How to Send Bulk Emails with Gmail & Outlook?

I’ve been in your shoes!

When I started my company, I was reaching out to 200+ prospects weekly – spending countless hours creating email lists, writing copies, and tracking Gmail’s sending limits just to keep my emails out of spam!

Trust me, it was frustrating, to say the least!

That’s when I realized there had to be a less generic and more efficient way to send thousands of emails at once.

And you know what- that’s how I found an advanced and very effective method for sending bulk emails.

In this blog, you will find→

• The advanced method I use (& that works 100%) to send bulk emails
• Generic (or usual) way for sending emails in bulk
• Valuable insights from my experience

Let’s jump in!

How to Send Bulk Emails?

I’ll show you how to send bulk emails with:

• Advanced Method (Works for Outlook + Gmail)
• Gmail
• Outlook

Trust me on these – I’ve tried both methods myself therefore I know they WORK and can help you to send bulk emails in no time!

Send Bulk Emails With Advanced Method (Works for Outlook + Gmail)

The first method I’m going to share for sending bulk emails is this advanced approach.

I’ve been using it for years to run email outreach campaigns for two simple reasons:

• I don’t have to worry about ESP’s sending limits
• It keeps my emails out of spam folders

Here’s how you can send bulk emails without spamming →

Step 1: Sign Up on Saleshandy

Go to Saleshandy and click on the blue “Sign up for free” button.

By JUST entering your email address, you can sign up for Saleshandy.

(Yes, it’s that simple! You don’t have to add any additional information)

Step 2: Set Up & Connect your Email Accounts

Next, you need to set up multiple email accounts because Gmail has strict email-sending limits.

If you exceed these limits, it can trigger spam filters and hurt your email deliverability.

The best way out is to spread your bulk email campaigns across multiple accounts to reduce this risk.

But how many email accounts do you need?

Well don’t worry; you don’t have to burn your brain calories to get these numbers.

Use Saleshandy’s FREE Email Account Calculator.

• Get this Email Account Calculator
• Add the “Total Prospects”
• Select the “Period”

By filling in all these details, you will get the accurate number of email accounts you need to send bulk emails while maintaining optimal email deliverability.

After purchasing your domains, it’s time to connect them with Saleshandy and set the sending settings.

– Go to Saleshandy dashboard > click the “⚙️” settings icon
– Under user settings, click on “Email Accounts”
– Now, click on “Add Email Accounts”

– Select Google and start connecting your email accounts with Saleshandy

Step 3: Set Up your Email Campaign

Go back to Saleshandy’s dashboard and click on the “Create Sequence” blue button.

Next, click on “Add Step”

An email composer container will pop up, allowing you to write a personalized and engaging subject line, email copy, and CTA.

To personalize your emails for your prospects, use these Saleshandy’s features:

Now click on “Email Preview” to see how your email will appear in your prospect’s inbox.

Step 4: Import Your Recipients

Click on Prospects > select “Add Prospects”

Select “Import your CSV file” and verify email addresses.

Step 5: Launch Your Campaign

Once you are satisfied with your email campaign click on “Activate the sequence!”

Send Bulk Emails In Gmail

During the start of my career, I have used this generic method to send bulk emails. It is free and less complicated.

Here is how you can send unlimited bulk email for free:

Step 1: Create Multiple Gmail Accounts (Mandatory Step)

Sending bulk emails with Gmail comes with its restrictions, and one of the major limitations is the email-sending limits!

Hence, the best way to send mass emails with Gmail is to create multiple email accounts.

In a 24-hour time frame, you can send 2,000 emails from 1 Gmail workspace account.

Therefore, to send 10,000 emails, you will need 5 Gmail accounts.

Step 2: Click on the Compose Button

Go to Gmail > click on the “Compose” 🖊 icon and write your email.

Step 3: Add Your Recipients

Add your email in the “To” field and all your recipients in the “BCC” field.

Make sure you add not more than 20-30 recipients in one email campaign.

Step 4: Write Your Email

Now write the subject line, email copy and CTA.

Step 5: Hit On Send

Once you are satisfied with your email copy, hit the send button.
Now you have to repeat this process until you send 10,000 emails!

So good luck with that!

Send Bulk Emails In Outlook

Once I moved on from Gmail due to its email-sending limits, I landed on Outlook.

I tried sending bulk emails with Outlook using the Mail Merge method because, with this method, you can send personalized emails. 

But, just a heads-up—the personalization is pretty basic, and yes, you might run into some bugs 🥹.

However, as promised, I’m sharing all the bulk emailing methods with you! 

Here are the steps you need to follow →

Step 1: Prepare your email copy

First, create your email copy in Microsoft Word.
Go to Word, then click on “Mailings” > “Start Mail Merge” > “E-mail Messages.”

While creating your email, don’t forget to add placeholders like {{Name}}, {{Company}}, etc., where you want to insert your recipient’s details.

Once you’re done, just minimize the Word document (don’t save or close it) so you can move forward with the process.

Step 2: Create Your Email List

Open a new Excel workbook and create your email list.

Along with the email addresses, make sure to include details like first name, last name, and company name.

Pro tip: Double-check the information—if something’s wrong, it won’t merge correctly!

Save the list!

Step 3: Upload the Email List on Word

After saving your list, go back to your Word document.

Click on “Select Recipients” > “Use an Existing List,” then choose your email list and upload it.

Step 4: Add the Merge Tags

Now, this step is important!

Go to “Insert Merge Fields.” This will show you all the merge tags you’ve added to the email.

Make sure to replace the placeholders with the correct merge tags in your email. If you skip this, your emails won’t be personalized correctly!

Step 5: Preview Your Email Copy

Preview your email by clicking on the “🔍” icon to check the “Preview Results” feature.

Step 6: Send the Email

Once everything looks good, click on “Finish & Merge” > select “Send E-mail Messages.”

In the pop-up, add your subject line and, in the “To” field, select “Email Address.”

Click “OK,” and you’re done!

Well, by following these steps you will be able to send bulk emails with Gmail or Outlook. However, some non-ignorable reasons pushed me to move on from using both the ESPs. 

I have shared those reasons in the next section!

Why Gmail & Outlook Are Not My Choice for Sending Bulk Emails Directly?

When I started sending bulk emails, just like you guys, I thought ESPs are perfect for this job – they are free, easy to use, and already on my computer.

Well, it didn’t take me longer to realize that I made a BIG MISTAKE!

ESPs aren’t for bulk emailing.

Here are the problems that I started facing→

1.  I Was Restricted by Daily Sending Limits

The primary issue that I faced with Gmail was the sending limits

With Gmail’s paid (Workspace) email account, I was only able to send mass email campaigns with a maximum of 2,000 emails within 24 hours.

The same is the case with Outlook I was capped at the daily sending limit of 10,000 recipients per day.

And the funny part is that you can’t even exhaust your limit every day, let alone bypass the set limit.

Because if you do so, Gmail will think that you are using it to spam people and block your account for 24 hours or so, stating that your activity looks suspicious.

In worst-case scenarios, it has also blocked my account permanently.

Moreover, there came a time when I wanted to reach out to more prospects to grow my business!

But, these sending limits were consumed very quickly, which restricted my outreach campaigns.

2. It Was Impossible For Me to Track Bulk Emails

The next issue with these ESPs that frustrated me was tracking—there was no way to know how many people read my emails or replied to them.

Without analytics, I was just guessing what worked and what didn’t.

This actually wasted my time and efforts, as I kept sending follow-ups to people who weren’t even interested in my business.

Moreover, without proper tracking, I had no way to improve. I couldn’t see which subject lines worked, which email copy got the most replies, or whether my emails were even landing in inboxes.

Over time, this lack of insights significantly hurt my outreach efforts.

3. My Bulk Emails Lacked Personalization

Nor Gmail or Outlook have email personalization features. Therefore every email looks like a copy-paste job, which doesn’t make a great impression.

Nobody was, is, or will be interested in reading generic emails!

Therefore, initially, when I was contacting around 20 prospects per day, I did try to sit and write personalized emails.

Because if you send non-personalized emails, they will not get high engagement rates. Hence, I didn’t want to take this risk!

But when my bulk email campaigns scaled and crossed 50 emails per day, I started looking for a solution because I couldn’t do it manually every day!

4. I Wasted a Lot of Time on Manual Tasks

Another primary factor that quickly made me realize that ESPs aren’t for bulk emailing was limited automation!

Sending emails one by one, writing each email copy, and managing lists manually took way more time than I expected.

I needed something that could automate the process and free me up for more important work.

Moreover, they also lacks features like sequence creator, A/B testing, automated follow-ups, etc that are important for managing bulk email campaigns.

5. My Emails Were Landing in Spam Folders

Deliverability was another issue that I faced!

Many of my emails were ending up in spam folders and it is not something I couldn’t control because I didn’t have insights that would help me to overcome this!

For ESPs user experience is most important!

If it notices that you are sending emails in high volume but very few people are engaging, replying, or blocking your emails it will activate its spam filters.

And start landing all your emails in the spam folder!

However, I would never send business-related bulk emails directly from any ESP, be it Outlook or Gmail.

How Much Did It Cost Me to Send Bulk Mail?

Well, as I have used both methods for sending bulk emails with Gmail, I have also kept track of the costs involved.

Because this is the primary rule of every business: if a strategy is not getting you the best ROI, it’s time to change it.

Hence, to give you a clear picture, I have done a detailed cost analysis!

1. Cost of Sending Bulk emails in Gmail with a Generic Method

When I was sending bulk emails with the generic method I was spending around $30/mo

Here is how;

See, the sending limit per email account = 2000 emails/day.

In order to send 10,000 emails every day, you will need 5 email accounts.

Overall costing = $6/user/month X 5 users = $30 per month

Very minimal expense; I agree!

However even after spending $30/mo:

• Your emails will land in spam, and your accounts will be suspended
  (Why? Because ESPs are smart and they can detect bulk emails)
• You won’t get advanced automation capabilities & features.
• You have to manually rotate your email addresses to match Gmail’s sending limit.
• No analytics = It boils down to your cognitive skills to track and monitor performance.

If you choose Gmail to send 10,000 emails, you risk your domain and business, which is not worth taking the risk to save a little money.

2. Cost of Sending Bulk Emails With Advanced Method

Now, when I am using Saleshandy for sending bulk emails I am investing only $25/month.

And here are the benefits I am getting in return,

• Unlimited email warmups (at no extra cost)
• Hyper-personalization of emails
• AI to keep a check on email bounces
• Ability to automate entire bulk email campaigns
• High email deliverability rates
• Advanced analytical and monitoring capabilities to check reply and click rates.
• A dedicated mobile app to monitor and manage my bulk email campaigns on the go.

What I Learned About Sending Bulk Emails (So You Don’t Have To!)

I have shared the best way to send bulk emails in detail, along with its pros, cons, and costs – now it’s up to you which method you choose.

However, regardless of the decision you take, there’s 1 golden rule you must follow to send emails in bulk while maintaining high email deliverability.

Because there is no point in sending emails that don’t land in your prospect’s inbox!

So, I always make sure that I don’t send bulk email campaigns from 1 email account.

WHY?

Because when you send thousands of emails from a single mailbox, it is more likely that ESPs will view this as spam activity, and this will result in your:

• Emails landing in spam folders
• Email accounts being suspended or even permanently banned
• IP addresses blacklisted

FAQs on Bulk Email Sending

1. Is it Possible to Send 10000 Emails at Once?

10000 emails is a big number, but it’s actually scalable if you use a cold emailing platform with all the email deliverability and personalization features so that you get replies from your emails.

You can use Saleshandy, it is a good and trusted cold emailing platform by businesses globally.

2. How to Send Mass Emails From Gmail for Free?

If you don’t want to spend anything, then the only way to send mass emails for free is by directly sending them from Gmail.

But again, this method is laborious and there are high chances that your email will be flagged by Email Service Providers (ESPs).

3. How to Make Bulk Email Sender Accounts?

It is actually pretty simple to create bulk email sender accounts, all you have to do is,

• Create multiple email accounts
• Warm them up (before sending your first cold email)
• Keep their reputation high while sending emails (by continuously warming up by setting a daily percentage of emails for warmups)