Mass emailing from Excel spreadsheets is undoubtedly one of the most convenient ways to deliver your message to a large number of recipients. Whether you want to run marketing campaigns or send out updates to clients, you can try dedicated methods to send multiple emails from Excel spreadsheets.
The two most common methods are Mail Merge (using Microsoft Word and Excel) and Excel's built-in VBA feature. Through Mail Merge, you can compose personalized messages, import email addresses, and send them to each recipient. Alternatively, Excel's VBA feature allows you to send emails directly from your worksheet with greater customization.. So, let’s move forward to find out how you can use them.
Method 1 – Sending Multiple Emails from an Excel Spreadsheet with Mail Merge in Word
Mail Merge is a useful tool for sending personalized emails to multiple recipients. The following step-by-step guide helps you set up and complete a Mail Merge.
Step 1: Create Your Email Content in MS Word
Begin by opening MS Word and navigating to the “Mailings” tab. Then, select “Start Mail Merge” and choose the “E-mail Messages” option. It helps to shield the recipients' e-mail addresses and protect them from third parties. Type the content of the e-mail directly in the Word document, and add placeholders (e.g., <<First Name>>).
Step 2: Prepare Your Mailing List
After creating the email content, open Excel. Enter all the information, including the names and email addresses of recipients. Make sure column headers like "First Name" and "Email Address" match the placeholders of your email. Save the file in a supported format, like .xlsx.
Step 3: Attach the Mailing List to Your Email Message
In MS Word, move to the "Mailings" tab and click “Select Recipients” to attach the list. Select the “Use an Existing List” option to browse and link your Excel spreadsheet. It links the data in Excel to your email template in Word.
Step 4: Add Merge Fields for Personalization
Use the placeholders in your email template to insert the actual merge fields for information from your Excel spreadsheet. On the “Mailings” tab, click “Insert Merge Field” and choose the relevant column of data, such as "First Name." Repeat this for all the fields you'd like to customize.
Step 5: Preview Your Emails
To ensure everything is right, click “Preview Results” in the “Mailings” tab. This way, you can preview what you'll send with real data in your mailing list.
Step 6: Send the Emails
Once complete, select “Finish & Merge” and hit the “Send E-Mail Messages” option. A dialog will ask you to select the column of e-mail addresses in your data file (for example, "Email Address"). At last, click “OK” to complete the process.
Method 2 - Sending Multiple Emails from Excel Using VBA
Microsoft Excel uses the VBA (Visual Basic for Applications) feature. This mode gives an easy way to send messages directly to recipients in your worksheet. Below are the step-by-step instructions for using VBA:
Step 1: Enable the Developer Tab
Before getting access to VBA features, the Developer tab needs to be available on the toolbar. To do this:
- First, launch Excel and click the “File” tab.
- Next, choose “Options” and select “Customize Ribbon” from the list.
- After that, turn on the “Developer” option and hit “OK” to add it to your Excel tabs.
Step 2: Open the VBA Code Editor
- From the “Developer” tab, click on “Visual Basic” to open the code editor.
- As an alternative, you can also press the “Alt + F11” keys to open the editor.
Step 3: Insert a Module and Paste the Code
- After moving into the VBA editor, click the “Insert” option.
- Then, select “Module” to start a new module.
- Paste the code that sends the e-mail into the module window. Ensure this code includes the functions to retrieve recipient addresses from the worksheet.
Here is the code that you can copy and paste into the window:
Sub sendmultiple()
'updateby Extendoffice
Dim xOTApp As Object
Dim xMItem As Object
Dim xCell As Range
Dim xRg As Range
Dim xEmailAddr As String
Dim xTxt As String
On Error Resume Next
xTxt = ActiveWindow.RangeSelection.Address
Set xRg = Application.InputBox("Please select the addresses list:", "Kutools for Excel", xTxt, , , , , 8)
If xRg Is Nothing Then Exit Sub
Set xOTApp = CreateObject("Outlook.Application")
For Each xCell In xRg
If xCell.Value Like "*@*" Then
If xEmailAddr = "" Then
xEmailAddr = xCell.Value
Else
xEmailAddr = xEmailAddr & ";" & xCell.Value
End If
End If
Next
Set xMItem = xOTApp.CreateItem(0)
With xMItem
.To = xEmailAddr
.Display
End With
End Sub
Step 4: Run the VBA Code
- Click “F5” or press the “Run” button to run the code.
- You will receive a dialog box asking you to select the range of cells containing your email addresses.
- Highlight the appropriate column or rows and hit the “OK” widget.
Step 5: Compose Your Email
- After selecting the addresses, a message window will automatically open.
- Then, you can see all selected email addresses in the “To” field.
- Enter a subject in the “Subject” field and write the body of the email in the message window.
Step 6: Send the Email
- Once you’ve finished composing the message, click the “Send” button.
- The email will be sent to all the recipients in the selected range. That’s it!
Why Should You Hide Recipients When Sending Email to Multiple Recipients?
Hiding the email addresses of recipients is necessary when sending bulk emails. Here’s why:
- Privacy: It shields recipients' email addresses, protecting them from third parties.
- Professionalism: This will make your campaign professional and respectful and will not let recipients know that it’s a mail merge.
- Prevents Reply-All Issues: Prevents unnecessary or unwanted responses from hitting the reply-all button.
- Protection Against Spam: It helps send bulk email send without spamming and minimize the chances of email addresses being spammed.
How to Hide Email Recipients in Gmail?
Here's how to hide recipients when sending send bulk email from gmail using excel to a group of people in your account:
- Step 1: Open Gmail and select the "Compose" button from the top left to create a new email.
- Step 2: To follow best practices for email deliverability, enter your own email address in the "To" field.
- Step 3: Add all recipient email addresses in the "BCC" (Blind Carbon Copy) field to keep them hidden.
- Step 4: Review your email, and once satisfied, click the "Send" button. Your recipients will receive the email without seeing each other’s addresses.
Conclusion
Mastering how to send multiple emails from an Excel spreadsheet can significantly enhance your communication efficiency. There are several effective ways to accomplish this. . Mail Merge or Excel VBA are two major methods that make it easy and fast to communicate with a large audience. The above guide has complete step-by-step guidelines about these methods.
Mail Merge is suitable when you need a structured template, while VBA offers flexibility and powerful automation for advanced users. However, both methods require a list of recipients. If you don’t have a list of email addresses, you can get organized email data lists from LISTGIANT. Our data specialists gather and prepare email lists for every organization.