophisticated course of, so it’s finest to keep away from getting blacklisted within the first place.

Tips on how to ship personalised mass e-mail in Outlook at Scale (Superior Methodology)

Now that you’ve realized tips on how to ship mass emails in Outlook utilizing the generic technique and the disadvantages of doing so, let’s focus on the higher manner – Utilizing Saleshandy to ship personalised mass emails at scale.

Saleshandy is a well-known e-mail outreach software program that permits you to streamline and automate your whole e-mail outreach marketing campaign. It’s outfitted with important options equivalent to superior e-mail deliverability, auto follow-up, sender rotation, sequence rating, unified inbox, and plenty of extra. 

These options can considerably improve the probabilities of reaching your recipients’ Main inbox and enhance your general marketing campaign success fee.

Let’s take a look at the step-by-step course of for sending personalised mass emails from Outlook utilizing Saleshandy. 

Step 1 – Enroll on Saleshandy (and confirm your account)

Initially, you want to enroll in a Saleshandy account. For this, head over to the Saleshandy web site, click on on the ‘Signal Up for Free’ button, and fill out the registration type.

After signing up, you’ll obtain a affirmation e-mail.

You might want to open that e-mail and click on on the hyperlink offered within the e-mail to confirm your Saleshandy account.

Step 2 – Join your Outlook e-mail account(s)

Now that you simply’ve created a verified Saleshandy account, the following step is to attach your Outlook e-mail account(s). 

To attach your e-mail account, log in to Saleshandy, navigate to the ‘Settings’ part out of your Saleshandy dashboard, open the ‘E-mail Accounts’ tab, and click on on ‘Add E-mail Account’.

Upon clicking the button, you’ll be requested to fill in your e-mail particulars. 

Enter your Outlook e-mail handle and password, and click on the ‘Add E-mail Account’ button.

With this, you’ve now efficiently linked your Outlook account to Saleshandy.

The most effective half? – Saleshandy means that you can join as much as 50 totally different e-mail accounts.

Step 3 – Authenticate your e-mail handle area

After connecting your Outlook e-mail account, it is advisable to authenticate your e-mail handle area. 

This step is extraordinarily essential because it helps to keep up sender fame and guarantee your emails don’t find yourself within the promotions tab or spam folder. 

To authenticate your Outlook e-mail handle area, you’ll must arrange SPF (Sender Coverage Framework), DKIM (DomainKeys Recognized Mail), and DMARC (Area-based Message Authentication, Reporting & Conformance) data. 

This will likely sound difficult however don’t fear, it’s not!

We’ve already written separate articles on tips on how to arrange SPF, DKIM, and DMARC data to authenticate your e-mail handle area. You might seek advice from them.

Step 4 – Add your prospects record

When you’ve authenticated your e-mail handle area, it’s time to kickstart your mass e-mail marketing campaign. 

To get began, it is advisable to first add your record of recipients to Saleshandy. 

Navigate to the ‘Prospects’ part out of your Saleshandy dashboard and click on on the ‘Import through CSV’ possibility from the top-right nook.

Now, click on on the ‘Select file’ button, choose your CSV file, and click on on the ‘Subsequent’ button.

Within the subsequent display screen, you’ll be requested to map your fields as per your necessities.

When you’re finished mapping fields, Click on on the ‘Subsequent’ button once more. 

On the following display screen, it is advisable to select whether or not to confirm your recipients’ e-mail addresses or skip the verification course of and straight add them to Saleshandy.

If you happen to’ve already verified recipients’ e-mail addresses, you’ll be able to merely skip the verification half. This may save your Saleshandy e-mail verification credit for future verification necessities.

Step 5 – Compose your e-mail copy

Now comes the thrilling half – composing your e-mail copy! 
Go to the ‘Sequences’ part in your Saleshandy dashboard and click on on the ‘Create Sequence’ button.

On the following web page, click on on the ‘Add Step’ button to draft your preliminary e-mail.

Keep in mind to maintain your e-mail copy concise, participating, and related.

You’ll want to use options like Merge tags and Spintax to personalize your mass e-mail for every recipient.

Most significantly, don’t overlook so as to add call-to-action!

When you’re finished drafting the e-mail, click on on the ‘Save’ button.

Step 6 – Create an automatic follow-up sequence

After drafting your first e-mail, you additionally must arrange an automatic follow-up e-mail sequence. The reason being that not all of your recipients will learn, not to mention open your first e-mail. 

So, so as to guarantee that no recipients fall by the cracks, it’s a finest observe to ship a number of follow-up emails.

Saleshandy means that you can arrange a whole trigger-based follow-up e-mail sequence. 

To arrange your follow-up sequence, navigate again to the ‘Sequences’ part and click on on the ‘Add Step’ button displayed after your first e-mail.

Repeat the above course of relying on the variety of automated follow-up emails you need to ship to your recipients.

Just like the preliminary e-mail, you’ll be able to personalize your follow-up emails as effectively. Simply ensure that to set the proper situations for when to ship every follow-up e-mail.

For instance, you might set your first follow-up e-mail to be despatched if the preliminary e-mail was not opened for 2 days. 

Step 7 – Ship a check e-mail

Your mass e-mail sequence is lastly prepared!

However earlier than you hit the ‘Ship’ button, it’s really useful to ship a check e-mail to your self first.

This provides you with an opportunity to preview your e-mail precisely as your recipients will see it.

So, in case you made any formatting errors and forgot to incorporate an necessary hyperlink, you’ll be able to rectify them earlier than launching your marketing campaign.

To ship a check e-mail, merely open the e-mail copy from the ‘Sequences’ part and click on on the ‘Ship Check E-mail’ button.

Subsequent, enter your individual e-mail handle and faucet on the ‘Ship’ button.

Saleshandy will immediately ship a replica of your e-mail and you may proofread its content material to make sure you haven’t made any errors we mentioned above.

Step 8 – Launch your e-mail marketing campaign

When you’ve despatched the check e-mail and made positive every little thing is so as, it’s lastly showtime! – launching your mass e-mail marketing campaign.

Go to your Saleshandy dashboard, navigate again to the ‘Sequences’ part, and toggle the ‘Activate Sequence’ change to launch your marketing campaign.

When you activate your sequence, Saleshandy will mechanically begin sending your emails to every recipient with enough time intervals between every despatched e-mail.

Ship mass emails at scale with Saleshandy!

And there you’ve it! 

We’ve coated every little thing from the fundamental technique utilizing Microsoft’s built-in Mail Merge characteristic to the extra superior technique with SalesHandy, to ship mass e-mail campaigns at scale. 

FAQs

1) Tips on how to ship a mass e-mail to a bunch in Outlook?

Sending a mass e-mail to a bunch in Outlook is fairly easy. All you must do is compose your e-mail copy in Microsoft Phrase, add your recipients by using the Mail Merge characteristic, and ship your e-mail. 

2) What number of BCC emails are you able to ship in Outlook?

You possibly can ship as much as 500 BCC emails per day in Outlook. If you wish to ship greater than 500 BCC emails in a day, it is advisable to use specialised e-mail outreach software program like Saleshandy, which lets you use a number of e-mail accounts to extend your day by day email-sending quantity.

3) Tips on how to ship bulk emails with out spamming?

To ship bulk emails with out spamming, there are a number of finest practices it is advisable to comply with equivalent to authenticating your e-mail handle area, personalizing your e-mail for every recipient, setting time intervals between every despatched e-mail, and extra. Implementing these finest practices will assist to realize and preserve excessive e-mail deliverability.