How to Send Email to Multiple Recipients Individually

For sending emails to multiple recipients individually, you can use the ESPs like:  

• Gmail 
• Outlook

However, these methods pose various risks, such as triggering spam filters, privacy concerns, and  lack of personalization features.

Luckily, there’s a more smart and effective solution: Email automation tools.

In this blog, you will learn how to send emails to multiple recipients individually using ESPs and Email automation tools. 

By the end of this blog, you can decide which method you want to use!

Key Highlight: We have been there, done that and learned from our experiences. Therefore, this blog contains many insights shared by cold email experts that will help you successfully reach out to people.

Therefore, keep reading without skipping any section! 

Send Email to Multiple Recipients Individually- Table of Contents

• Quick TLDR- How to Send Emails to Multiple Recipients
• How to Send Emails to Multiple Recipients Individually
• How to Send Emails to Multiple Recipients with Attachments
• Why Should You Send Emails to Multiple Recipients
• Why Should You Hide Recipients While Sending Emails to Multiple Recipients
• How To Send An Email Without Showing Recipients
• When Should You Send-Emails to Multiple Recipients Individually
• Email Automation Tool Vs. Gmail Vs Outlook: Best Method To Send Email to Multiple Recipients
• FAQs

Quick TLDR- Send Email to Multiple Recipients Individually

Check out this TLDR section to precisely weigh the pros and cons of each method for sending emails to multiple recipients.

Key Takeaway: 

While the BCC method is excellent for individual or small-scale email use, it is not ideal for those looking to scale their efforts efficiently. 

Whereas with email automation tools, you can focus on scaling outreach and use features to personalize messages without compromising your sender reputation. This allows you to save time while maintaining effective communication. 

How to Send an Email to Multiple Recipients Individually? 

We have already given you a basic overview of what you can expect from each email-sending method. 

Now, it’s time to go into the details! 

In this section, we will go to the core and see in detail how to send the same email to multiple recipients separately step-by-step using the following methods: 

1. Email Automation Tool
2. Gmail 
3. Outlook 

Stick around, and keep reading! 

Send Email to Multiple Recipients Individually with Email Automation Tool

You must be wondering why you should invest in email automation when you can send emails to multiple recipients with ESPs at less price. 

Well, email automation tools offer a suite of features that Gmail and other ESPs doesn’t:  

1. Email Sequence Automation:

You can create and schedule multi-step email sequences in your prospect’s time zone. 

2. Personalization:

You can personalize the email copies and subject lines with your prospect’s first name, second name, company name, etc., to increase the likelihood of getting replies.

3. Upload Prospects In Bulk:

With these tools, you can add all your prospects and their data in seconds. For instance, Saleshandy allows you to import up to 100K prospects per CSV file.

4. Automated Warm-up Process:

These tools offer email warm-up functionalities that mimic human-like email-sending behavior to ensure you build your sender reputation for the best email deliverability.

5. Monitor:

Such tools offer analytical reports that help you track the total number of opens, clicks, and conversions to optimize your outreach campaigns.

With these features, you can ensure that your email campaigns are sent safely without harming your sender’s reputation and effectively scale your outreach campaigns to achieve greater success.

The market is filled with various email automation tools, but we highly recommend Saleshandy, the best all-in-one email outreach tool. 

It is one of the best cold email software that helps you automate and scale personalized cold email campaigns with optimal email deliverability, launching more successful campaigns and generating more business. 

After seeing all these benefits, are you curious to learn how to send emails to multiple recipients using Salesandy? 

Follow these steps! 

Step 1: Sign Up on Saleshandy
Step 2: Set up Your Email Accounts
Step 3: Connect Your Email Accounts with Saleshandy
Step 4: Craft Your Personalized Email Copies
Step 5: Add Your Recipients
Step 6: Launch Your Campaign

Here is the detailed breakdown of the steps! 

Step 1: Sign Up on Saleshandy

Your first step will be to create your free account on Saleshandy. 

To sign up, click on Saleshandy. All you need to do is enter your email address or sign up with Google!

(That’s it; you don’t have to provide any personal additional information or credit card details.) 

On signing up, you can access Saleshandy’s dashboard and start using its cool features. 

Step 2: Set up Your Email Accounts

This step is anyways important regardless of which method you choose to send the same email separately to multiple recipients.

Why?

This saves your sender’s reputation and avoids emails landing in the spam folder. 

You can’t send 300-1000 emails at once from a single email account! 

Doing so will harm your sender’s reputation and lower your deliverability score. (This is almost impossible to recover, just like a bad CIBIL score.)

Lifesaver alert: 

The best cold email experts at Saleshandy recommend creating 5 email accounts with 1 domain and sending 50 emails daily from each account for BEST deliverability. 

You can connect unlimited email accounts WITHOUT PAYING ANY ADDITIONAL COST with Saleshandy.

PS: You should always use business emails to send large volumes of emails. 

Once you have decided how many emails you want for your outreach, make sure you configure the DKIM, DMARC, and SPF settings and warm up your email accounts for maximum inbox placement. 

Suggested Read: How do you warm up your email accounts?

Step 3: Connect Your Email Accounts with Saleshandy

Start by clicking on the “⚙️” settings icon in the sidebar. 

Next, 

– Go to the user settings and click on “Email Accounts.”

– Click on “Add Email Accounts.”

– Now, choose the email service provider of your choice and start connecting your email accounts. 

Connect Multiple Email Accounts In Bulk : 

You can refer to this guide if you want to connect multiple email accounts in Saleshandy. 

Step 4: Craft Your Personalized Email Copies

The next step is to create an email sequence you want to send to your recipients at different intervals and in a specific order. 

So, you need to come back to Salesandy’s dashboard and 

• Click on “Create Sequence”

and then on “Add Step.”

Clicking on it will open a new email window to start composing your email or choose an editable email template from Saleshandy’s template hub. 

Moreover, while writing your email copy, use Merge Tags, and Spintax features to create hyper-personalized and unique email copies and get more replies. 

Here is how they can help you:

• Merge Tags:  You can use merge tags to add your recipient’s first name, second name, company name, industry, and so much more to create personalized email copies that look like they were made especially for your recipients. 

• Spintax: With Spintax, you can create different variations of your email copies and send unique email copies. This helps you prevent emails from landing in the spam filter, as email providers flag identical emails sent to multiple recipients with similar content as spam. 

• Variable Merge Tags: It allows you to add custom-made placeholders that can be used to add recurring values in emails like dates, year, days, etc. 

Just in case: You can send and test up to 26 variants of your email copies, subject lines, and CTAs and pick what works best for you with the A-Z testing feature.  

Step 5: Add Your Recipients

With Salesandy’s email preview feature, you can see how your emails will appear in your recipient’s mailbox in real time. 

Once everything is done, now you need to add your recipients in Saleshandy. 

First click on the “save” tab, and you will be directed back to your sequence dashboard. 

Now is the time to upload your recipients list in Saleshandy: 

• Click on Prospects. 

• Select Add Prospects 

• Import your CSV file with prospect data. (You can add up to 100k prospects at once)

• Verify your lead list to prevent hard bounces.

• Upload your prospects to Saleshandy 

Step 6: Launch your Campaign

Once you add the prospect to your sequence, you can Activate the sequence!

In the last section, you learned how to send emails to multiple recipients individually using email automation tools. 

Next, we will teach you to do the same with Gmail and Outlook. 

Send Email to Multiple Recipients Individually with Gmail

Using the BCC method to send the same email to multiple recipients individually in Gmail is the most effective and simple way to reach a large number of people.

Here is how you can do it:  

Step 1: Log in to Gmail
Step 2: Write Your Email
Step 3: Add your Own Email Address
Step 4: Add Your Recipients Email Address
Step 5: Review & Hit The Send Button

Read on for the complete breakdown!

Step 1: Log in to Gmail 

So, the first step is to log into your Gmail account and click on the Compose button at the top left corner. 

Pro Tip: Refer to Saleshandy’s step 2 for setting up your email accounts before you move forward to ensure maximum inbox placement with the best email deliverability rates. 

Step 2: Write Your Email

When the new message window opens, compose your email. Keep it concise and ensure it’s relevant to all your customers.

Although the BCC option allows you to send emails to multiple people, the email will be generic and cannot be customized with your prospect’s first name, second name, etc.

Step 3: Add your Own Email Address 

Okay, this is an important step!

Before you add your recipients to the BCC field, add your email address to the “To” field. 

We know you can skip this step, as adding recipients in the “To” field is not required when adding them in the “BCC” field. 

However, you should not do that. 

Why?

Well, it’s important to keep at least one person in the “To” field to ensure that your email doesn’t end up in the spam folder. 

Therefore, keeping the email deliverability in mind, go ahead and add your email address! 

Step 4: Add Your Recipients Email Address 

Right next to the “To” field, you will find two options: the “CC” and “BCC” fields. Go ahead with the BCC field and add all the recipients there. 

Speaking From Experience: Avoid sending emails to more than 10 recipients to safeguard your sender’s reputation. 

Step 5: Review & Hit The Send Button

Once you’ve added all the recipients to “BCC”, don’t forget to review your email carefully. 

Make sure everything is in place. Once you are satisfied, click on the “Send” button, and your email will be delivered to each recipient individually.

Pro Tip: To avoid rookie mistakes, always send a test email to yourself before delivering it to your recipients

Send Email to Multiple Recipients Individually with Outlook

Another effective way to send same email to multiple recipients is with Outlook.

Here is the step-by-step guide you can follow: 

Step 1: Log in to your Outlook Account
Step 2: Click on New Email 
Step 3: Add Your Prospects
Step 4: Write the Email
Step 5: Send the Email 

To know the steps in detail read on!

Step 1: Log in to your Outlook Account

Your first step is to log into your Outlook account. 

Step 2: Click on New Email 

Next, click on the new message in the top-left corner, and an email container will pop up.  

Before proceeding further, make sure you set up your email accounts for best inbox placement. 

Step 3: Add Your Prospects 

Now click on the “Bcc” field at the top of your email editor and add all your recipient’s email addresses. 

The “To” field can be left empty, but make sure you address it to yourself (to build strong email deliverability) 

Step 4: Write the Email

You need to write a relevant and personalized email; make sure you keep it generic. 

Moreover, as you’re using the BCC method, the message won’t be personalized for each individual. All recipients will receive the same email.

Step 5: Send the Email 

Before you send the email to multiple recipients, make sure you do the rain check and look for all the errors. 

Once you have reviewed your email copy, click on the send button. 

Limitations Of Sending Email To Multiple Recipients With Gmail & Outlook

So, when you use ESPs like Gmail and Outlook to send email to multiple recipients, there are various downsides associated with it:

The Emails will Be Considered Spam

When you send the same email to multiple recipients, it seems like suspicious activity to the ESPs, and they may alert the spam filters. 

You May be Able to Send Limited Emails

All the ESPs have email-sending limits that may limit your ability to reach out to a large volume of emails. 

It Looks Unprofessional

The most obvious issue with sending emails to multiple individuals is that recipients will notice them listed in the BCC list. However, they will know they are not the only ones receiving this email.

This appears impersonal and would look like spam, hence provoking them not to open your email. 

You Can’t Write Personalized Emails

ESPs do not have features to personalize your email copies with details like recipients’ first name, last name, industry, company name, etc. These features allow you to create email copies that appear uniquely crafted for each recipient.

The Way Out?

When you send emails to multiple recipients, it is best to only use email automation tools like Saleshandy.

With it, you can send hyper-personalized emails at scale with the best deliverability rates to ensure all your emails land safely in the inbox and have high open rates.

How to Send Emails to Multiple Persons with Different Attachments?

We have learned how to send the same email to multiple recipients, but what if you want to add attachments like gifs, videos, PDFs, etc.? 

• Using an Email Automation Tool
• Outlook 

Time-saving Tip: Wait. Before you proceed directly, we would like to tell you that if you are considering sending emails to multiple persons with different attachments, you should choose Saleshandy. 

With it, you can send personalized attachments like videos, PDFs, etc., at scale while maintaining the best email deliverability rates, which is not the case with Outlook. More

Send Emails to Multiple Recipients With Different Attachments with Saleshandy

Follow these steps diligently to send emails to multiple recipients with different attachments using Saleshandy:

Step 1: Set Up Your Saleshandy Account
Step 2: Write Your Email
Step 3: Add Custom Variable
Step 4: Add Your Prospects/
Step 5: Launch Your Campaign

Don’t forget to follow them sincerely!

Step 1: Set Up Your Saleshandy Account

Your first step will be to create your free account on Saleshandy. 

To sign up, click on Saleshandy. All you need to do is enter your email address or sign up with Google!

(That’s it; you don’t have to provide any personal additional information or credit card details.) 

Step 2: Write Your Email 

The next step is to create an email sequence you want to send to your recipients at different intervals and in a specific order. 

So, you need to come back to Salesandy’s dashboard and 

• Click on “Create Sequence”  and then on “Add Step.”

A new email container box will appear when you click on it, where you can start composing your email or choose an editable email template from Saleshandy’s template hub. 

While writing your email copy, use Merge Tags and Spintax to create hyper-personalized and unique emails that will get more replies. 

Here is how they can help you:

• Merge Tags:  You can use merge tags to add your recipient’s first name, second name, company name, industry, and so much more to your email copies to create personalized emails that look like they were created especially for your recipients. 

• Spintax: With Spintax, you can create different variations of your email copies and send unique email copies. This helps you prevent emails from landing in the spam filter, as email providers flag identical emails sent to multiple recipients with similar content as spam. 

• Variable Merge Tags: It allows you to add custom-made placeholders that can be used to add recurring values in emails like dates, year, days, etc. 

Step 3: Add Custom Variable 

Once you have written your email copy, add custom merge tags.

 Read this detailed guide on how to use custom merge tags to send personalized attachments to multiple recipients individually. 

Step 4: Add Your Recipients

With Salesandy’s email preview feature, you can see how your emails will appear in your recipient’s mailbox in real-time. 

Once everything is done, first click on the “save” tab, and you will be directed back to your sequence dashboard. 

Now is the time to upload your recipients list in Saleshandy: 

• Click on Prospects. 
• Select Add Prospects 

• Import your CSV file with prospect data. (You can add up to 100k prospects at once)
• Verify your lead list to prevent hard bounces.

• Upload prospects on Saleshandy. 

Step 5: Launch your Campaign

Once you add the prospect to your sequence, you can Activate the sequence!

Send Emails to Multiple Recipients with Different Attachments with Outlook

The next effective way to send the same email to multiple recipients with different attachments is with Outlook. 

Follow these simple steps and do it! 

Step 1: Create a New Email
Step 2: Open Excel/Google Sheet
Step 3: Use the Mail Merge Feature
Step 4: Review Your Email and Send

Step 1: Create a New Email

Open Outlook and click “New Email” to create a new email message.

Step 2: Open Excel/Google Sheet

Our next step is to insert the files’ names into the specific columns of our data source table.

Let’s call the columns “Attachment 1” and “Attachment 2”.

Step 3: Use the Mail Merge Feature

Launch the utility from the Outlook Ribbon or as a standalone application.

Once the “General” tab settings have been made according to the utility configuration instructions, you can proceed to the “Attachments” tab to configure attachment mail merging.

To attach files to your email, you have three options:

• To attach the same files to all the emails, attach the files to the letter template.
• You can also attach files from a folder.
• Fill in the “Attach files from the table” field to send the custom documents. 

Step 4: Review Your Email and Send

Then, click the “Send” button confidently, knowing your message has been delivered to all recipients in an organized and efficient manner.

Why Should You Send Emails to Multiple Recipients?

Sending emails to multiple recipients is great when you need groups to get the same information. Here are some key benefits of sending emails to multiple recipients:

Reach a Broader Audience in Less Time

You can opt to send the same email to multiple recipients when you want to share the same information with a large number of recipients and don’t want to waste time writing the same email over and over. 

Easier to Promote Your Products/Services

Reaching every customer/user on your contact list when you are rolling out new features or offers can be challenging. Therefore, you can send the same email to multiple recipients individually and ensure all your customers receive the information. 

Keep the Consistency of Message

When you need to share uniform information (such as event details, a company announcement, or a newsletter), sending the email to multiple recipients ensures everyone receives the same message and that the information is delivered consistently.

Why Should You Hide Recipients While Sending Emails to Multiple Recipients?

Keeping recipients’ email addresses hidden in a mass email campaign is an ethical and necessary practice. 

Here’s why you should consider doing it:

• Privacy: It protects the privacy of each recipient by not exposing their email addresses to others.
• Professionalism: It looks more professional and respectful, avoiding the appearance of spamming or mass emailing.
• Prevents Reply-All Issues: When recipients see others’ emails, they may accidentally or intentionally hit “Reply All,” leading to unnecessary or unwanted responses.
• Spam Protection: Exposing emails can lead to them being harvested by spammers.

How To Send An Email Without Showing Recipients?

When sending a group email, how do you ensure that one or several recipients cannot see the names of other recipients?

This is the most common question asked by people who send emails to multiple recipients. 

Well, in this section of the blog, we have included a step-by-step guide on how to send an email to multiple recipients without exposing anyone’s email address. 

• Email Automation Tool
• Gmail

Before you jump in: Though we will show you both ways to do it, the best method to send an email without showing recipients is to use Saleshandy. With Gmail, you will have to face email-sending limits, whereas with Saleshandy, you can reach out to as many recipients as you want.

Let’s get into this!

How to Hide Email Recipients with Saleshandy

So first, we will walk you through the step-by-step process of sending email to multiple recipients by ensuring the recipient’s email addresses are hidden: 

Step 1: Sign Up on Saleshandy

Your first step will be to create your free account on Saleshandy. 

To sign up, click on Saleshandy. All you need to do is enter your email address, or you can just sign up with Google! (That’s it; you don’t have to provide any personal additional information or credit card details.) 

On signing up, you can access Saleshandy’s dashboard and start using its cool features. 

Step 2: Connect Your Email Accounts with Saleshandy

Start by clicking on the settings icon in the sidebar. 

Next, 

– Go to the user settings and click on “Email Accounts.”

– Click on “Add Email Accounts.”

– Now, choose the email service provider of your choice and start connecting your email accounts.

Step 3: Craft Your Personalized Email Copies

The next step is to create an email sequence you want to send to your recipients at different intervals and in a specific order. 

So, you need to come back to Salesandy’s dashboard and 

• Click on “Create Sequence”  and then on “Add Step.”

By clicking on them, a new email container box will appear, where you can start composing your email or choose an editable email template from Saleshandy’s template hub. 

While writing your email copy, use Merge Tags, and Spintax features to create hyper-personalized and unique email copies to get more replies. 

Here is how they can help you:

• Merge Tags:  You can use merge tags to add your recipient’s first name, second name, company name, industry, and so much more to your email copies to create personalized emails that look like they were created especially for your recipients. 

• Spintax: With Spintax, you can create different variations of your email copies and send unique email copies. This helps you prevent emails from landing in the spam filter, as email providers flag identical emails sent to multiple recipients with similar content as spam. 

Step 4: Add Your Recipients

You can get a real-time preview of your emails with Salesandy’s email preview feature and see how your emails will appear in your recipient’s mailbox. 

Once everything is done, first click on the “save” tab, and you will be directed back to your sequence dashboard. 

Now is the time to upload your recipients list in Saleshandy: 

• Click on Prospects. 
• Select Add Prospects 

• Import your CSV file with prospect data. (You can add up to 100k prospects at once)

• Verify your lead list to prevent hard bounces.

• Upload prospects on Saleshandy 

Step 5: Launch your Campaign

Once you add the prospect to your sequence, you can Activate the sequence!

How to Hide Email Recipients in Gmail

You can also use the BCC method in Gmail to hide email email recipients when sending email to multiple recipients: 

Step 1: Log in to Gmail 

So, the first step is to log into your Gmail account and click on the Compose button at the top left corner. 

Step 2: Write Your Email

Once a new message window pops open, write your email in it. Make sure you write a short email that is relevant to all your customers.

“Although the BCC option allows you to send emails to multiple people, the email will be generic and cannot be customized with your prospect’s first name, second name, etc.”

Step 3: Fill in “the” field

Before adding your recipients in the BCC field, add your email address in the “To” field to follow the email deliverability best practices. 

Step 4: Add Your Recipients Email Address In the BCC Field

Right next to the “To” field, you will find two options: the “CC” and “BCC” fields. Go ahead with the BCC field and add all the recipients there. 

However, make sure you don’t add your recipients’ email addresses in the ‘cc’ field; otherwise, all your recipients will be visible.

Step 5: Click on The Send Button

Once you’ve added all the recipients to BCC, don’t forget to review your email carefully. 

Make sure everything is in place. Once you are satisfied, click on the “Send” button, and your email will be delivered to each recipient individually.

When Should You Send Emails to Multiple Recipients Individually?

Some common situations when you should send emails to multiple recipients individually are:

• For launching outreach campaigns to grow your business. 
• To let all your customers know about your deals and new launches at the same time. 
• Distributing surveys and feedback forms from large groups.
• You can also send important updates to the team and company that everyone should know, such as policy changes, events, or news.
• To invite groups of people, like clients or colleagues, to events.
• You can share news, content, and updates with subscribers and email lists.
• You can send your clients, team members, and dear ones holiday wishes. 

Email Automation Tool Vs. Gmail Vs Outlook: Best Method To Send Email to Multiple Recipients

This blog has mentioned all the possible steps to send emails to multiple recipients. 

Now it’s your turn to choose the best method and launch your email campaign! 

However, we highly recommend that you choose Saleshandy to send emails to multiple recipients individually and automate the entire process. 

FAQs

1. How do you ensure that one or several recipients cannot see the names of other recipients?

Well, you can follow these methods to send email to multiple recipients but hide addresses:

• Gmail: You can use the BCC field in Gmail (but you can’t personalize each email, and there are risks involved, like harming your sender’s reputation)
• Recommended method: An email automation tool like Saleshandy allows you to send personalized emails at scale with optimal deliverability rates. 

2. Are There Risks Associated With Using BCC for Sending Emails to Multiple Recipients Individually in ESPs?

Yes, when you send emails to multiple recipients using the BCC field in ESPs, there are multiple risks, such as harming your email deliverability, limits in email sending capacity, and no personalization features. 

Therefore, if you want to send the same email to multiple recipients separately in Gmail without BCC, you should always use an email automation tool to effectively overcome these limitations. 

3. How to Send Email to Multiple Recipients Separately in Outlook Without BCC? 

If you want to send the same email to multiple recipients separately in Outlook without using the BCC method, you can use an email automation tool like Saleshandy. 

As it allows you to personalize and automate your email campaigns efficiently. Its features include automatic sequence creation and follow-ups, personalization features, advanced reports enabling you to send individualized emails directly from Outlook. 

4. How to Send an Email to Multiple People Without Them Seeing?

If you need to send an email to multiple people without them knowing each other’s addresses in Gmail or Outlook, you can use the BCC feature. However, this method has several drawbacks, which are discussed in our blog.

Alternatively, you can use an email automation tool like Saleshandy to send personalized emails to each recipient separately. This method not only ensures privacy and avoids the limitations of the BCC feature but also offers advanced features.