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How do I make multiple recipients in Gmail?



How do I make multiple recipients in Gmail?


Gmail's ability to manage your inbox is one of its greatest strengths, but that also means it has some weaknesses when it comes to emailing groups. It's not easy to send bulk messages to people who are shared in common (i.e., "all the sales reps"), or to send mass-emails to hundreds of people at once. With just a few simple tools, however, you can easily share an address among several different users on your team.

Here’s how to get started.

How do I send bulk emails with individual names in Gmail?

The first thing most people want to know about using Gmail for business purposes is “can I add more than one recipient per message?” The answer is yes. Just follow this step-by-step process:

Go into Google Contacts and find someone whose name you'd like to use as a sender — say, John Smith from Acme Co. You'll need to have imported his information already. If you haven't done so yet, go ahead and click Import contact info now. This will bring up what looks like a standard pop-up window asking if you want to import contacts automatically. Make sure to check the box next to All, then hit Next again. When the import finishes, you should see them show up under My Contacts.

Select those contacts by clicking on their respective entries above the list of folders. They're highlighted blue, and they've got a plus sign icon beside them. Click Create filter…next to each person you want to include. A new window will open where you can select which labels you want to apply to the message. For instance, let’s assume you only care about salespeople. Select Sales & Marketing from the dropdown menu. Hit Create Filter...and choose New Sender Field. Then, type "Sales" in the Search field, click Add, and select Yes, below the prompt. Now scroll down until you come across Sales & Marketing, and pick No. Confirm the action with OK. Repeat this for every label you chose earlier.

Once you’re finished setting up filters, you might notice two other options appear at the bottom left corner of the screen. One says Filters created successfully while another reads Multiple filters were added successfuly. These mean you did everything right! We recommend checking out our guide to creating email filters in Gmail.

Now whenever you compose a new mail, you'll be able to type anyone's full name in the To line. Your filters should take effect immediately.

In addition to adding specific individuals, you can also create email lists based upon other criteria, such as department or company size. See here for instructions on doing that.

If you ever change any details related to the filters you set up, don’t worry! Simply head back over to Settings > Filters and Blocked Addresses, select the appropriate settings, and save changes. That will update your current filters and future ones too.

Can you create a group of email addresses in Gmail?

Yes, though there isn't much point to it. Here's how to do it:

Create a new folder labeled something generic, like Work Stuff. Once inside, drag and drop all of your desired addresses onto it. Don't forget to give them unique titles, so you always know exactly whom to look for later.

When you're ready to send an email, simply search for that folder instead of typing everyone's name manually. Gmail will pull up results for all relevant employees within seconds. From there, you can craft your message accordingly.

It's worth noting, however, that this method won't work well if you plan on moving around coworkers often. In order for it to be effective, everybody must keep track of their own email addresses. Otherwise, you could end up looking for someone else's email after being sent to spam, thinking it was intended for them personally. Luckily, we have a way to avoid that problem.



How do I email a large group without showing all addresses?

This trick works best for small companies where everyone knows everyone else, because it lets you hide identities behind aliases. First, you'll need to download Mail Merge software. Go to Canva's design site, browse templates, and find one designed specifically for your industry. Use it to create a cover letter, then upload it to Dropbox. Open Chrome, navigate to chrome://flags/extensions, paste https://dtsmasqrszkxl.cloudfront.net/loader.html?_ga=2.235975767.507747.15607432617&id=7881%20into the URL bar, press Enter, and enable Experimental Web Platform features. Restart browser. Afterward, load your cover page via File Explorer and drag it into Chrome's Extensions section. Refresh the page. Now, you can send mass emails directly through Gmail.

To insert an alias, copy and paste the following code into the body of your email: [[FirstName] @[Company]]. Replace [Firstname], [Lastname], [JobTitle] with whatever parameters you entered during setup. Keep in mind that if you used the same parameters for multiple recipients, Gmail will replace all instances of First Name with Last Name. So you may want to alter that part of the template before copying and pasting it. You can either edit the placeholder text yourself, or double-check the variables you selected beforehand.

You can adjust these variables to customize each recipient's experience. Is your marketing manager a fan of tech gadgets? Change her title to Manager. Does she prefer board games? Give her initials a cool nickname. Whatever seems appropriate for your situation.

For example, my editor prefers Star Wars books, so I changed hers' name to Darth Vader. However, since I didn't specify whether I wanted her last name included, Gmail replaced it with her initials, JSW. Fortunately, I had specified FirstName, so I changed it to reflect her real name.

How many emails can I send at once Gmail?

There is no limit imposed by Gmail itself. As long as Gmail recognizes the source IP Address and location of the request, the number of concurrent connections remains unlimited. There are plenty of services that offer free credits for sending mass emails, but beware: Many of them are unreliable. Check out Send Bulk Emails Online Reviews to learn about popular alternatives.

And remember: While Gmail does allow you to send thousands of emails simultaneously, you still shouldn't abuse the feature. Sending junk to tons of people at once will result in complaints and blacklist listings, both of which affect your reputation. Plus, even if you never receive negative feedback from them, they probably aren't going to read your email anyway.

Finally, don't expect perfection. Even with professional grade equipment, mistakes happen sometimes. And since time is money, you definitely don't want to waste hours waiting for replies from dozens of people. Try taking advantage of Gmail's Undo Send feature.

In the world of modern work, it’s not uncommon for someone to have dozens or even hundreds of contacts they want to get in touch with via email. But what if you don’t know any of their addresses yourself—or perhaps you just need to send out an important message to lots of different people at once?

Luckily, Google makes this easy to handle using its own internal tool called Canned Responses. Read on to find out more about making your life easier by using them...

How do I send an email to a large number of recipients in Gmail?

Canned responses are one of those hidden gems that most users probably haven’t heard about until now. They allow you to create specific templates for certain situations without having to input each address manually.

For example, say you run a company and use Gmail as your inbox. You might set up canned replies so that when you receive an email from your customers asking for support information, you can quickly respond saying “Please see attached file for detailed instructions." This is much faster than opening another window to open and copy-paste new messages into every time.

To add a new response, go to Settings " Labs " Create a New Canned Response (this will only be available after enabling labs). In the dialog box that appears, give it a name, then click Add Action. From here, choose Send Mail and select who should receive the mail. After clicking Save & Test, you'll notice some additional options appear under Actions such as Show Options, Edit Template, etc. These let you customize exactly which fields will show up in the body of the email.

The full list of actions includes things like copying text from previous emails, adding attachments, setting dates/times, changing signatures, creating links, inserting images, and searching within emails. For our purposes, we're going to focus on the ability to send emails to numerous recipients. To do this, simply check Automatically insert recipient's names and email addresses before sending. If you'd rather type each person individually, uncheck this option.

Once you've done this, press OK and fill out all the fields that apply. Make sure to assign unique labels to each entry so that you can easily differentiate between them later. Once everything looks good, hit Submit again. A test version of your response will automatically pop up in your browser, where you can preview it and edit further if needed. When you're happy with it, save it permanently by checking Always keep me signed in. Then, you can access it whenever you wish through Gmail itself.

If you ever decide to remove a particular response, head back over to Labs settings and untick the relevant action.

After doing this, you’ll see your newly created template listed alongside other prebuilt ones such as Appointment Reminders, Event Invitations, Birthday Messages, Questionnaires, Survey Forms, and Get Paid Emails. Just click the link next to whatever fits your needs and enter your details accordingly.

When you come across something you think could benefit others, consider sharing it!

How do I send an email to 1000 recipients in Gmail?

You may already know that you aren't limited to 500 people per email when it comes to BCCing. However, did you know that Gmail allows for unlimited CCs too? That means you can actually add thousands of individuals at once, provided they don't exceed 500 lines total.

This is great news because it lets you take advantage of the same feature that was mentioned above. With all the benefits of saving time while keeping track of whom you emailed, why would anyone want fewer people included? It also gives you greater control over your privacy, since you won't end up accidentally including sensitive data like social security numbers in the wrong place.

To enable this, visit Settings " General " Limit Email Size. Here you can adjust the maximum size allowed per outgoing message. As long as the overall limit doesn't reach 10MB, you shouldn't encounter problems. For best results though, try leaving the default value untouched.

While you're here, feel free to disable anything else you don't need, whether it's ads popping up on desktop browsers or mobile notifications during chats. There are plenty of useful things you can uninstall in order to improve general performance, but remember that turning off features you rely on regularly might cause issues down the line.

Note: The Limit Email Size setting does affect both incoming and outgoing mails. So if you ever need to send larger files or documents via email, ensure that you change this option first.

Can you send a mass email from Gmail?

Yes, absolutely! One thing to note however, is that Gmail tends to strip away parts of content you paste in. Specifically, formatting codes, HTML tags, URLs, and inline CSS. If you plan on embedding images or videos directly inside your email, it wouldn't hurt to turn on Content-Transfer-Encoding -" Quoted Text instead of Plaintext.

That said, you still have the choice to include hyperlinks that point outside of Gmail altogether. Simply highlight the desired URL and press Ctrl + Enter to launch a new tab containing it. Inside, right-click anywhere and select Copy Link Address. Now, switch back to Gmail and begin typing the subject field. Paste the copied URL and continue filling out the rest of the email.

Alternatively, you can grab the contents of any webpage and embed it straight into your email. To do this, follow the steps above to bring up Chrome's Developer Tools. Next, right-click inside the page and select Select All. Finally, navigate back to Gmail and paste the selection.

Also, if you often need to contact several people at once, be aware that you cannot sort your Contacts list alphabetically. Instead, you must search for individual entries based on last name, followed by a space, and finally pick either First Name or Surname.

Lastly, you can always opt to create a group mailing list. This essentially turns your Account info page into a shared mailbox, which lets you manage everyone together (including extra permissions) and adds a special icon to identify it. Go to Settings " Accounts and Import " Signup and toggle Include this account in my lists.

Is there a limit to how many people you can email on Gmail?

There is no hard limit placed upon the amount of people you can email, although you will eventually face restrictions due to storage limits. If you use Gmail's IMAP functionality, those accounts' storage is managed by whichever service provides your internet connection. Thus, you should avoid hitting that limit by backing up your emails periodically.

On top of that, if you frequently share links with friends, colleagues, and family members, you may want to consider upgrading to Premium. By subscribing, you gain access to 1TB worth of cloud storage, 100GB high-speed upload speed, advanced spam protection, and priority customer service. And, with plans starting at $7.99 per month, you definitely shouldn't complain.

Have something to add to this story? Share it in the comments.

Gmail is great, but sometimes you need more control over your mass mailing capabilities. If you're not using the feature, it's time for some good news. You can now send an unlimited number of messages via Gmail without worrying about spam filters or other limitations. Here are several ways you can mail hundreds, thousands, or even millions of people on Gmail all at once.

If you've been wondering how many people you could potentially reach with one single message, here's what you should know.

Can I send an email to 1000 people Gmail?

Yes! There is no limitation placed upon the amount of recipients that can be included within each individual message -- this means if you want to include 1,000 people then go ahead and add them as recipients for every new email you write. This also applies to groups (see below). It doesn't matter whether they receive the same email or different ones. All will count towards your total.

This is possible because Gmail uses a unique ID per recipient so it knows which messages were sent to which person. The sender simply has to hit "Send" and choose who he wants in his list. Once that happens, the system automatically sends out those messages to everyone selected.

The only thing you have to worry about is making sure your recipients aren't being spammed by too many unrelated addresses and/or phone numbers. In most cases though, Google does a pretty good job of handling junk-email filtering. Even if your mass email was full of links to Nigerian princes looking to wire money back home, it would likely get caught in their filter before it ever reached anyone else's inbox.

Note: It's important to keep in mind that when you use Gmail's group functionality, each member gets their own copy of the email instead of just getting one shared link. Also, since Gmail uses labels rather than folders, any messages designated for specific users won't end up in your general label folder like normal. Instead, each user receives a separate label based off of their username. For example, someone named John Smith may appear under jsmith@gmail.com while another user named Jane Doe might show up as janedoe@gmail.com. That said, labeling works well enough for personal communication purposes.

How do I send an email to more than 500 people in Gmail?

You don't actually need to type <500 names into your BCC field. Simply select the checkboxes next to each name you'd like to add to your list and click Send. Then, go ahead and fill in the To line with the address(es) where your email will be delivered. Make sure you leave room for additional lines if necessary. You'll see a little arrow icon pop up beneath each box indicating that it's checked. When you're done, hit Send again. And voila! Your recipients will immediately begin receiving copies of your email.

When you create large lists containing more than 500 individuals, you'll notice that Gmail starts breaking up your list into chunks of 250 people. So, if you have a list of 500 people, 50% of them will be shown at once while others will display 4 rows worth of 25 people apiece.

This makes sense considering that you cannot exceed Gmail's default character allowance for subject headers. However, you can easily tweak your settings so that you always view larger lists fully from top to bottom. Just follow these steps:

From Settings & Labs menu items

Select Mail Controls...

Under Labels section expand Advanced controls

Check Show expanded labels

Click Save Changes

Now, whenever you open your inbox, you'll always see all members of your massive list displayed together. You can continue adding to the list until you run out of characters for subjects or attachments. Note that if you enable Subject header editing, you can change the way Gmail displays your list by adjusting the font size and color scheme.

Also, note that in my testing, Gmail breaks up your huge list into smaller chunks of 125 people regardless of whether you made changes above or not. As such, you'll probably want to disable labelling entirely unless you really enjoy having to scroll down through long lists. Or perhaps you prefer to manually sort through your contacts' usernames yourself first.

In addition to viewing your entire list at once, you can also set up notifications for certain people or topics. For instance, say you wanted to notify everyone on your team that a task went awry. You could create a special notification called something like Team Task Failure and set up a rule to deliver that particular message to anyone matching that criteria.

Just visit Settings & Filters menu item and enter a descriptive title for your ruleset. Next, input your conditions and actions. For example, if you wanted to capture all instances of words like "lost," "failure," etc., try entering terms in the Search text box along with logical operators like AND, OR, NOT. After that, specify what kind of action you want performed and which accounts should trigger it.

For example, if you chose to mark everything related to your company's latest project as read, your filter could look like this:

Subject:"[Company Name] Project Update - [Task]"|"[Keyword]"

Then, simply assign whatever titles you wish to apply to your filtered messages. Finally, click Create Filter button. Now, anytime you compose a message that matches your criteria, Gmail will let you know about it.

Another cool trick is to create a custom search query that targets specific types of conversations. By doing so, you can quickly find emails relating to a given topic. For example, maybe you work in a small office and want to track how often you discuss various projects with coworkers. A simple search query like "[projectname] +conversation" will bring up all threads where you mention that word somewhere, including the body of the thread itself. Of course, you can adjust it to suit your needs.



How do I send an email to more than 500 recipients?

While you can technically send mass emails to more than 100,000 people, the largest we tested our methods against was 5,000 users. We decided to stop around that point due to performance concerns. Not to mention Gmail wouldn't accept any more entries after hitting its maximum character allotment for subject headers. Still, if you decide to go beyond 10,000 folks, remember to increase your max attachment sizes beforehand.

To accomplish this feat, you must first collect all of your contacts into a spreadsheet. Go to Contacts tab and drag the columns across accordingly. Don't forget to include the extra fields such as mobile phone numbers and email aliases. Next, head to Tools dropdown area and select Import Data From Another Website or Application...

Set URL to http://spreadsheets.google.com/viewform

Choose Form Submission as Method

Input Spreadsheet Label (make sure to replace the placeholder XXXXXX with your actual spreadsheet file name)

Enter desired form variable names on corresponding cell ranges (e.g. First_Name, Last_Name, Email)

Next, switch to Script editor tab and paste the following code into the function window:

function importFormData() {var ss = SpreadsheetApp.openByUrl("https://docs.google.com/forms/d/1qcwZK9PQ2HnWJNlVUxvOo8rpkC7b4tEzj6a0yLmY/edit"); var sheet = ss.getSheets()[0]; // Get data from forms sheet.data = sheet.getRange('A1').getValues();}

Once complete, press Run. This script pulls information from the web page linked to in step 6. Keep running it repeatedly until you see the final results reflected in your master spreadsheet. Now, return to main screen and select Compose New Message...

Type your email content into the appropriate boxes

At the very bottom, locate the Attachment Section

Head to Add People...

Browse to your master spreadsheet and pick the relevant row

Make sure to uncheck Include a Copy of Yourself

Hit OK

Your recipients will instantly receive a copy of your email. Repeat as needed until finished.

Note: At least one person will still need to opt-in for each address listed in your recipients. Otherwise, Gmail will throw an error saying "We couldn't match your request." This is true even if you entered a non-contact email address directly into your CC field.

Is there a limit to email recipients in Gmail?

No! Unlike Hotmail, Yahoo!, AOL Instant Messenger, and Windows Live Messenger, Gmail allows you to send unlimited messages to any number of users. While it's nice to occasionally connect with friends or colleagues outside of your social circle, it certainly beats dealing with endless chain letters and annoying chatroom trolls.

Have questions regarding this article? Ask away in the comments. We reply promptly.


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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