How To Send a Mass Email 3 Different Ways (Plus Tips)

Mass email is a common method of electronic communication used to reach a large or specific group. This type of communication allows you to create a strong online community, achieve conversion goals and make announcements. Learning the best practices for sending mass emails may also help you develop and implement effective marketing campaigns.In this article, we define what a mass email is, explain how to send a mass email using different platforms and provide tips about bulk emails. How To Send a Mass Email 3 Different Ways (Plus Tips)

What is a mass email?

Mass email, also known as bulk email or email blasts, typically refers to sending promotional email campaigns to a large list of contacts such as customers, subscribers or leads. They’re useful for achieving specific goals, such as promoting a product or communicating important information. Some examples of when you might send a mass email include:

• Promoting a limited-time offer
• Making a big announcement
• Introducing a new service

Mass emails differ from other types of emails, such as automated or transactional emails that you might send based on a particular triggering action. Instead, sending these emails requires creating specific campaigns with specific goals in mind. It’s possible to send these emails through general email services, but it may be helpful to use a particular software or email marketing services. These services may include helpful features like A/B testing, drip campaigns, analytics reports and the ability to email up to 5,000 subscribers.Related: 24 Email Marketing Software (Plus Features and Benefits)

How to send a mass email in Gmail

One option for sending mass or group emails is using Gmail. However, it’s important to note that the developers intended users to utilize this platform for personal use rather than commercial purposes. This limits customization options, requires you to follow Gmail’s bulk email guidelines and prevents you from sending more than 500 emails to 500 unique email addresses within a 24-hour period.Here are the basic steps to follow for sending a mass email in Gmail:

1. Open Gmail and press “Compose” to start a new email.
2. Add a subject line and input the body of the email.
3. Select “BCC” to blind carbon copy all recipients on the email.
4. Choose each person you want to send the email to or select a group of contacts to receive it.
5. Proofread your email and then send it.

Related: How To Create an Email Group in Gmail

How to send a mass email in Outlook

Another option for sending mass emails is using Microsoft Outlook. However, it’s also designed for personal use more than commercial use. The platform limits customization options and the number of emails you can send per day to 300.It’s important to note this method also requires using Microsoft Word. Here are the basic steps for using Outlook to send a mass email: 

1. Launch Microsoft Word and create a new document.
2. Type your email copy in the Word document.
3. Navigate to the “Mailings” menu.
4. Select “Start Mail Merge.”
5. Choose “E-mail Messages” from the drop-down menu.
6. Navigate to “Select Recipients.”
7. Choose to “Type a New List,” “Use an Existing List” or “Choose from Outlook Contacts.”
8. Locate “Finish & Merge.”
9. Press “Send Email Message.”
10. Follow the prompts to add a subject line and choose an email format.
11. Press “OK” to send your message to your subscribers.

Related: 5 Steps To Perform a Mail Merge in Outlook

How to send a mass email through an email service

Each email service will have its own steps for creating and sending your mass messages. Here is a general guide to creating mass emails using many types of email services:

1. Choose your email service

Determine the best mail service for your email campaigns by researching your options for email marketing platforms. Consider the unique needs of your organization and what may work best with your existing systems, such as if the platform includes a plugin that naturally integrates into your website. Some other things to consider include: 

• What kind of plans does the email service offer 
• How many people the server can send emails to before you start paying for any plans
• What kind of analytics the service provides 
• If the email service offers email templates
• What customization options it offers for emails
• Whether it includes A/B testing
• If it offers a mailing list management option
• If you can add dynamic content to the email
• If the email templates are mobile-friendly

Related: A/B Testing: What It Is and the Benefits of It

2. Add your list

Most email services will give you the option to upload .csv files or a spreadsheet with subscriber email addresses. If you don’t have a list of subscribers, it’s best to build the list first. Examples of ways you can build your email list include:

• Creating a pop-up on your website to encourage readers to subscribe
• Adding a call-to-action at the end of your articles asking readers to subscribe
• Giving readers the option to opt-in to your newsletter when they register to comment on the website
• Creating useful content readers can download when they register for your weekly newsletter
• Posting a call-to-action on your social media profile
• Adding a direct link to your subscription page in your social media stories
• Creating an exclusive social media group for your email subscribers to encourage readers to subscribe and join
• Pinning a social media post to encourage people to subscribe
• Organizing a giveaway to get people to sign up
• Promising exclusive content to subscribers

This may result in several lists that require creating and sending unique emails relevant to the types of emails that subscribers want. For example, you may have an email list of readers that subscribed to your weekly newsletter and you may have another list for those who subscribed to newsletters regarding new items in your online store. It’s important to respect these subscriptions and send the right emails to the right audience to avoid people unsubscribing.

3. Design your email

Design your message to reflect your brand. Try to create emails that follow the design of your website. Use the same colors, add the website logo and, if possible, use the same font found on your website. Save this customized template to use when creating all of your email campaigns.You may also choose to create two different designs to see which works best. This is when A/B testing is useful for email campaigns. It allows you to compare the analytics of the designs to discover which had better engagement.Related: Email Testing: What It Is, How It Works and Why It’s Important

4. Create your first email

Use text, images, videos and hyperlinks to create a dynamic email that engages your readers. When creating your email, keep your audience in mind and develop messages that may be attractive to ideal readers based on your buyer personas. This is helpful for deciding what type of email to send, such as if it’s better to create an image-heavy email with little text or an email with more text with several hyperlinks.Some other tips for creating a strong email campaign include:

• Personalize the email whenever possible.
• Be clear.
• Use actionable language.
• Keep it short.
• Highlight the benefits you’re offering your reader.
• Include options to reply to the email

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