Are you tired of sending the same email to multiple recipients one by one? Looking for a more efficient way to send email to multiple recipients in 2023? This blog post is for you.

In today's fast-paced business world, the ability to send email to multiple recipients is a must-have skill. It's the key to saving time and effort while communicating with your team, clients, and colleagues. That's why we made this guide to show you how to send emails to many people at once. The guide explains the different types of sending methods, and how to use the latest tools and techniques. So, let's get started!

How To Send Email To Multiple Recipients

There are multiple methods to send email to multiple recipients. But it would depend on how you want to send it. Here two methods are mentioned along with details.

• Mail Merging Method
• BCC Method

Mail Merging Method

A mail merge is a method used to send personalized emails to a large number of recipients. This is typically done by creating a template email and then combining it with a list of recipient information, such as names and email addresses. The process of mail merge is usually done using word processing software or an email client that has a built-in mail merge feature.

Mail Merge Method By Using SendFlock

Let's look at the five easy steps that will make you a pro at sending many emails at once.

Step 1: Sign Up For SendFlock

Sign up for SendFlock using your email account. You can do it for free by following this link.

Step 2: Connect Your Email Account

After your sign-up is done, you will land on the SendFlock dashboard page. Click the CONNECT MAILBOX button to connect your email account.

Step 2: Create A New Sequence

After successfully connecting your email account, It’s time to create your first sequence for sending out emails to your multiple recipients. Go to the sequences page and press the New Sequence button. A pop-up will come in like the screenshot given below. Give a name for your sequence. Select your mailbox, timezone, and sending time.

Step 3: Import Prospects List

Now you have to import all of your contacts list in CSV file format. You can include any information you have about your contacts in your CSV file. In the given screenshot, you can see I've only five pieces of information about my contacts. Their name, email, and company information.

Step 4: Write Personalized Mail Merge Template

After importing your contact information, press the ADD STEP button to write your mail merge email template. You can use any column name from your CSV file to your email template copy. When sending out emails, SendFlock will replace your column name with the appropriate contact information from your CSV file.

Step 5: Start Sending

Now, it’s time to activate your sequence. For activating your sequence, you need to enable the ACTIVE mode from the top-right beside your ADD PROSPECTS button.

Optionally, you can have multiple follow-up steps for your contacts and can see your email delivery status like how many emails were delivered, opened, clicked, or replied to you.

Benefits Of Using SendFlock Mail Merge Method

Mail merge is a powerful method for sending personalized emails to multiple recipients at once. The advantages of mail merge include:

• Time-saving: Mail merge eliminates the need to manually send the same message to multiple recipients, saving a significant amount of time.
• Personalization: Mail merge allows you to personalize your messages by inserting recipient-specific information, such as name or address, into the template. This can increase engagement and response rates.
• Automatic Follow-up: Mail merge allows you to set up automated follow-up emails which can be useful for sending reminders or follow-up messages to recipients who have not yet responded to your initial email. This can save you time and effort while also increasing your chances of getting a response.
• Efficiency: Mail merge allows you to send bulk communications, such as event invitations or marketing campaigns, in a more efficient manner.
• Consistency: By using a template, mail merge ensures consistency in the message and branding across all emails.
• Automation: Mail merge can be automated, which makes it ideal for repetitive tasks and regular communications.
• Better tracking: Mail merge allows you to track the delivery and the open rate of the emails easily, which can help you to optimize your communication strategy.
• Increased scalability: Mail merge allows you to easily scale up or down the number of recipients, making it ideal for businesses of all sizes.

BCC Method

Sending an email to multiple recipients separately can be done by using BCC (blind carbon copy). This method will hide the other recipients' email addresses from one another. To use BCC, add all the recipients' email addresses to the BCC field instead of the "To" or "CC" field. This way, each recipient will only see their own email address and not the other recipients. This method is commonly used for sending private or sensitive information.

Using Gmail To BCC Multiple Recipients

Let’s time to see how we can send out same email carbon copy to multiple recipients.

Step 1: Log In

Login to your Gmail or Gsuite account. After that, click the Compose button.

Step 2: Compose Your Email

Write your email’s subject line and body. When you are done, press the BCC button.

Step 3: Insert Recipients Email Address

Now, you have to insert all of your recipients’ email addresses. When your data insertion is done, hit the Send button to send out your email copies to every recipient.

When sending emails using BCC, you cannot use any personalization. Everyone on your recipients’ list will get the same email carbon copy. That’s where SendFlock personalized email sender comes in.

Using Outlook To BCC Multiple Recipients

If you want to send emails using the Outlook BCC method. This section is only for you:

Step 1: Log In

Log in to your Outlook or Office365 account. After that, click the NEW MAIL button.

Step 2: Compose Your Email

Write your email’s subject line and body. When you are done, press the BCC button.

Step 3: Insert Recipients Email Address

Now, you have to insert all of your recipients’ email addresses. When your insertion is done, hit the Send button to send out your email copies to every recipient.

When sending emails using BCC, you cannot use any personalization. Everyone in your recipients list will get the same email carbon copy. That’s where SendFlock personalized emails sender comes in.

Problems Of Using Outlook And Gmail For Mass Emailing

Email outreach can be done easily with BCC, but it may not increase your reach. Sending mail to multiple recipients via BCC with Gmail and Outlook has some issues that can seriously hamper your email marketing. Some of them are:

Limited Number Of Sending Emails

You can send up to 500 BCC emails in one day. The number may vary depending on the size of the email. In Outlook, there is no specific limit for BCC, you can send to 500 recipients in one email. If there is a problem, it may be an issue with the email client, and you may need to open a new account.

Recipients Can Click ‘Reply To All’ Mistakenly

Instead of clicking “Reply," recipients can mistakenly click ‘Reply to all," which creates a huge hassle, and if one recipient writes something inappropriate, it becomes a very embarrassing thing for other recipients. Also, every email is visible, which raises the question of privacy.

Looks Unprofessional

You have to remember that when you are emailing many people via BCC, you will notice that one person's email is visible to everyone. In this case, it may create a bad impression for the other recipient. It looks very clumsy and unprofessional. This is a very bad practice, especially when recruiting someone for the company. What happens is, a job seeker sees another person's mail and emails him/her, creating a bad impression of the company.

No Personalization

Emailing via BCC does not allow for any email personalization. Outlook currently allows for some personalization of email, but Gmail doesn't offer that. An email without personalization is perfectly normal and in some cases users may consider it as spam even if it doesn't go to the spam box. That is, without it no impression is created in the mind of a receiver. As a result, your campaign may go in vain.

No Analytical Data

You did email marketing but didn't see results, it can't happen. It is important to know how many people your email reached, what their open rate is, and how many responded. You can't do these things with BCC emails and you can't measure your success rate. And I think that's the biggest disadvantage of BCC email.

May Be Considered Spam

Sometimes, sending a large number of emails at once via BCC is considered spam by the ISP. You damage your sender reputation and your email won't reach the intended recipient. Also, it’s not suggested when you are sending emails in bulk. The best practice is to BCC a maximum of 10 emails. Therefore, if you need to send more emails, it is better to do it with the help of SendFlock's mail merge.

How To Overcome The Limitation Of BCC Method

Sending emails to multiple people using BCC may not work well. A better option is to use a tool like SendFlock, which allows you to send many emails at once without them going to spam. It also has features like scheduling and personalization. You can try it for free for 14 days.

Final Thought

Sending emails to multiple recipients can be done using the traditional BCC method, but it has its limitations. In 2023, it is recommended to use a cold email outreach tool like SendFlock to effectively and efficiently reach multiple recipients at once. These tools offer features such as email scheduling, personalization, and the ability to send a large number of emails without them going to spam.

With the ever-evolving digital landscape, it's important to stay up-to-date on the latest tools and methods to make your email marketing efforts more successful. Investing in a cold email outreach tool like SendFlock can be a valuable asset for any business or individual looking to expand their reach and improve their email marketing campaigns.

Frequently Asked Questions