How to Send Personalized Mass Email With Gmail Mail Merge in 2025

If you want to send mass emails with Gmail, you need to use the right method, or your emails might land in spam, and your account could get suspended.

Luckily for you, I have been sending mass emails for over a decade and know the way around.

In this blog, I will share 3 ways you can send mass emails with Gmail.

Each method is unique and covers the limitations of the previous one, so check them out one by one!

Let’s get started!

P.S. The last method, using automation tools like Saleshandy, is the best and right way to send mass emails with Gmail.

So definitely read it!

TL;DR – How to Send Mass Emails in Gmail

Here’s a quick breakdown of the three methods you can use to send mass emails in Gmail:

3 Ways to Send Mass Email With Gmail Accounts

In this section, I have outlined detailed steps you can follow to send mass emails with Gmail accounts. 

1. Using Individual Gmail Accounts
2. Using Professional Gmail Accounts (Mail Merge)
3. Using Professional Gmail Accounts With Automation Tools

1. Using Individual Gmail Accounts

This is for you if you want to use a personal Gmail account like <firstname@gmail.com> to send mass emails.

There are two ways you can send mass emails through your personal account.

First, you can simply add multiple email addresses in the “To” field.

However, all your recipients will be able to see who the message has been sent to.

So if you want to maintain your privacy as a sender, you can use the BCC (Blind Carbon Copy) method. 

How to Use a Personal Gmail Account to Send Mass/Bulk Emails

• Hit the “Compose” button on your Gmail interface.
• Add your own email address in the main “To” field. 
• Then, click on the “BCC” button in the “To” field.
• Copy-paste a list of email addresses or add a Gmail Contacts label to which you’ve saved a list of addresses. 
• Write the subject + main body of your email.
• Hit “Send”!

Limitations of Sending Mass Emails from Personal Gmail Accounts

As you can see, the BCC method is an easy way to send emails in bulk for free. But it comes with a lot of limitations and restrictions: 

• Recipients will think you’re unprofessional, which also means they are likely to report your emails as spam.
• It is against Gmail policy to send mass or bulk emails from personal accounts. So, its spam filters will flag your account very quickly.
• As a result of both spam complaints and Gmail’s policy, your account might be blacklisted or even suspended.
• Gmail does not offer any feature you can use to personalize mass emails through a basic account.

On top of that, you’re restricted to sending max 500 emails/day. 

So, and I can’t stress this enough, avoid sending marketing or outreach emails from your personal account. 

Instead, I recommend trying one of the other two methods I have listed below.

2. Using Professional Gmail Accounts (Mail Merge)

If you have a professional Gmail Workspace account, you can use the Mail Merge feature to send emails in bulk.

Through this method, you can send up to 1,500 bulk emails/day.

Mail Merge lets you personalize mass emails through “Merge Tags”. They’re placeholders for things like names, last names, designations, etc. 

For example, you can add the first name in the first line of your email by just writing “@FirstName.”

Mail Merge will automatically pick up the first names of your recipients from the spreadsheet you have added. 

Let me show you how you can use this method.

How to Use Mail Merge to Send Mass Emails

• Hit “Compose” on your Gmail interface. 
• You should see the Mail Merge feature in the top right.

• Once you click on it, there are two ways you can add recipients:
  • Copy-paste email addresses from an email list.
  • Add email addresses directly from a Spreadsheet.
• If you’re using the Spreadsheet option, you can select specific columns like:
  • Email Address.
  • First Name.
  • Last Name (this is optional).
• Once you hit “Finish”, your spreadsheet will automatically appear in the “To” field. 
• If you have manually added or copied and pasted an email list, it will appear as individual emails in the “To” field.

After this, you can proceed to writing the subject + body of the email. Here, 

Limitations of Using Google Workspace Mail Merge

There are three cons of sending mass emails with Gmail’s built-in Mail Merge.

• First, Google does not offer Mail Merge with a Starter Workspace Account. You will need one that comes with the Mail Merge feature, i.e. at least a Standard Account that costs $11.20/email/month (when billed annually). 
• Second, you can send emails to a maximum of 1,500 recipients/day through the Mail Merge feature, so you cannot scale your mass email campaigns.
• Third, Mail Merge’s email personalization capabilities are pretty basic. Plus, the deliverability tracking features are pretty basic, and tracking analytics via the Gmail interface is a huge hassle.

In short, Mail Merge is good for sending mass emails within your organization. But it lacks the features you need to launch scalable cold outreach or marketing campaigns. 

So, if you want to send bulk emails without any restrictions, I recommend using the third method I have listed below. 

3. Using Professional Gmail Accounts With Automation Tools

This method involves using tools like Saleshandy for cold outreach automation or Brevo for automating marketing emails. 

But before I show you how to send emails using these tools, let me tell you some good reasons why you should use them.

Why Use Automation Tools for Sending Mass Emails

Email outreach automation tools are built to solve every single problem that you would face while sending mass emails through a Workspace or personal Gmail account: 

• No Special Workspace Subscription: To use Google’s Mail Merge, you will need to subscribe to a Business Standard plan, but with an email automation tool, you can use any Workspace account to send emails in bulk. 
• Personalized Email Sequence Automation: You can create complete email sequences and automate the process of sending them while also ensuring that every email you send is personalized.
• Scalability: This method is ideal for increasing the scale at which you send mass emails. This is because you can easily add email accounts and rotate senders to accommodate an ever-larger volume of emails. 
• Easy Contact Management: You only have to upload a list of contacts once and use them whenever you want.  So, you can eliminate the hassle of maintaining and managing Spreadsheets with email addresses. 
• Detailed Reporting: Email automation tools help you track important metrics of your email campaigns, like click-throughs, inbox placement rates, reply rates, etc.
• Advanced Deliverability: You get access to dedicated features like email warmup, sender rotation, and placement testing to ensure that your emails land in primary inboxes.

Lastly, if you are working with a team or running mass email campaigns as an agency, automation tools have dedicated features that support collaboration. 

How to Use an Automation Tool to Send Marketing or Outreach Emails

Each email automation tool will have its own interface that you can use to send market or outreach emails in bulk.

As an example, let me show you how easy it is to send mass emails with Saleshandy:

1. Create a Free Account on Saleshandy
2. Import an Email List
3. Create an Email Sequence
4. Set Sending Limits + Schedule
5. Send or Schedule Your Emails

1. Create a Free Account on Saleshandy

First, Sign Up to Saleshandy using your email address. You can sign up for free without giving any credit card information.

You will directly see the interface from which you can create, schedule, and launch your bulk email sequences. 

2. Import an Email List

Now, you will need to add the list of email addresses you already have from a CSV file or import them from a CRM.

To do this: 

• Click on “Prospects”.
• Select “Add Prospects.”
• Import the CSV file that contains your email list.
• Run the list through Saleshandy’s email verifier to eliminate hard bounces.

If you do not have an email list, don’t worry: just use Saleshandy’s native Lead Finder.

It will help you find verified email addresses of prospects from a database of 700M+ professionals.

3. Create an Email Sequence

Next, click on “Sequences” on the left side of the panel, then click on “Create Sequence.”

For this step, you have two options: 

• Follow a step-wise video guide that you will see on the right of your screen to create your first sequence.
• Or tell Saleshandy’s AI Co-Pilot about your company, target audience, and offer. It will create an entire sequence based on these details.

4. Set Sending Limits + Schedule

After you have created your email sequence, you will need to specify when and how you want to send the emails. 

To do this, go to Settings → Email Accounts → Sending Settings

Then, check and modify the following details according to your preferences: 

• Daily Quota: First, specify how many emails you want to send/day. I recommend starting with 50 or fewer. 
• Time Interval: After adding the per-day limit, choose a time interval between each email. You can choose any interval between 60-190 seconds.
• Enable “Ramp Up”: Lastly, click on the “Email Ramp-Up” switch. This will ensure that Saleshandy automatically increases the number of emails sent per day. I suggest keeping this rate between 10%-15%.

5. Send or Schedule Your Emails

Lastly, use the email preview feature to see how your email will appear to the recipients. 

Make changes and re-check it till you’re happy with the preview, and “Activate the Sequence” to launch or schedule the campaign in your recipient’s time zone. 

That’s it. 

In just 5 simple steps, you can create and launch your first cold outreach sequence within as little as a couple of hours!

Send Mass Emails The Right Way

Through this blog, I’ve walked you through the three methods you can use to send emails in bulk.

If you are using a personal Gmail account, you will need to use the BCC method. Another option is to use a Standard Gmail Workspace account’s Mail Merge feature.

That said, both have huge limitations of their own.

That’s why I recommend using an email sequence automation tool like Saleshandy.

With it, you get: 

• Send hyper-personalized mass emails with any Gmail workspace account.
• Fully automate multi-step sequences.
• Scale as and when you want by connecting more email accounts.
• Warm up your accounts so your emails always land in primary inboxes. 
• Send test emails to find out where they are landing before you send them to prospects.

Still not sure which method is the best? 

No problem: just sign up for a free trial with Saleshandy, unlock access to all its features, and decide if it’s the right method for you!

Mass Emails With Gmail – FAQs

1. What Is a Bulk Email?

A bulk email is an email you send to a large number of recipients (hundreds or even thousands). You can use them to generate leads through cold outreach, send marketing emails and newsletters, or make important announcements.

2. Can I Send Bulk Emails With Gmail?

You can send bulk emails with Gmail in moderation and following best practices. But for large volumes, it’s best to use an email outreach tool that specializes in sending bulk emails at scale.

3. How to Send a Mass Email in Gmail Without Showing the Address?

You can send a mass email in Gmail without showing the address by adding all recipients to the BCC field instead of To or CC. This will hide all the email addresses from the recipients.

4. Can I Send 100 or 1,000 Emails at Once in Gmail?

Yes, you can send 100 or 1,000 emails at once in Gmail using three methods: 

• BCC up to 500 recipients through your personal Gmail account.
• Add up to 1,500 recipients through Mail Merge via a Standard Workspace Account.
• Use an email automation tool to send 100, 1,000, or more emails with any Gmail account.

5. How to Send Mass Email Without My Recipients Seeing Each Other on Gmail?

To send mass emails without your recipients seeing each other on Gmail: 

• For Personal Gmail Account: Add recipients to the “BCC” field.
• For Gmail Workspace Standard Account: Use the Mail Merge feature: copy-paste recipients’ email addresses or add them via a Spreadsheet.
• For Any Gmail Account: Use an email automation tool like Saleshandy to save email addresses and add them to a sequence. 

6. What Are the Email Sending Limits Set by Gmail?

Here’s a quick look at the email sending limits set by Gmail: 

• Personal Gmail Account: 500
• Gmail Workspace Account: 2,000 (however, Mail Merge only allows you to add 1,500 recipients/email to ensure that you can still send 500 emails throughout the day without exceeding this limit).

To increase your Gmail sending limits, you can use cold outreach tools like Saleshandy. They let you connect multiple (even unlimited) accounts and warm up your emails to help you boost sending limits.

7. Are There Any Official Google/Gmail Documentation for Sending Mass Emails?

Yes, here’s the link to the official Google or Gmail Documentation for sending mass emails from Workspace Accounts. 

8. What Are the Best Practices You Should Follow Before or While Sending Mass Emails?

Here’s a list of the best practices that I have personally used before and while sending mass emails: 

• Warm up your email account to boost deliverability.
• Remove unverified emails from your list. 
• Personalize your mass emails using Merge Tags or automation tools.
• Distribute the sending volume over multiple days to increase deliverability.
• Perform inbox placement tests to see where your emails are landing.
• Track deliverability metrics to detect and fix problems during your campaign.