Top Way to Send Emails to Multiple Recipients 2023

Created On
March 1, 2023
sending multiple recipient techniques

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. 

How to Send Mass Emails with Gmail in 2023

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. 

Gmail Compose Button

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. 
CC in Multiple Recipient Emails

Step 5

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

How to Send Mass Emails with Microsoft Outlook in 2023

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. 

Outlook New Message Button

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.

Bcc in Multiple Recipients Email

Step 4

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

Sending Mass Emails

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 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. Difficulty Sending Bulk Emails/Batches of Emails 

Personal email platforms like Outlook, Yahoo, and Gmail are not capable of sending emails to a large audience. Also, these platforms can't derive email addresses from Google Workspace/ Google contacts/excel sheets/CSV files/Google Sheets/Google Drive. So, you have to manually insert all your prospects' email addresses. 

In addition to that, these ESPs have daily send limits for every day, which is not ideal for a business. For example, you can only send 2000 emails per day from your Gmail account. 

4. Lack of Data-Analytics

One of the most significant drawbacks of personal ESPs is that you can't track the progress of your email marketing campaign

The only way to figure out if your email has reached a recipient's inbox is by sending follow-up emails. This process is time-consuming, which unnecessarily delays the sales process. 

Moreover, you can't track your email open rates, reply rates, and click-through rates with these platforms. 

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. Scope for Email Personalization

You can personalize each of your prospect's messages with prospect data with email marketing tools. You can personalize messages and customize them with personalized email templates to increase reply rates. 

Moreover, these tools offer email list segmentation/bulk contact list segmentation from a contacts list, which lets you reach a highly-targeted audience base and improve the success rate of your effective email campaign. 

4. Looks Professional

Mass emails sent from personal email service providers look unprofessional. And it's very important for a business to look professional in their emails as it builds credibility and trust. 

Most email marketing tools offer customized email addresses based on domain names for businesses. 

It gives a professional look to your email, and you don't have to send emails using the 'Bcc' field.  

Create your free email signature here

5. Scope for Automation

Sales reps spend 21% of their days writing emails. Thai includes writing cold emails, replying to prospects' queries, and booking meetings. 

With an email marketing tool, you can automate the entire follow-up process by enabling custom-conditional email triggers. Email automation helps you send timely follow-ups, book more meetings, and make sure you don't miss a lead. 

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. 
  1. 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. 
  2. 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. 
  3. The AI-powered writing tool writes like humans and adds personalization to increase the sender's reputation. 
  4. 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. 
  5. 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. 

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. 

What’s a Rich Text element?

The rich text element allows you to create and format headings, paragraphs, blockquotes, images, and video all in one place instead of having to add and format them individually. Just double-click and easily create content.

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Static and dynamic content editing

A rich text element can be used with static or dynamic content. For static content, just drop it into any page and begin editing. For dynamic content, add a rich text field to any collection and then connect a rich text element to that field in the settings panel. Voila!

How to customize formatting for each rich text

Headings, paragraphs, blockquotes, figures, images, and figure captions can all be styled after a class is added to the rich text element using the "When inside of" nested selector system.

Author’s Details

Sattwik Das

Sattwik is a Digital Marketing professional at Smartlead. He is a dedicated content writer who focuses on juggling words to bring out meaningful content. He is experienced in well-researched and SEO-optimized content creation, content editing, and copywriting for various businesses throughout the globe. His expertise in SEO, SMM, and SMO with a touch of creativity helps businesses grow and maximize their credibility and sales.


Edited by:

Charu Mitra Dubey


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