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How to Send an Email to Multiple Recipients Individually [Expert-Vetted Methods]

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February 13, 2024 Email Marketing, Email Tool
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how to send an email to multiple recipients individually

Got a message for your clients or customers, but want it to feel like you’re writing to each one personally? Even when you’re reaching a big audience, you can send emails individually. But, do you know how to send an email to multiple recipients individually?

To send an email to multiple recipients individually, use BCC in Gmail/Outlook or Mail Merge. BCC hides recipients, while Mail Merge personalizes emails. BCC is simpler but less personalized; Mail Merge offers customization but is more complex.

Next up, we’ll show you how to make your emails feel personal, even when you’re sending them to a large group. So, get ready, organize your list, and start sending multiple emails without making it seem like a generic mass message!

Is It Possible to Send an Email to Multiple Recipients Individually?

Absolutely, you can totally send an email to lots of people individually! When you send an email to multiple recipients individually, you’re essentially using a feature called BCC. 

BCC stands for Blind Carbon Copy, and the “blind” part is key. When you use BCC, each recipient only sees their email address in the “To” field, and they have no knowledge of who else received the email. 

This ensures privacy and prevents the awkwardness of everyone seeing each other’s email addresses. Once you’ve added the recipients, you can compose your email as you normally would. This is where the magic happens. 

You can create a free email list and customize the content of the email. It’s like sending personalized messages to a group without compromising anyone’s privacy.

Why Do You Need to Hide Recipients in A Mass Email?

Hiding recipients in a mass email ensures privacy and maintains a professional communication environment. A mass email recipient may also want to hide them for a variety of reasons:

Hide Recipients in A Mass Email

Privacy Concerns

  • Protecting Recipient Information: Concealing email addresses protects recipients’ privacy, especially crucial when dealing with sensitive information or where recipients prefer not to have their contact details shared.
  • Reducing Spam Risk: Exposed email addresses can increase vulnerability to spam and phishing attacks. By hiding them, you’re helping protect recipients from these risks.

Controlling the Flow of Information

  • Preventing Unwanted Replies: If you don’t want recipients responding to each other or initiating group discussions, hiding their addresses is a good strategy. It ensures replies are directed only to you.
  • Maintaining a One-way Communication Channel: For messages intended to be purely informative, hiding recipients helps keep the focus on the content without distractions from potential reply threads or side conversations.

Logistical Limitations

  • Creating a Sense of Anonymity: In situations like surveys or when dealing with sensitive information (like whistleblower reports), maintaining anonymity is crucial. Hiding email addresses helps achieve this.
  • Avoiding Unsubscribe Fatigue: For emails sent to a large group, a visible long list of recipients can be overwhelming. Hiding addresses makes the email feel more personal and less cluttered.

It’s important to note that hiding recipients in a mass email can have drawbacks as well. Some email providers might flag the email as spam, and recipients might feel less engaged or connected if they can’t see who else received the message.

How to Send an Email to Multiple Recipients Individually Using BCC in Gmail And Outlook

To send emails to multiple recipients in Gmail or Outlook, you can utilize the BCC (Blind Carbon Copy) feature for individual privacy. The BCC method is a basic way to send the same email to multiple people privately, without revealing their email addresses. 

Here’s how to send a mass email individually using BCC: 

Send an Email to Multiple Recipients

1. Compose a New Email

Open your Gmail/Outlook account and click on the “Compose” button to create a new email.

2. Find the BCC Field

If the BCC field is not visible, click on “BCC” next to the “Cc” field to enable it. BCC is where you’ll add the email addresses of your recipients.

3. Add Recipients to BCC

Enter the email addresses of the recipients in the BCC field. This ensures that each recipient receives the email individually without seeing the email addresses of others.

4. Create Your Email

Write your email content, keeping in mind that it will be sent to multiple recipients. Make it general yet personalized by using salutations like “Dear Team” or “Hello Everyone.

5. Send the Email

The last step to sending an email to multiple recipients is to click “Send.” Each recipient will receive the email as if it were sent only to them, maintaining individual privacy. 

But when sending a group email how do you ensure that all the recipients receive the message? The easiest way to do this is to send a test email to yourself first. This way you can check for any mistakes and make sure all the addresses are correct.

When to Use BCC

  • Keep individual email addresses hidden from others.
  • Maintain privacy in group emails.
  • Achieve a cleaner, more professional email appearance, especially for large audiences.
  • Prevent clutter and confusion by using BCC to avoid unnecessary reply-all responses.

What are the Potential Problems of Using BCC?

While BCC offers privacy and efficiency for sending mass emails, it’s not without potential drawbacks. Here are some things to consider:

Potential Problems of Using BCC

1. Misunderstandings and Trust Issues

When you include people in the BCC (blind carbon copy) list of an email, they may feel left out or distrustful. They can’t see who else got the email, which can cause confusion.

An accidental “Reply All” can expose hidden recipients and cause embarrassment. Suppose a client’s confidential information is accidentally shared with everyone on the BCC list.

BCC overuse causes trust. Recipients might question a sender’s motives and the legitimacy of emails constantly with hidden recipients.

2. Limited Engagement And Tracking

When you use BCC, people can’t chat or respond to each other. This makes it tough to work together or share ideas. Also, you can only send to 500 people at a time. 

Plus, you can’t see who opens or clicks on your email, making it hard to see if your email worked.

3. Technical Limitations And Spam Filters

Sometimes, BCC emails go straight to spam because of how they’re sent. Furthermore, BCC may not be compatible with certain email tools. 

For instance, programs that track emails usually need to see who the recipients are. If you use BCC, these programs might not work well. Also, sending a lot of emails using BCC can make your emails look like spam. Spammers often send the same email to many people using BCC.

4. Ethical Considerations

BCC can be misused for mass unsolicited emails or spamming. Always ensure you have proper consent and avoid sending unwanted messages to large groups of people.

5. Lack of Personalization

Sending emails with BCC means everyone gets the same message without any personal touch. This can make the email seem less interesting or important to the people receiving it. In turn, this reduces how effective your communication is.

How to Send Emails to Multiple Recipients Using Mail Merge

Using Mail Merge is a simple way to send emails to multiple recipients. However, using mail merge in Gmail and Outlook works differently. Here’s how to send emails to multiple people without them knowing in Gmail and Outlook: 

Using Mail Merge in Gmail

Using Mail Merge in Gmail will save you time and energy when sending emails to multiple contacts. Here’s how to send emails to multiple recipients individually Gmail: 

Using Mail Merge in Gmail

 

1. Create a Google Sheet

Open Google Sheets and create a spreadsheet. Include columns for recipients’ names and email addresses. You can add additional columns for personalized information.

2. Install Mail Merge Add-on

In Google Sheets, go to “Add-ons” -> “Get add-ons” and search for a Mail Merge add-on like “Yet Another Mail Merge.” Install it and grant the necessary permissions.

3. Compose Email Draft

In Gmail, compose a draft of your email. Use placeholders like <<First Name>> or <<Company>> where you want personalized information to appear.

4. Initiate Mail Merge

In Google Sheets, open the installed Mail Merge add-on. Choose the draft you created in Gmail and link the columns from your spreadsheet to the placeholders in the draft.

5. Preview and Confirm

Preview the personalized emails to ensure they look correct. Confirm the settings and initiate the Mail Merge. The tool will send individualized emails to each recipient, pulling information from your spreadsheet.

6. Check Sent Mail in Gmail

Go back to Gmail and check your “Sent” folder. You’ll see that Gmail has sent separate emails to each recipient, personalizing the content based on the information in your spreadsheet.

Using Mail Merge in Outlook

Sending emails to multiple recipients using Mail Merge in Outlook is a handy way to streamline your communication. Here’s how to send emails to multiple recipients individually Outlook: 

Using Mail Merge in Outlook

1. Open Microsoft Word

Launch Microsoft Word on your computer.

2. Go to the “Mailings” Tab

In Word, go to the “Mailings” tab on the top toolbar.

3. Select “Start Mail Merge” and Choose “Email Messages”

Click on “Start Mail Merge” in the “Mailings” tab, then select “Email Messages” from the drop-down menu.

4. Select Recipients

Choose “Select Recipients” to pick the recipients for your email. You can use an existing list, create a new list, or choose from Outlook contacts.

5. Insert Merge Fields

Place your cursor where you want to insert personalized information, like the recipient’s name. Click on “Insert Merge Field” and choose the fields you want to include.

6. Compose Your Email

Click “Write & Insert Fields” to compose your email. You can customize each email with the recipient’s information using the merge fields.

7. Preview the Emails

Before sending, preview the emails to ensure they appear as intended. Make any necessary adjustments.

8. Finish and Merge

Click on “Finish & Merge” and choose “Send Email Messages.” In the dialog box, select the email field and subject line. Choose “HTML” as the mail format.

9. Choose Contacts

Pick the Outlook contacts you want to send emails to or use the entire list.

10. Click “OK” to Start the Merge

Click “OK” to start the Mail Merge process. Outlook will open, and emails will be sent individually to each recipient.

How to Select Multiple Emails in Outlook

Microsoft Outlook is a user-friendly email program that simplifies how you handle emails and tasks. A handy feature of Outlook is selecting several emails at once for different purposes. Follow the steps to do it —

  1. Click the “Mail” tab to see your emails.
  2. Click the checkbox beside each email you want to select. For a group of emails, click the first email’s checkbox, hold down ‘Shift’, and click the last email’s checkbox. 
  3. To pick emails individually, hold ‘Control’ and click each email’s checkbox.
  4. With emails selected, you can move, delete, or label them. Find these options in the “Actions” menu.
  5. Uncheck the emails when done to deselect them.
  6. Click the ‘X’ to close the folder and return to the main Outlook screen.

When to Use Mail Merge 

  • Use Mail Merge when sending personalized emails to a large group.
  • Go for Mail Merge in bulk outreach with tailored messages.
  • Use it for data-driven campaigns and personalized event invitations.
  • Choose Mail Merge for time-efficient automation in mass communication.

What are the Potential Problems of Using Mail Merge?

While Mail Merge offers powerful features for sending personalized mass emails, it’s not without potential drawbacks. Here are some things to consider:

Formatting Hiccups

Mail Merge can sometimes disrupt the layout of your emails. This means fonts, images, and overall design might not appear as intended, leading to less professional-looking emails.

Data Mix-ups

If your data source has errors, Mail Merge might insert incorrect information into your emails. If this happens, embarrassing mistakes like addressing recipients incorrectly or providing them with irrelevant information can occur.

Spam Filter Alerts

When you send a large volume of emails simultaneously, it can trigger spam filters. It could result in your emails being blocked or ending up in the recipients’ junk folders, reducing the effectiveness of your campaign.

Personalization Snags

Achieving a high level of personalization is challenging with Mail Merge, especially if your data lacks comprehensive details about each recipient. Thus, you’ll end up sending generic emails.

Attachment Headaches

Mail Merge may have difficulties managing file attachments in your emails. It can be problematic when trying to send documents or images, as they might not attach properly or could cause delivery issues.

Tracking Limitations

Mail Merge offers limited capabilities in tracking interactions like opens or clicks. This makes it hard to gauge the engagement level of your recipients and to measure the success of your email campaign.

Email Service Limits

For Gmail users, Mail Merge has a daily limit of sending 1,500 emails, and for Outlook, it’s 5,000 emails per day. Each email can only be sent to a maximum of 500 recipients. Exceeding these limits can lead to temporary restrictions on your email account.

Mail Merge vs BCC: What’s the difference?

How do BCC and Mail Merge differ in emails? For a quick look at their unique features and when to use them, take a look at this simple table. 

Aspects

BCC

Mail Merge

Purpose

Individual privacy in mass emails

Personalized mass emails with customized content

Recipient Visibility

Hidden from other recipients

Visible to each recipient (personalization)

Collaboration

Limited direct replies or discussions

Enables direct replies and collaborative feedback

Email Tracking

Limited tracking and analytics

Detailed tracking of opens, clicks, and engagement

Personalization

Limited ability to tailor content

Customized content for each recipient based on data

Automation

Manual entry of BCC addresses

Automated process, especially for large audiences

Delivery Issues

Less likely to trigger spam filters

May trigger spam filters if not managed properly

Learning Curve

Simple and straightforward

May have a learning curve for new users

Use Cases

Informative or confidential group emails

Bulk outreach with personalized communication

Potential Drawbacks

Reply-All risks, trust concerns

Formatting, data accuracy, and spam filter challenges

Limitation 

500 addresses at once

1500 addresses at once

Top 5 Email Marketing Tools to Send Multiple Recipients Individually

No matter if you’re running a small business, working in digital marketing, or creating content, our tools can make your email campaigns more efficient. Let’s take a look at these choices to find the best one for your email marketing goals.

1. Mailchimp

Mailchimp

Mailchimp started in Atlanta in 2001 and is now a top choice for email marketing and automation. It’s easy to use, even for beginners, and has a wide range of templates to make your emails look professional. 

It allows the creation of professional-looking emails, audience segmentation, and performance analytics. With tools like landing pages and website builders, Mailchimp offers an all-in-one solution for digital marketing needs.

Pros

  • Easy to use, great for people just starting.
  • Offers a wide range of features for all kinds of marketing.
  • Lots of templates to choose from for your emails.
  • Can target specific groups of customers effectively.
  • Powerful tools to track and understand campaign success.
  • Works well with many other apps and services.

Cons

  • There’s a limit on how many emails you can send each month.

Pricing

Mailchimp Pricing

2. Selzy

Selzy

Selzy is a user-friendly email marketing tool perfect for small and medium businesses. It makes creating, running, and improving email campaigns easy. With Selzy, you get templates you can change to fit your brand, tools to focus on specific customer groups, and ways to track how well your emails are doing. 

It’s great for engaging customers and boosting sales. Plus, it’s easy to use for businesses of all sizes and offers strong support.

Pros

  • Easy to use and understand.
  • Templates you can adjust to match your brand.
  • Tools to target specific groups of customers.
  • Set up emails to send automatically.
  • In-depth reports to see how your emails perform.
  • Customer support is available anytime for help.

Cons

  • Some limits in design and making changes.

Pricing

Selzy Pricing

3. Brevo (formerly Sendinblue)

Brevo

Brevo, once called Sendinblue, is an all-in-one email marketing service ideal for small to medium businesses. It lets you create email campaigns, automate processes, send transactional emails and SMS, and even handle social media marketing. 

You can create professional emails with Brevo’s drag-and-drop tool. Also, it allows you to manage contacts, segment your audience, and get detailed reports, so it’s great for email marketing.

Pros

  • Easy-to-use drag-and-drop tool for making emails.
  • Wide range of email automation options.
  • Efficient management and grouping of contacts.
  • In-depth analytics and reporting.
  • Includes SMS and social media marketing tools.
  • Good pricing with a free option available.

Cons

  • Templates have limited design choices.

Pricing

Brevo pricing

4. AWeber

AWeber

AWeber, launched in 1998, is a powerful email marketing tool for small and medium businesses. It helps you create, send, and manage emails with ease. You get a wide selection of templates, an easy drag-and-drop editor, and tools to automate your emails. 

It also allows you to create landing pages, target specific customers, and generate detailed reports. Aside from being user-friendly, it offers everything you need for successful email marketing.

Pros

  • Large variety of templates for different email styles.
  • Simple drag-and-drop editor for creating emails.
  • Automated emails and autoresponders for efficiency.
  • Detailed reports to monitor campaign success.
  • Includes a tool for building landing pages.
  • Excellent customer support through various channels.

Cons

  • Some email templates look a bit old-fashioned.

Pricing

AWeber Pricing

5. ConvertKit

ConvertKit 

ConvertKit is an email marketing tool made for content creators like bloggers, podcasters, and YouTubers. Since its start in 2013, it’s been helping users grow their email lists and make money from their audiences. ConvertKit offers services like paid newsletters and selling digital products. 

It’s easy to use, with advanced tools for automating emails and building landing pages. ConvertKit makes it easy for creators to earn money from their online content.

Pros

  • Advanced email automation with various triggers.
  • Helps in making money from newsletters and digital products.
  • Reliable email delivery rates.
  • Comprehensive tools for creating landing pages and forms.
  • Compatible with over 70 platforms, including big names.

Cons

  • Email editor has limited options for design.

Pricing

ConvertKit Pricing

Boost Your Connections with Swordfish: Efficient Contact Discovery

Boost Your Connections with Swordfish

Swordfish AI is an ideal tool for directly reaching decision-makers and potential clients. It features a unique, verified cell phone number database, crucial for successful cold calling. 

With access to over 3.5 billion profiles, including emails and phone numbers, Swordfish is versatile for all types of outreach. It suits various users, from small business owners to sales professionals, offering advanced email automation and a landing page builder for personalized campaigns. 

With its user-friendly interface and sophisticated segmentation and analytics, this platform is perfect for effective communication.

Features of Swordfish AI

Swordfish AI offers several key features 

  • File Upload

File Upload

We let you add missing emails and phone numbers to your customer lists all at once by uploading your CSV file. This makes it easier to build a complete contact database.

  • Chrome Extension

Chrome Extension

Our Chrome extension helps you find contact information on websites like LinkedIn, Twitter, and Facebook. It’s a handy tool for collecting contact details as you browse online.

  • API Integration

API Integration

You can integrate our data into your apps or systems. It’s useful if you want to improve your software with accurate contact information.

  • Data Security

We follow GDPR and CCPA regulations to keep data safe. This shows our commitment to being a secure choice for businesses that care about data privacy.

End Note

So, how to send an email to multiple recipients individually. The first step is to pick a good email service. Then, learn how to schedule emails or use a mail merge. It’s worth the effort. When you send personalized emails, people are more interested and feel more connected. 

Sending emails to many people can seem hard, but it’s actually easy. You just need to use some basic tools and tricks. This way, you can make each message special without taking too much time. 

Also, taking a little extra time can lead to more replies, recommendations, and people coming back for more. Now that you know it’s easy to send personal emails to lots of people, why not give it a try? Use these tips to make emails that speak directly to each person while saving time. You’ll be happy with the results.

Experience the benefits of personal communication and strengthen your connections. Try out Swordfish AI and learn how it can help you save time and get better engagement and more replies. Take this chance to improve every email you send.

Frequently Ask Questions

Can you send a BCC without a to?

No, you can’t send an email with only BCC and no “To” field filled in. Email protocols usually require a “To” field to indicate the primary recipient. However, you can add your own email address to the “To” field and use BCC for the actual recipients if you want to keep their addresses private.

Can the recipient see BCC?

Nope. Recipients in the “To” and “CC” fields can see each other, but anyone in the BCC field remains a secret. It’s like a hidden guest list at a party – they know they’re invited, but they can’t see who else is.

What happens if someone replies to a BCC email Gmail?

If someone replies to a BCC email in Gmail, the reply goes only to the original sender, not to everyone in the BCC list. It keeps things tidy and avoids accidental reply-all situations, maintaining the privacy intended by using BCC. So, you can BCC away without worrying about reply chaos!

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