Email Success: Optimal Ways to Send to Multiple Recipients in 2024

The struggle of sending an email to multiple recipients is painful. Whether it's an email marketing campaign or a weekly reminder for your weekend party, sending individual emails to everyone is time-consuming and not practical for businesses.

Also, if you are not careful, your emails may land in spam folders or junk folders. In this article, we have covered how to send emails to multiple recipients. 

This hands-on guide will help you send to multiple recipients in no time using Gmail and Microsoft Outlook. However, ESPs such as Gmail, Outlook, and Yahoo Mail have some serious drawbacks when it comes to sending mass emails. 

That's why we recommend a powerful email outreach tool. 

Let's go through the step-by-step guide to sending mass emails in no time. But before that, let's quickly take a look at what 'CC' and 'BCC' stand for when it comes to sending mails to multiple recipients.

What Are "Cc" and "Bcc" in ESPs?

First, let's take a look at what 'Cc' and 'Bcc' mean.

"Cc" stands for carbon copy. It is used to send copies of business emails or professional emails to several recipients where recipients can see who else has received it.

"Bcc" stands for blind carbon copy. It is fundamentally the same as "Cc," but here, the recipients of the email copy can't see who else has received it.

Both of these features are available in ESPs – Gmail, Microsoft Outlook, and Yahoo.

How to Send Multiple Emails at Once in Gmail

First of all, create a free email address with Gmail. Here is a step-by-step breakdown of sending mass emails through the Bcc field with Gmail: 

Step 1

Once you open your Gmail account, click on the Compose button to open the email writing pop-up window. 

Step 2

In the 'Subject' column, write the email subject line. 

Step 3

Once you write the subject line, click on the dialog box below and write the email message. 

Step 4

Now, go to the 'To' column and add your primary recipient's email address. As you have multiple recipients, add the email addresses separated by commas. 

Once you have added all the email addresses, click on the 'Bcc' button at the right corner of the 'To' column. 

Add the primary recipient's email address in the 'To' column.

If you have multiple addresses in your list of contacts, separate multiple addresses by commas.

Once you are done, click on the BCC button at the right of the ‘To’ column.

Important: If you want to keep your primary recipient's email address hidden, go for the undisclosed recipient method. 

If you are wondering how to do it, here's a breakdown: 

• Add your email address in the 'To' column as an undisclosed email recipient. 
• Now add all the recipients in the 'To' field separated by commas. 

Step 5

Now click on the 'Send' button or schedule it to send later. 

How to Send Emails to Multiple Recipients with Microsoft Outlook in 2024

Now that you have learned how to send emails to multiple recipients with Gmail let's see how you can do it with Outlook. 

Step 1

Create an Outlook account/log in to your existing Outlook account. 

Step 2

Click on the 'New mail' button on the top left corner of your screen, and the email dialog box will pop up. 

Step 3

Now, click on the 'Bcc' button on the right edge of the 'To' column.

Step 4

Enter your primary recipient's email address in the 'To' field. Now add other recipients' addresses separating them by semicolons or commas.  

Step 5

Finally, write the email content and hit 'Send' or schedule it for later. 

Note: Your primary recipient can't see the hidden email recipients, but the Bcc'd recipients will know that they have been Bcc'd. 

Limitations of Using Personal ESPs or BCC for Email Marketing Outreach

Although Gmail, Outlook, or Yahoo can be used for email marketing purposes, these ESPs are designed for personal usage. Naturally, when it comes to mass emails or bulk emails, these platforms have some drawbacks. 

1. Accidental Recipients' Information Sharing 

Personal ESPs such as Gmail or Outlook usually allow you to reply to all the direct recipients at once. If you are not paying close attention, you might hit the 'Reply all' button while replying to a single recipient's queries. 

This amazing feature will expose all your hidden recipients' email addresses even if you have opted for the 'Bcc' field. This might draw serious repercussions on your business. 

2. No Compliance with Internet Laws

Business emails have to stay in compliance with the CAN-SPAM act, GDPR, and other internet laws. In compliance with these laws, spam filters identify and move unwanted email messages to the spam folder or junk. 

As personal ESPs such as Gmail or Outlook don't follow the internet laws (for example, they don't offer an unsubscribe button for the recipients), the chances of your emails landing in spam folders is higher. This will lower your deliverability rates and email open rates. 

3. High Chance of Spam

Whether you are using Gmail or Outlook, ISPs (Internet Service Providers) often consider these emails as spam. So there's a high chance of your emails reaching the recipients' spam folders instead of the primary inbox.

4. Lack of Personalization at Scale

There's no place for personalization in Bcc'd emails. You can only send a generic email to every recipient. This increases the risk of poor customer engagement and lower click-through rates and conversions.

Why Should You Use a Dedicated Email Marketing Tool for Mass Emails?

It's evident that personal email providers are not good for sending mass emails. There are many email marketing tools or cold email outreach tools, such as Smartlead, that work better in targeting your prospective audience than Gmail or Outlook. 

You can send a larger number of emails, that too without having to use the Bcc method. 

Here are the benefits of using a dedicated tool for your email marketing strategy: 

1. Better Deliverability

As Gmail/Outlook/Yahoo are designed for personal usage, spam filters are more likely to mark mass emails sent from these platforms as 'spam.' On the other hand, dedicated email marketing solutions send bulk emails in compliance with internet laws, thus improving deliverability rates for your cold email outreach campaigns. 

2. Campaign Analytics & Real-Time Data

Unlike Gmail and Outlook, email marketing tools offer in-depth email analytics of your email marketing campaigns. You get data on your email open rates, deliverability rates, click-through rates, unsubscribe rates, etc. 

You can also track the bounce rates of your mass emailing campaigns. Moreover, these tools offer real-time data to take immediate action. 

3. No Need to BCC

You don't need to "Bcc" your recipients; your email list remains hidden from the recipients by default.

4. Personalization

Email marketing offers full customization of email messages within a campaign. You can send customized emails to your prospects for better click-through rates and increased conversions.

Besides these, you can segment your contact list, send push notifications and newsletters, and make the emails mobile-friendly.

How Smartlead Can be a Game Changer for Email Marketing Campaigns

Loved by 1000s of cold email experts worldwide, Smartlead can be a game changer for your email marketing campaigns. It is easy to use, AI-powered, and more inexpensive than its competitors. 

Here are the benefits of choosing Smartlead for sending mass emails: 

1. Smartlead offers unlimited sender accounts. You can add multiple email domains to a singular email address. 
2. It runs email warmups to ensure your campaigns always reach your prospects' inboxes. It helps you avoid spam filters and improve deliverability rates. 

3. Smartlead offers high-deliverability IP servers, so your email reputation is intact. And, of course, there's no daily limit for sending emails, unlike Gmail or Outlook. 
4. You can set up custom conditional email triggers and automate the entire follow-up process. This will help you answer your prospects' queries in no time and book 7x more meetings. 
5. The AI-powered writing tool writes like humans and adds personalization to increase the sender's reputation. 
6. Smartlead offers you a master mailbox for all your email accounts. You can manage all your marketing emails from one place and get a 360-degree view of your customer messages. 
7. You can track open email rates, reply rates, and click-through rates of your bulk email marketing campaigns. Also, you can chalk out your next marketing moves with its intuitive, in-depth analytics.  

Smartlead is like the best 3 ESPs on steroids (a compliment we received from one of our valued customers), and it promises you 8x more lead conversions through your email marketing campaigns. 

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Wrapping Up

If you are sending emails to multiple recipients without revealing the recipient list, the Bcc email (Blind carbon copy) can do the job for you. However, if you are sending bulk emails/mass emails for business purposes, it's better if you use an email marketing tool such as Smartlead. 

These tools will help you send personalized emails, stay away from spam folders, keep your mailing list clean, and keep deliverability rates high. Your bulk email campaigns will look professional, and you can expect better response rates and conversion rates. 

Frequently Asked Questions

1. How can you send an email to multiple recipients in a professional manner?

You can send an email to multiple recipients in a professional manner by using the 'Bcc' (Blind Carbon Copy) field. This ensures each recipient's email address remains private. Be sure to use a professional tone, clear and concise language, and avoid unnecessary information.

2. What is the proper way to address an email to multiple recipients?

The proper way to address an email to multiple recipients is to use a generic greeting like "Dear All," "Hello Everyone," or "Dear Team." If there are only a few recipients, it's best to address each one by name.

3. Are there specific considerations when sending an email to many recipients?

Yes, there are specific considerations when sending an email to many recipients. You should respect the privacy of your recipients by using 'Bcc', ensure the content is relevant to all recipients, and avoid sending sensitive or confidential information.

4. Can you provide tips for sending mass emails individually in Outlook?

To send mass emails individually in Outlook, you can use the 'Mail Merge' feature. This allows you to send personalized emails to multiple recipients. You'll need to create a contact list in Excel, then use the 'Mail Merge' feature in Word to create your email template. Finally, you'll link your contact list and email template in Outlook to send out the emails.

5. How do you send multiple emails at once in Gmail?

In Gmail, you can send an email to multiple recipients by entering their email addresses in the 'To,' 'Cc,' or 'Bcc' fields, separated by commas. To send individual emails to multiple recipients, you can use the 'Mail Merge' feature available with add-ons like Mailtrack or SalesBlink.

6. What are the steps for addressing an email to multiple recipients in Gmail?

To address an email to multiple recipients in Gmail, compose a new email and enter the recipients' email addresses in the 'To' field, separated by commas. For larger groups or to keep email addresses confidential, use the 'Bcc' field instead.

7. Is it possible to customize emails when sending to multiple recipients in Gmail?

Yes, it's possible to customize emails when sending to multiple recipients in Gmail. You can use add-ons like Mailtrack Campaigns or SalesBlink that offer 'Mail Merge' features, allowing you to personalize each email with the recipient's name and other specific details.

8. What precautions should be taken when sending emails to a large number of recipients?

When sending emails to a large number of recipients, ensure you're not violating any spam laws or your email service provider's policies. Avoid sending unsolicited emails, always include an opt-out option, and ensure the content is relevant to all recipients.

9. Are there any tools or features in email platforms for efficiently sending to multiple recipients?

Yes, many email platforms have features to efficiently send to multiple recipients. Gmail and Outlook have 'Cc' and 'Bcc' options for adding multiple recipients. They also support add-ons and features like 'Mail Merge' for sending personalized emails to multiple recipients.

10. Can you explain the process of sending multiple emails at once in Gmail without using CC or BCC?

For sending individual emails to multiple recipients in Gmail without using 'Cc' or 'Bcc', you can use a Mail Merge add-on. This feature lets you create a template and populate it with data from a spreadsheet, allowing you to send personalized emails to multiple recipients individually.