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How do I send a mass email attachment from Excel?



How do I send a mass email attachment from Excel?


I'm sure many of us have been there before - you're working on an important spreadsheet that has hundreds or thousands of rows, and you need to get it out into the world as quickly as possible. You want to avoid manually copying and pasting each row one at a time, so what's easiest way to export all those people's information? If they had Microsoft Office installed on their computers, then perhaps you could just select "Send To" Mail Recipient Toolbar option and click Send... However, if most of these people don't even know how to open up Word (or any other word processing software), this method probably won't work too well. There are three methods we can employ to solve our problem.

The first is writing VBA code which allows users to choose certain cells within a range of cells by selecting a drop-down menu. This would be useful if you wanted to copy/paste large amounts of data between sheets. For instance, let's say you want to send 1,000 names from the A column in Sheet1 to 500 recipients listed in another sheet called 'Recipients'. Here's a quick script you might write yourself:

Sub MassMail()Dim i As IntegerFor i = 2To 100DoEvents.Press While Not Intersect(ActiveCell, Range("B2", Cells(Rows.Count, "A").End)) Is NothingNext i End Sub

Once you've typed up this piece of code, save it under Tools & References. Now go back to the original sheet where you want to paste the data. Select the desired cell containing the name, e.g., B3 below, and hit F5 to run through the macro. The user now selects the number of columns they wish to transfer. In my case, I'd like to move only the names over to the next worksheet. So I'd highlight the last four characters of Column A ("Cells(4,"A")"), press enter, and drag down until the end of the selected text is at the bottom of the screen. Once done, right click anywhere inside the highlighted area and select Format Control + Enter to insert new line character.  Now you should see something similar to this image:

Copy the contents of C7 till the very end of the page. Paste in the same manner as above by highlighting the last 4 characters ("Cells(4,"A")")". Then right click inside the newly created space and select format control + enter. Do not delete anything after the new lines. We'll come back to this later when we import all the data into Outlook.

Unfortunately, this isn't a perfect solution because some people may accidentally misspell their own name. Also, it doesn't really allow for multi-line addresses. Let's take care of both problems. First off, let's make sure the recipient address is always entered correctly. Go ahead and type the following code into your existing macro:

If Len(Split(ActiveCell.FormulaLocal, "@"))=0 And _

Len(Mid(ActiveCell.AddressLocal, InStrRev(ActiveCell.AddressLocal, "$")))=0 Then MsgBox ActiveCell.Value Else Exit Function

You can edit the code however you prefer. Just remember to leave the final two lines intact. Next, let's modify the Macro to accept a comma separated list instead of individual cell references. Simply replace the line of code where you used Mid function with Split(). It looks like this:

Select the entire section of code, including everything from Dim i As integer..."Right Click"¦Format Control+Enter-"New Line Character"¦Paste. Delete everything but the highlighted portion. Edit the highlighted portion of the copied code to read as follows:

Range("$A$i","'[your_sheet]'"& Len([your_sheet].range("$A$i", "[your_sheet].").end)

Replace [your_sheet] with whatever tabel header you named your table. The len command tells the program how much items exist in the array. Since we provided a specific length, it knows exactly how long each string will be. We also added quotation marks around the whole thing so that it understands its parameters properly. Run the modified code once again. This time, try changing the number of columns being transferred from 7 to 20. Make sure to change the destination sheet name for every subsequent run. When finished, simply highlight the selection and run it via the VBA editor toolbar. All the recipient info should appear in their respective tabs.

Finally, let's connect all the pieces together. Open up your target document in Google Docs. Go to Insert-"Table"-Click OK. Choose the appropriate delimiter style (e.g. Comma )and set it to No Quotes. Drag down to the bottom of the page. Highlight the entire selection, right click, and select Format Table. Ensure to check the box labeled "Merge Across Empty Rows." Finally, click on File " Save & Publish. Your spreadsheet should now automatically update itself whenever you run the macro. Remember to include the headers!

Here's what the completed result looked like in the target document:

One more tip - if you ever decide to remove someone from your mailing list, you can easily do so by editing a single entry in your source table. Right click on the row and select Edit Row....Change the value in the Remove From List field to Yes. That person will no longer receive future emails from you.

How do I send a mass email from a CSV file in Gmail?

In addition to creating spreadsheets full of contact information, Excel can actually be used to manage contacts as well. One great example of this is importing phone numbers directly from a.CSV file.

There are several reasons why doing so may prove beneficial. By far, the biggest reason is speed. Many times I find myself trying to sort through dozens upon dozens of entries looking for duplicate records. Using Excel's built-in capabilities makes this task infinitely easier than having to sift through the list by hand. Another benefit of adding phone numbers from a csv file is that sometimes companies may block access to their customer service reps by email. Instead of having to explain to your rep why you were unable to answer his call, you could simply attach the relevant report showing he was unlisted.

Another nifty feature of this process is the ability to filter out certain types of calls such as SMS messages. Most carriers provide customers with a web interface that enables you to search for particular keywords associated with spam texts. By filtering out such messages in advance, you can drastically reduce your monthly bill without missing out on any important notifications.

We're going to walk you through step-by-step how to accomplish this feat. Start by opening up Excel. Create a brand new spreadsheet. Add columns for Name, Phone Number, Type, etc.. Import your.csv file by navigating to Data-"Get External Data-"From Text Files-"Import.

When prompted, browse to wherever you saved your file. Check the box beside Include Header Row. Then check the box next to Match Fields. After clicking Finish, Excel should pull all the pertinent details from your.csv file. Select your preferred options on the Display Options window.

Next, head over to Contacts-"Create Contact Groups. Under Categories, pick Mobile Phones. Change the Label to Message Types. On the Actions pane, scroll down and pick New Group. Give it a label and give it a meaningful description. Repeat this procedure for whichever categories best suit your needs. At the moment, I am grouping all mobile phones into one category. Keep in mind that you can assign additional labels to groups based on the criteria that suits you better.

Drag and Drop each group onto the left side panel. Notice how each icon displays the corresponding message type. Double-click on each icon to expand the drop down menu. Pick either Call or Text depending on whether you want to show the caller ID or not.

Head back to your main spreadsheet. Head over to Ribbon-"Data-"Sheet Properties-"Protected View. Turn protected view on. Now, when viewing the target document, you shouldn't be able to perform any edits unless you have admin rights. Unfortunately, anyone who views the document while logged out will still be able to manipulate the data. Luckily, Google provides a neat trick that lets you circumvent this issue. Navigate to the folder where your target document resides. Inside that directory, upload a public HTML version of your document.

By uploading an index.html file into the root folder of your document, you essentially tell Chrome to serve files located outside of your current path. It does so by referencing relative paths rather than absolute ones. Thus, we must change the location of our HTML file to match the actual location of our target document. Simply navigate to Documents-"My Computer-"Desktop-"Google Drive-"Docs-"Your Document Folder-"Index.html. Upload the file and rename it Index.htm.

Go back to your target document and switch Protected View off. Refresh the page and voila! You're free to make changes.

How do I create a mass email list from excel?

If you're like most people, you have probably received an email at some point that said "Attached is a file" or something similar. That's because Microsoft Outlook has several features that allow users to attach files of any type (including other types) directly into their outgoing messages without having to go through the tedious process of manually attaching each one. Attaching multiple documents isn't as easy as it sounds, though. If you've ever tried it yourself, you know how much time can be spent copying and pasting text over and over again just so you can add more than one document to a single message. It gets even worse if you want to change anything within those attached docs after they are added -- you'd need to open up all of the individual attachments separately, modify them individually, then re-attach them all before sending out your new email. This can get very annoying when there are many files involved.

Fortunately, there are three methods available to help solve this problem. In this article we'll take a look at these methods step by step and explain exactly what they do. We'll also show you how to use them together to effectively manage large amounts of data while maintaining control over everything. Before moving on, make sure you read our tips below!



How do I send bulk emails with attachments?

There are two main methods used to create custom mass mailing functions in Outlook. The first method involves creating VBA scripts which let us perform certain actions on groups of records. These macros can be written entirely in Visual Basic language and are designed to automate tasks such as adding rows, deleting rows, saving changes, etc. A macro can be thought of as a set of instructions that runs automatically whenever a specific event occurs. For example, when you click Save Changes, a macro may run that creates copies of selected cells, moves them to another sheet, sorts the copied cells alphabetically, saves the workbook, closes Word, opens a second application called Notepad, enters information regarding the creation date/time and name of the user who created the copy, and finally sends the entire thing via e-mail. Macros aren't limited only to running upon events triggered during a user action -- they can also execute based on system triggers, too. When writing code inside of a macro, you tell the computer exactly what conditions must occur in order for it to continue executing further commands. You could choose to write a script that simply adds 50 names to a list, but instead of waiting until you save changes to send the results of that command right away, you would instruct the program to start doing whatever task immediately once the Macro button was clicked. Once you begin programming, you'll soon see why automating repetitive processes makes life easier.

The second option allows you to insert formulas into columns or rows rather than selecting ranges of cells and typing out a lengthy string of code. With these formulas, you can manipulate data using various mathematical equations and logical operators. To access this feature, select the range(s) containing the data you wish to edit, enter =sum("number_range") in a cell next to where you plan to display the calculated value, and hit Enter. Make sure that number_range refers to either numbers or letters representing the column headers of the spreadsheet you intend to calculate values from. Hit Enter again and voila — the formula should now appear in the specified row. Repeat this procedure and place the result anywhere else on the spreadsheet you desire, and you'll end up with a formula inserted wherever you chose to input the calculation. While less powerful than coding, these formulas tend to be faster overall since they don't require additional steps to complete (e.g., compiling).

How do you do a mail merge with attachments in Excel?

Mail Merge is essentially combining separate pieces of data into one master piece of information. Mail merging requires a source database that contains personal data related to recipients of the data being merged. One way to accomplish this is to download sample databases online from free sources such as MyDBList.com. Another good way is to import existing spreadsheets from CSV (or.XLSM) format onto Excel. Both options are great choices for beginners looking to learn how to do a mail merge. However, if you already have a database stored locally on your hard drive, importing data is often a better choice since you won't lose track of important data if things crash mid-process. There are plenty of tools available to convert local spreadsheets to CSV formats, including both simple applications as well as professional software packages.

Once imported, you should notice that the layout of your contacts looks familiar. At the top left corner, you'll find fields labeled Name, Address 1, City & State, Country, Phone Numbers, E-mail addresses, Fax Number, Notes, Birthday, Company, Department, Website URL, Relationship, Home Page, Sender ID, Auto Responder, Time Zone...and more. Each field corresponds with a column in your original table, allowing you to easily identify which column represents which contact entry. Select All Contacts in the upper right hand side panel and double click to highlight the entire group. Next, head down to Insert " Formulas. From here, check off Data Tools " Fill Handle and drag it across the bottom of your chart horizontally until you reach the last row of data. Double click on the empty space above the last row of data and paste the following line into the body of the form.

=VLOOKUP($B$2,Data!A1:C50,3,False)

Hit Enter and watch as Excel fills in every instance of John Doe's address from the previous page with his corresponding phone number and home address.

When finished, press Ctrl + X followed by Delete to delete the extra blank rows. Then, close the window by clicking File " Exit " Yes. Your newly filled spreadsheet should now contain all of your desired entries ready to be sent out in a timely manner.

Can you do a mail merge with Gmail and Excel?

So far, you learned how to send out massive quantities of electronic correspondence using Outlook. But did you know that you can combine these same techniques into a workflow designed specifically around Google Chrome's popular web browser? By utilizing a combination of HTML forms, JavaScript scripting, CSS styling, and PHP processing, you can transform an ordinary website into a fully functioning frontend for a customized mass marketing campaign. Creating automated solutions for common business problems is a fantastic way to reduce costs associated with manual labor, yet still maintain full control over the content of your communications.

To pull off a successful mail merge using Gmail and Excel, you will need to follow a couple basic rules. First, ensure that all tables included in your merge function contain identical formatting. Second, ensure that all of your fields exist in the correct locations relative to one another. Third, ensure that your recipient lists match perfectly between Excel and Gmail. Fourth, ensure that your data matches absolutely precisely between Excel and Gmail. Fifth, ensure that your data includes no spelling errors whatsoever. Sixth, keep in mind that your recipient names might not always correspond directly to your contact lists. Therefore, if possible, try to avoid using abbreviations or nicknames unless necessary. Lastly, remember that you cannot simply copy and paste strings of data back and forth between Excel and Gmail. They must be converted using the appropriate tool. So, please bear this rule in mind when designing your spreadsheet. Also note that sometimes, you might have to resort to exporting your Excel data as a.CSV file and uploading it to your Gmail account. Doing so converts your data into comma separated variable (CSV) format, which means that your recipient information doesn't become part of the actual data itself. Instead, it becomes embedded in quotes surrounding your variables. An example of this is shown below:

John Smith

123 Main Street

Cityville, VA 2345

johnsmith@gmail.com

Firstname Lastname

And instead of appearing as one long block of text, it appears as follows:

How do I send bulk emails with attachments in Gmail?

Gmail offers a variety of useful options for sending emails quickly. Most importantly, however, is its ability to handle large datasets with ease. Unlike Microsoft Office, Gmail does NOT require users to install special plugins or extensions in order to utilize functionality. Because of this, Gmail excels at handling large volumes of incoming traffic. As mentioned previously, you can upload CSV files straight to your Gmail inbox. Alternatively, if you prefer working in Excel, you can export your data as a.CSV file and upload it to your Gmail account. Simply log in to your Gmail account and navigate to your profile settings located under Settings " Forwardings and POP / IMAP. Under Accounts tab, scroll down until you spot Send big emails. Click Edit next to On and enable Allow Large Emails. Finally, click Add Subscribers and fill in the details.

After completing these final steps, you should receive a confirmation email stating that your account is active. Now, anytime you feel the urge to send out hundreds of emails all at once, simply fire up your favorite browser and visit https://www.google.com. Just login with your credentials, and you'll instantly see a dropdown menu with dozens of prewritten messages sitting right beneath your username. Choose whichever message suits your needs best, type in the subjectline, hit Submit, and bam - your email is sent!

Sending an email is usually as easy as typing out the message, clicking on Send, and waiting for it to go through. But what if you want to send an email that contains multiple messages with attached files or documents? Or how would you like to send a single large file to many people at once? Is there a way to automate this process so we can avoid all of those repetitive clicks and long copy-and-paste sequences?  In short - yes! There are several methods you could choose depending upon whether you have access to Outlook (or other email client) and which version of Microsoft Office they run under. If not, you might just need to wait until next year's release of Office 2013.

There are three main methods to attach data into an email using Excel 2010 & later versions. Each has its own advantages and disadvantages but each method also requires slightly different approach and/or additional software. Below you'll find step by step instructions for implementing each option. We've broken down these steps further below based on specific requirements of our readers. You may select one of the options or even combine more than one.

Can you use Word mail merge with Gmail?

If you're looking for something simple that doesn't require any special configuration, then try Word Mail Merge feature included with Windows 7 and newer editions of MS Word. It allows users to create letters, cards, newsletters, etc., without having to install third party applications. With Word mail merge, first you'll need to prepare the document containing names, addresses and contact information for recipients. This should be done before attaching documents to ensure everything matches up correctly. Next, open the spreadsheet where you'd like to add contacts info, fill in necessary fields such as name, address, phone number, e-mail address, etc. Then save the resulting file as.docx format.

Now head over to Google Docs account, log in and click "Create" button. In the pop-up window, type your letter subject line and start writing your letter while filling in the details per your source document. When finished, click on "Send For Approval". A new tab will appear asking you to review the content. Click "Approve", hit enter and continue saving your draft as.odt document. Now right-click anywhere inside the text body and select "Mail Merge... ", pick "Merged Document..." as application, and insert the.odt file. That's it! Your entire email will now show up automatically after hitting Send.

Unfortunately, the above solution won't work properly when recipient's names contain non-English characters (e.g. Chinese). Also, the ability to customize the layout isn't available here either. The second drawback is lack of support for images. So if you plan to include a picture in your email, make sure you place it outside the merged section. One last thing worth mentioning is that since Word mail merge uses only standard fonts, some recipients may encounter problems viewing your email if their system does not recognize the font used.

One final note - if your target audience consists mostly of business associates, don't use this tool. Instead consider creating a separate list of contacts and simply share the link to your document instead. This is because Word mail merge service includes spam protection features for personal accounts, which means every time someone opens your message, they must opt-in manually. On the contrary, public lists such as Hotmail users, Yahoo Mail subscribers, Facebook Connect Users, LinkedIn memberships, etc. allow automatic delivery of your message. And best of all, you can set up this functionality yourself.

How do I merge Excel and email?

For those who prefer doing things manually, follow these directions:

1. Open your Excel sheet and navigate to Data Tab " Home " Fill Handle Text Boxes. Here, double-click on first cell and change Type field to Name. Repeat this action for remaining cells. 2. Head back to Sheet2 tab and scroll down till you see column headers. Highlight desired header(s), hold Ctrl key and drag them across columns heading row. Note that you cannot move selected items individually. Only whole rows can be dragged&dropped. To drop highlighted item(s) onto another column, highlight both columns together and press Shift + Down arrow keys simultaneously. 3. Right-click on top of uppermost cell within range of dropped items. Select Format Cells... 4. Choose Alignment radio box and assign appropriate value to Horizontal alignment category. 5. Double-click on lowermost cell within range of dropped items. Change Value to 1 6. Go to File menu and select Save As.... Enter extension (.csv) and browse to location where you wish to store your results. Once saved, close the Excel file.

Head over to Gmail, sign in and compose your message. Start off by adding your company logo image as background. After doing that, you can proceed with inserting your tables. Simply take advantage of HTML tags provided by Gmail and paste your table contents directly into the code editor. Don't forget to replace empty spaces with %20 character. Be careful though - if you leave anything unclosed, formatting will get messed up. Another important tip - when pasting your table, make sure you keep alignment intact otherwise your table will look ugly. Finally, remember to remove unnecessary white space around table borders.

Keep in mind that if you intend to embed a chart into your message, you can skip Step #3 above. However, for charts embedded via URL, you'll need to download the PNG file beforehand. Otherwise, the result will be rather disappointing.

Lastly, if you want to attach hundreds of photos, links and videos, feel free to upload them to YouTube or Vimeo and embed them into your message using the same procedure described earlier. Just make sure that you adjust size settings accordingly.

Is mail merge free in Gmail?

The good news is that although mail merge works great in Outlook, it doesn't come bundled with Gmail natively. Therefore, if you already have Gmail setup, you can easily integrate mail merge into your workflow by following these directions:

1. Create a Gmail filter to route incoming mails to a certain label. In my case, I added a rule called MassEmail that directs all incoming mails to a folder labeled MassEmails. 2. Configure MassEmail Label to match your SourceDoc filename. For example, whenever user receives an email with title MassEmail_Test_Subject, his reply will end up in MassEmail_Test_Received_Folder. Follow these guidelines carefully to prevent errors from happening:

a. Use underscores ("") between words to denote separation. b. Do NOT use spaces. c. Capitalize Subject Line d. Always capitalize Received. e. Do NOT use periods. f. Never use exclamation points. g. Keep Message Short.



How do I send a mass email with individual attachments?

As mentioned previously, you can always resort to uploading relevant material to video sharing sites like Youtube or Vimeo, embedding URLs or linking to external websites. In addition, if you happen to have Adobe Flash Player installed, you can utilize the MovieClip function for displaying your multimedia elements.

Below you'll find step-by-step detailed instruction regarding how to implement both approaches. Feel free to experiment with different layouts and styles to achieve optimal results.

Method #1 - Upload Files to Video Sharing Sites

To begin, you'll need to acquire the required media clips. These can easily be found online by performing search query similar to "[your interest] movie clip," for instance [email marketing movies]. Alternatively, you can visit popular video sharing sites, grab free clips and convert them to MP4 format. Once downloaded, extract ZIP archive and locate corresponding EXE file. Launch executable program and drag-n-drop uploaded file onto stage area. Wait few seconds and voila! Embedded video appears on screen.

Note that most hosting providers prohibit usage of copyrighted materials. So if you plan to use prerecorded audio tracks, please check with provider's terms of services.

Method #2 - Link External Websites

Another alternative involves linking to external websites. Since most webmasters often provide tools to generate customized hyperlinks, this makes sense to explore fully. First, obtain unique ID for your product or offer. Second, perform a websearch for "[unique id]" and append ".html" to URL. Third, modify existing script on the page to display preview of your offer. Fourth, save modified script locally and test it thoroughly. Remember to delete original script afterwards.

Additional Resources:

http://www.mailchimp.com/kb/how-to-send-an-emailed-mass-letter

https://support.google.com/chrome/answer/108086?hl=en#1118481

http://office.microsoft.com/en-us/outlook-help/create-customized-message-fields-HP010182234.aspx


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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Extract emails, phones on the page of websites and download it to Excel or CSV.

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  • Hyper targeted lead generation.
  • Generate B2B and B2C lists in one click.
  • Super fast emails generation.
  • Send leads to your CRM or other software.