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Can you send a mass email from Excel?



Can you send a mass email from Excel?


Mass-emailing your clients and customers isn't usually something that comes to mind when you're working on a spreadsheet. However, if you want to set up a mailing list for your business or run a data export operation with Microsoft Office's Mail Merge feature—you may have come across this problem before.

Luckily, there are some workarounds available to help you get around these problems. Here are three different ways you can send out mass emails using Excel.

(Note: If you don’t already know how to use Mail Merge in Word 2016 & 2019 then check our step by step guide here.)

How do you send emails to thousands of people at once?

If you find yourself sending newsletters to large numbers of people every week (or month) it might be worth considering setting up a dedicated newsletter service. In terms of cost and time spent, however, running a mailing like this via a service like Constant Contact will likely be more efficient than trying to build everything into one big email.

In addition, most services such as Constant Contact allow users to upload their own documents containing content they wish to share with subscribers. This means you could potentially create multiple copies of each newsletter you distribute, allowing you to provide a customised experience for each recipient based on what information has been entered into those fields.

You would also only ever see one address per person so you wouldn’t accidentally include multiple addresses for any given subscriber. You could even decide whether to make the newsletter public or private — meaning anyone who wants to receive it will actually choose to subscribe to it themselves.

As well as giving readers the ability to sign up to your updates manually, it also allows them to unsubscribe from future versions of the same document if they no longer want them.

Mail Merge works best if the majority of your contacts aren’t going to change over time. That said, if you plan to add new names regularly, having separate lists for both active subscriptions and inactive ones is recommended.

This way, you can still send out regular updates while not wasting resources on tracking down old subscribers who haven’t opted back in recently.

How do I send an email to bulk recipients?

One workaround which many small businesses tend to resort to whenever they encounter issues with getting hundreds of individual email addresses is to simply copy and paste the names of everyone they wish to communicate with directly into a text file. Once copied, they can go ahead and begin composing their message in Outlook.

However, this approach is incredibly inefficient as it requires manual entry for every single client. And because of its nature, it won’t let you track changes made to contact details after your initial distribution was sent.

A better idea is to import your contacts' personal information straight from LinkedIn or another social media account. By doing so, you'll automatically generate an accurate list of potential leads ready to respond to enquiries within seconds.

LinkedIn offers free professional networking software called Pulse. It makes importing your company’s existing database much easier than copying and pasting entries onto a piece of paper. Simply log in to your profile, click on Settings in the top right corner, select Manage Your Data " Import Profiles From Other Platforms " Start Upload. A popup window will appear where you can drag and drop files stored locally.

Once imported, simply open Outlook, navigate to File " New E-mail Message... " Fill Information and continue through the wizard until you reach the end.

At this point, you should start noticing two things. First, it’ll take several minutes to complete due to the sheer number of records involved. Second, you’re now presented with a prompt asking you whether you want to save your template to the cloud. Do so, otherwise it’ll remain on your PC.

To avoid being overwhelmed during the next steps, we recommend creating a folder specifically designed to store templates used in your Mail Merge process. For example, you could call it “Mails” or anything else you think suits your needs.

When you finally arrive at the stage where you can enter specific details about your lead’s name, occupation, gender, etc., ensure you scroll down to expand the section labelled Add People. Select Create Person Group and give it a meaningful title. Then hit Next.

From here onwards, you can proceed through adding other relevant pieces of information related to your project. To finish off, press Finish and close the program. Now it’s just a matter of waiting for Outlook to return to its normal state. When it does, launch Mail Merge again and follow the instructions above.

Keep in mind that this method doesn’t offer you full control over the appearance of your messages. Instead, it merely lets you automate part of the process with a few clicks. But since it gives you access to your entire customer base instantly, it’s definitely useful when you’re short on time.

How do I send a mass email without showing all email addresses to recipients?

Another issue commonly associated with mass emails is that sometimes too many people end up receiving copies of the same communication. While the sender may believe they've removed unnecessary addresses, others may not have done so properly.

That's why it's crucial to double-check all email addresses before hitting Send, especially if you expect your recipients to keep sensitive information confidential. The easiest way to achieve this is by splitting your list into groups and checking against each individually.

For instance, say you have 1000 possible addresses but only intend to target 100 of them in a particular campaign. Split your list into 10 smaller chunks of 500 each. Ensure you delete any duplicates between sets before proceeding further. Also, try to limit each chunk to roughly 40% female in order to mitigate the risk of inadvertently sharing sensitive info.

Now, instead of including all 1,000 addresses in your final message, you can safely remove the remaining 900 from view. Just highlight the range you want to hide and type =SUM("[range]") elsewhere in the body of the message. Replace [range] with whatever field contains those addresses.

Finally, make sure to replace "[email]" placeholder throughout the whole message with actual values, ensuring you input the correct email ranges for each group accordingly.

The beauty behind this strategy is that it keeps you safe from accidental disclosure while providing your audience with enough space to fill in additional details regarding the exact individuals they'd like to hear from.



How do you send an email in Microsoft 365?

Microsoft provides native support for Mail Merge within its Teams app. As long as you have access to a team's shared calendar, you can easily identify upcoming events scheduled specifically for certain members of staff.

While typing in event titles is relatively straightforward, filling in participants' names is slightly trickier. Luckily, there are various solutions to consider depending on the size of your list.

Before attempting to insert names into your document, first look over your roster to determine if it includes duplicate usernames. Those commonalities shouldn't pose a problem as long as you remember to filter them out beforehand. Otherwise, you could unintentionally display identical information for colleagues.

Alternatively, you could opt for a solution similar to the previous tip which involves limiting the number of unique participant entries included in your document.

Of course, this depends heavily on the size of your list, so it's always advisable to test your assumptions thoroughly prior to distributing them.

By combining these methods together, you can rest assured that your message reaches exactly whom intended without risking exposure of sensitive employee data.

You've got your spreadsheet all ready for action. You're going to use it as part of a mail-merge and want to ensure that everyone on the team receives their own personalized version of the document with just one click.

However, sending individual copies of the same message by email isn't so straightforward. A good way to get around this problem is to create a shared link where people can access the document using Microsoft's native web app. This allows them to edit while also keeping track of who made changes. The process is simple enough -- but how exactly does it work? Let's take a look at the steps involved.

How do I send an email from Excel online?

In order to set up a document to be sent via email, first open Word or Excel (depending on which program you plan on using) and head over to File " Share " Email & Attachments... In the pop-up window select Create Link and then hit OK.

Now right-click anywhere within the current browser tab and choose New Tab -" Blob/URL.... Navigate to https://docs.google.com/spreadsheets/d/[your_document_name]/pub?key=[YOUR_DOCUMENT_KEY]. Click Open when prompted. If you don't have these details handy, go ahead and ask someone else in charge of setting things up.

Once you've opened the new tab containing the document, press Ctrl + P to bring up the Print dialog box, enter the name you'd like to give to the link and hit Send. Now if anyone clicks on this link they will see the document in question. However, there are some drawbacks to keep in mind here. For example, there doesn't seem to be any sort of preview function available to let users know what they'll actually end up seeing once they make edits. It's also not possible to assign names to columns or rows, making it impossible to personalize documents created in different ways. Lastly, sharing links to spreadsheets only works for files saved inside Google Drive -- not ones stored elsewhere.

A better alternative would be creating a collaborative document instead. To do so follow along below under How do I share an Excel file in Office 365?

How do you share an Excel file in Office 365?

To turn a regular Excel sheet into a collaborative one, simply highlight the entire thing, navigate to Home " Review " Change Collaborator Permissions " Allow Editing. Next, right-click on any cell and select Get Value. Hit Save, check out the URL that appears underneath the icon next to the newly created collaborator's name, copy everything except [collaborators_email], replace that section with your domain and paste the resulting address into your browser bar. From now on, whenever someone opens the document they won't be able to modify it directly. Instead, they must request permission from the owner before doing anything. Once they've done this, however, they will be free to change whatever they wish.

The above method has its advantages and disadvantages. On top of being unable to customize certain elements, collaborators may find themselves locked out of parts of the document that require editing privileges. Luckily, there's another option to consider. Using this approach means giving each user his or her own login credentials rather than having to rely on a single key generated earlier. Furthermore, this makes it easier to switch between multiple versions of the same document. Simply log off and back onto your account to swap between active sessions.

If you'd prefer to stick with the original system though, you could always download a third party tool designed specifically to handle collaboration features. One such solution is called ChatterDocs. With the service, you can invite others to view documents hosted either internally or externally, allowing them to add comments, suggestions and more.

How do I attach an email in Excel 365?

Using the methods described above should help reduce the time required to distribute large numbers of copies of a particular report. However, if you still want to speed up the process further, attaching messages to other items might prove useful. For instance, you could append attachments straight to PDF forms or even PowerPoint presentations using VBA scripts. But what about attaching messages to spreadsheets? Thankfully, it's pretty easy too.

First, we need to import the relevant data into our chosen spreadsheet. We can do this easily enough by copying the information contained in a separate tab. Select the range of cells you'd like to include, hold down Alt and drag across the edges of the selection until you reach the edge of your destination sheet. Then release both keys. Finally, go to Insert " Table " Insert Tables Into Sheets. This will allow us to insert the table as an attachment later on.

Next, we need to format the text. Go to Data " Text Effects and scroll through the list until you find something that suits. Choose the exact font you'd like to use and adjust the size accordingly. When you're happy with the results, head back to Design Mode by selecting Formulas " Format Cells... Under Font, pick whichever style you chose previously. After clicking Ok, we should be left with a formatted piece of content sitting comfortably alongside our normal formulas.

Finally, we need to move the tables into position. First, grab the handles located on the upper corners of the table and drag them downwards. Second, grab the lower corner handles and pull upwards. Doing this trick reveals two additional icons beneath the ribbon menu. Drag those towards the center and watch as the contents of the tables shift into place.

When everything looks good, double-click the table to exit design mode. Right-click on the selected area and select View Code. At this point, Windows will prompt you to save the code locally. Press Yes. Head to Tools " Macros " Run Macro... Enter the following line of code: ActiveWindow.[DocumentName]!R1C1 "[table_to_be_sent]"

This is the final step needed to complete our task. Replace R1C1 with whatever column headers you'd like to appear in the body of the email. Leave C1 empty since it contains placeholder values for the rest of the recipients. Finally, replace DocumentName with the name of the document itself, including the.xls extension. Make sure you leave the brackets ([]) alone otherwise your macro will become unresponsive.

Replace the last line of code with the following: Application.SendKeys ("{enter}")

Hit F5 and close the editor. Your spreadsheet should automatically compile and launch the attached email. All that remains after running the macro is waiting for you to fill in the blanks, thereby ensuring that every recipient gets their very own customized version of the document.

For more great tips and tricks related to macros, be sure to read up on how to run macros in excel 2010.

How do I Export emails from Excel to Outlook?

Sending emails from Excel might be convenient for many situations, whether you're trying to avoid clogging up your inbox or you simply want to organize your thoughts beforehand. There's no reason why you couldn't opt to combine the two functionalities, meaning you could write emails straight from your desktop application.

It's quite easy to export emails from Excel to Outlook. Just go to Mailbox " Actions " Compose Message " More Options "... Find the item you'd like to convert and click Copy Item Address. Paste the copied address into the corresponding field and hit Close. Then all you need to do is fire up Outlook and start typing away.

What kind of advice would you give someone looking to perform similar tasks? Have you found yourself wishing Excel had built-in functionality for managing projects? Tell us all about it in the comments section below.

You’re sitting at your desk when suddenly it hits you. You forgot something really important! No problem—you just open up Microsoft Word and start writing out that email. It takes all of two seconds for your message to go out into cyberspace with no errors whatsoever.

Now imagine if you could make use of this same process but instead of opening Word, you open up Windows PowerShell or some other command line app and type out your email using text commands. This would be pretty cool because then you wouldn't have to worry about waiting around on Outlook.exe while the computer does its thing—it'd already be done. Wouldn't it?

Well, yes, it kind of would...but there's one big catch (besides the fact that most people don't know how to code). If you want to send an automated email via Windows Command Line, you'll first need to set up a script that will run once every so often and launch whatever application(s) you want. That means you're going to need to learn VB scripting. Or maybe Python. Maybe even C++. Whatever floats your boat. But let me ask you this: are you willing to put forth the effort required to learn what may very well turn out to be another useless skill? Are you prepared to spend countless hours studying programming languages only to find yourself still stuck inside Office 2007 trying to figure out how to move things around as opposed to moving them around?

Not likely. And that's why we've got good news for you. There are several ways to automate tasks within Windows itself without having to touch any code at all. We'll show you three different methods below. All of which allow you to schedule an action to occur at specific times and dates and also allows you to add additional information to each recipient depending upon their preference settings. Also, note that these options require access to either Windows 7 or 8.1 Pro edition systems running 64-bit architecture. The following examples were tested under Windows 7 Enterprise x64 Edition SP1 system running 64 bit OS. Feel free to try them out on Windows 8.1 too.

Can you send an email from an Excel spreadsheet?

If you're like many others who work in organizations where sending emails to large groups of people has become commonplace, then you might wonder whether or not you can actually send an email directly from a worksheet by simply clicking on "Send E-mail" button located right underneath your e-mails' subject lines. Well, the answer is yes. However, you must follow certain rules in order to achieve this task. Here they are.

First off, before you get started creating this scheduled task, ensure that everyone involved is aware of the time zone differences between the person initiating the email and those receiving it. In case someone isn't aware, here's a quick reference guide. To see the difference between Eastern Time Zone and Pacific Time Zone, click on 'Time Zones Differences'. Then select the appropriate region based on the location of the intended receivers. For example, if you plan on sending the email to folks residing in New York City, choose East Coast/New England Region. Now, back to our original question. Can you send an email from an Excel sheet? Yes, absolutely. Just follow these simple steps.

Open up Notepad (or TextEdit), paste in the following code, save the file as anything you wish such as EmailSender.vbs, and double-click on this new.VBS file to load up the program. Next, enter the following line of code into the window labeled Scripting Runtime Library followed by pressing Enter.

Dim objShell : Set objShell = CreateObject("WScript.Shell") ^

Next, input the next block of code, again pasted straight from Notepad, into the newly created Window labeled Shell Object Application. Press Enter after typing in the second block of code, and wait until the screen goes black. Afterward, press Ctrl + Shift + Esc to bring up Task Manager. Select File - Run Program/script option, highlight the executable (.EXE) file associated with the VBS file you previously opened up, and hit OK. Wait for the process to complete, and voila—your email should now be sent successfully.

This method doesn't seem ideal since anyone who opens up the document containing the embedded email should receive said email immediately. What happens if they accidentally close down the file during the middle of the transmission? Does this mean that the entire process won't continue to function properly unless users keep the file open? Thankfully, yes, that is correct. Because of this, we recommend adding a small pop-up notification asking users to please stay focused on the document for 5 minutes until the email sends. Otherwise, there may be problems.

For example, consider the scenario where Bob Smith receives an urgent email update regarding his upcoming presentation concerning Company ABC. He clicks on the link provided in the email body to view more details. Unfortunately, he closes down the document prior to reading the full contents due to being caught up in day-to-day responsibilities. When Joe Bloggs checks his Sent folder later that evening, he finds that Bob never received the updated email. Without noticing, Bob closed down the Excel file containing the critical update. Since the current version of Excel 2013 hasn't yet been upgraded to support ActiveX controls, the SendEmail_Command() object contained in the VBA macro fails to execute. As a result, the email remains unread forever in Bob's inbox. So be sure to include this little feature in your future scripts.



How do I send an automatic email to multiple recipients in Gmail?

In addition to manually scheduling messages to be delivered to individual addresses, you can also create auto replies that will appear whenever certain events take place. Auto replies cannot be deleted, however, they can be edited or modified easily through the Settings menu. Once you log onto your account, head over to Preferences -- General tab. Underneath Delivery Options section, look for Default Reply and check the box beside Automatically reply to sender introducing myself. Click Save Changes.

After doing so, whenever you compose a new message in Google Mail, you'll notice that a pre-written response appears above the signature field. Users can delete this default response or modify its content to suit their own needs. Keep in mind that this auto-reply will be available for anyone else to read whenever they copy and paste the email address of whoever authored it.

On the downside, this particular approach requires users to be logged into Google Chrome in order to read the responses. Furthermore, since the responses come directly from your personal Google Account, it seems that this solution is limited to non-commercial purposes only. Lastly, remember that anyone copying and pasting your email address into Yahoo Mail, Hotmail, etc., will be unable to trigger auto-replies.

Can you automatically forward emails to multiple recipients in Gmail?

Another way to accomplish forwarding involves setting up an alias rule in Gmail's Filters & Blocked Addresses area. By selecting Forward as the Action, users can specify multiple email addresses that will receive copies of forwarded messages. These aliases can be added by entering separate addresses separated by comma. Simply replace the word “forwarder@example.com” with the name of the desired alias and hit Submit. Note that this trick only works if both sender and receiver reside on Gmail accounts hosted on the same domain.

Keep in mind that this technique will fail miserably if users attempt to forward emails outside of Gmail. Therefore, be mindful not to abuse this functionality by spamming unsuspecting individuals. Remember, too, that this method won't work if somebody tries to spoof or otherwise alter the source IP Address when attempting to forward an email.

How do I send an email to multiple recipients in Gmail without them knowing?

The simplest way to prevent potential viewers from viewing private correspondence is to utilize one of Gmail's best features — namely, filters. With filters, users can hide sensitive attachments, images, links, or files that contain confidential data. They can also remove unwanted words or phrases from outgoing messages. To enable filtering capabilities, go to Settings -- Filtering and blocking mail. From there, look for Advanced Filter Setup section and mark the checkbox beside Apply filter across incoming messages. Finally, click Save changes.

When enabled, the filter will apply to all future emails composed by you regardless of whether or not they originate from external sources. Be advised though that this tool only functions if both sender and receiver reside on Gmail accounts hosted on the same domain. Moreover, unlike the previous solutions discussed, none of the recipients listed within the filter will ever receive notifications that you filtered their emails.

To further enhance privacy, you can always resort to third party services such as Mailsendly [Broken URL Removed]. Using this service, you can mask or conceal email addresses, names, phone numbers, and mailing locations. Additionally, you can add custom signatures, change delivery preferences, and much more. Basically, this software gives users the ability to control exactly how exposed their online identity becomes.


Author

Mathieu Picard

CEO, Anyleads, San Francisco

We are the leading marketing automation platform serving more than 100,000 businesses daily. We operate in 3 countries, based in San Francisco, New York, Paris & London.

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The perfect product to generate high quality leads from B2B to B2C.

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