How to Send Email to Multiple Recipients Individually (Gmail & Outlook)

You may often have to send emails to multiple recipients – it can be for generating leads, recruitment,  announcing a product launch/update, etc.

But

“Sending an email to multiple recipients individually is one of those tasks that may sound simple but can actually feel  overwhelming!”

Why?

Well, one moment, you’re copying and pasting email addresses. The next, you’re triple-checking for mistakes or worrying about privacy, and finally realizing you’ve spent an hour on something that should’ve taken minutes.

Does it sound relatable? 

Well, I’ve been there too!

When I started sending mass emails, I also faced the same challenges.

Over these years, I’ve tried different ways and ultimately found the best method to send emails to multiple ͏recipients separately with ease. 

In this guide, I will cover:

• Why you should hide recipients in mass emails
• 3 effective methods to send emails to multiple recipients
• Why do I never send mass emails directly with Gmail or Outlook

Let’s get started!

Send Mass Email – Table of Contents

• When Sending Mass Emails, Why Should You Hide Other Recipients? 
• Popular Methods for Sending Emails to Multiple Recipients
• How to Send Email to Multiple Recipients Individually?
• Why I Never Send Mass Emails Directly Using Gmail or Outlook?
• So, Which is the Right Way to Send Email To Multiple Recipients?
• FAQs

When Sending Mass Emails, Why Should You Hide Other Recipients? 

First things first…

Before I start with the guide, I want to share something very important.

It’s 2025! But I still receive emails where everyone’s email addresses are visible.

It looks like people want to send mass emails (which is not wrong) but they don’t want to follow the email etiquette.

Which is simply frustrating for the following reasons 👇🏼

1. It Looks Very Unprofessional
2. What Happened to Privacy?
3. The Unnecessary “Reply All” Chaos
4. It Harms Email Deliverability

1. It Looks Very Unprofessional

When I receive emails with other recipients’ email addresses in the CC field, the first thought that comes to mind is: Is this person a spammer? Or are they simply careless?

And if someone is this careless, how much time would they have invested in writing the email?

This means I will get no value after reading the message – this thought itself kills my motivation to even read the email.

Remember: Revealing others’ email addresses in official or business emails goes against professional etiquette. Furthermore, displaying a long list of recipients makes your email appear like spam and removes its credibility, making it less likely to be read.

2. What Happened to Privacy?

Respecting your recipients’ privacy is important. (this also falls under data protection laws).

Keeping personal information private is one of the most important things in 2025 and will be moving forward! Otherwise, you are making their personal information vulnerable in front of the cybercriminals.

Remember: Not hiding your recipient’s email address in a mass email campaign can lead to the unintended sharing of personal or professional contact details, which is against email-sending etiquette and data protection law. 

3. The Unnecessary “Reply All” Chaos

We’ve all seen it happen – someone hits ‘Reply All’ instead of ‘Reply’ when they spot multiple email addresses in the recipient list. Next thing you know, everyone’s inbox is flooded with a response that was meant for you alone.

Remember: These unwanted email responses can trigger recipients to block you.   

4. It Harms Email Deliverability

When I receive such emails, I do one of two things: either I don’t respond, or, if they keep sending such emails, I simply block them or mark them as spam.

And that’s exactly what anyone would do!

Remember: All ESPs follow very strict guidelines, prioritizing user experience above all. If they identify that your emails aren’t opened, engaged with, or—worse—blocked and marked as spam, they will immediately block your email account, initially on a temporary basis.

However, if this continues to happen they may permanently block your account. In both situations, your email sender’s reputation will be harmed. 

Popular Methods for Sending Emails to Multiple Recipients 

There are various ways to send emails to multiple recipients individually.

In this section, I’ll share proven methods and explain which approach works best for different situations.

Hence, take time to review each method’s pros and cons before choosing the most effective way to send your individual emails to multiple recipients:

1. Advanced Method
2. Mail Merge Method
3. BCC Method
4. CC Method

1. Advanced Method

This is the method I am currently using to send emails to multiple recipients. I use Saleshandy, a cold email automation software to launch my outreach campaigns. Such platforms have features like personalization, no email-sending limits, and analytics that make it easier for me to manage big email lists and campaigns.

Who should use this method?

This is ideal for anyone who needs to send high-volume, personalized emails at scale with maximum inbox placement.

It is suitable for sales professionals, or anyone managing outreach campaigns, as it ensures each recipient receives a unique email while maintaining their privacy.

2. Mail Merge Method

Mail merge is the built-in functionality offered by Outlook. However, Gmail also offers it but you need to use add-ons for it. 

This used to be my former method of sending mass emails but due to its limitations such as basic personalization, no tracking features, email sending limits, bad email deliverability, technical glitches, and poor customer support.

I choose to send emails through an email automation tool.

Who should use this method?

If you are reaching out to a small group of people and your campaigns require basic personalization.

3. BCC Method

You can use the blind carbon copy method to send an email to multiple recipients directly from any ESP like Google, Yahoo, or Outlook.

However, remember that though each recipient’s address will be hidden, but you can’t customize your emails for each recipient hence you have to send out generic emails.  (which lowers the chances of getting a reply)

Who should use this method? 

If you have to send emails to a group of people while maintaining their privacy and ensuring that email communication feels more personal. This is the most suitable method to share updates or news where you don’t expect a reply in return but the message has to be shared for awareness purposes.

I basically use it while sending invitations for an event like a webinar or when I have to send a promotional email for instance announcing a new product, service, or a discount.

4. CC Method

You should ONLY use the Carbon copy or courtesy copy method to send the same email to multiple recipients individually if you want to have an open conversation. Just know that all the recipients can see each other’s email addresses.

For instance, I only use this method in my company for sharing official announcements or message information that has to go to all the managers or employees.

Who should use this method? 

This method is only suitable for a small group where transparency is needed for business and informational purposes and you are sure recipients will not reply and even if they reply others will not get disturbed.

How to Send Email to Multiple Recipients Individually?

We have already established that the ideal way to send emails to multiple recipients is through an email automation tool.

Therefore I am writing about that method first and then I will tell you how to do it with ESPs. Here is the order in which I will list the mass email-sending methods: 

1. Send Email to Multiple Recipients With Advanced Method
2. Send Email to Multiple Recipients with Outlook
3. Send Email to Multiple Recipients With Gmail

Let’s get into it! 

1. Send Email to Multiple Recipients With Advanced Method (That Works 100%) 

Finally, I will show you how I have been sending emails to multiple recipients separately for years, ensuring they land in the recipients’ inboxes!

Here are the steps you need to follow: 

Step 1: Sign Up on Saleshandy

Your first step is to create an account on Saleshandy for free.

To sign up, all you have to do is enter your email address or directly sign up with Google!

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

Step 2: Connect Your Email Accounts

Go to Saleshandy’s dashboard and click on the “⚙️” settings icon from 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

Come back to Salesandy’s dashboard and, 

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

An email composer will appear where you can start writing a catchy subject line.

You can either choose one of the email templates or write your email copy. Now, to personalize your email copy for each recipient use the variable or merge tags.

• Example of Merge Tags: {{First Name}}, {{Company}}, {{Pain Point}}, {{Ice Breaker}}, 
• Example of Variable Tags: {{PreviousWorkingDay}}, {{NextWorkingDay}}, {{CurrentGreeting}}
• Moreover, you can also use advanced email personalization features like Spintax to send a unique email copy to each recipient.
• Example of Spintax:  {Hi | Hello | Good Morning}, {Best regards, | Sincerely, | Regards}, {Warm regards | Cheers | All the best}  

Once done, preview the email and check how it will appear when it lands in your prospect’s inbox.  

Step 4: Add Your Recipients

To upload your email list follow these steps  

• Click on “Prospects”> “Add Prospects”> “Import your CSV file” with prospect data.

You can add up to 100k prospects at once. 

• Verify your email list to make sure you don’t send emails to invalid emails.
• Now, upload your prospects.

Step 5: Launch your Campaign

Once you add the prospect to your sequence, click on “Activate” to launch the email campaign!

2. Send Email to Multiple Recipients with Outlook

In this section, I will explain how to send emails to multiple recipients directly from Outlook and with the “Microsoft Word+Excel+Outlook Method.”

FYI: I don’t know what Microsoft has done to Outlook 🥲 (RIP User Experience).

I used Outlook 6-7 years back, and at that time I used the “Microsoft Word+Excel+Outlook Method” for sending mass email campaigns, and it worked greatly for me.

I was an Outlook fan until now!

But now when I used it again for sending mass emails while writing this blog, I saw that though Outlook has added various new features; but the platform has become buggy and I faced lots of technical glitches. (I literally wasted 1 hour this week to set up my email campaign in Outlook).

PS: Just to inform you, the old (and most loved) version of Outlook is not available on Windows 11, and getting the old version of Outlook is another hassle in itself, so good luck with that!

PPS: Many users have complained about the new Outlook because it is very frustrating! (And I agree with them!)

Okay, enough about Outlook now, let’s get started with the breakdown of methods:

BCC  Method

Here are the steps you need to follow →

• Go to Outlook and click on the new email 

1. Fill in the subject line & write your email 
2. In the “To” field add your own email address and in the “BCC” field add your recipients 
3. Check if everything is in place and hit the send button. 

Mail Merge Method

If you want to send email to multiple recipients without BCC in Outlook then this is the way to do it!

Here are the steps you need to follow →

Step 1: Create your Email Copy in Microsoft Word

First, you need to prepare your email copy in Microsoft Word. For that, you need to go to Word and on the tab click on “Mailings” > “Start Mail Merge” > “E-mail Messages”

Now, write your email but remember to insert the placeholder like {{ Name}}, {{Company}}, etc. where you want to add the personal information of your recipients.

Don’t “save” or “close” the word tab, just “minimize” it. 

Step 2: Prepare Your Email List in Excel 

Now go to the excel and open a new blank workbook.

In the email list along with the email addresses also add additional details like First Name and company and make sure you add correct information.

save the email list.

Step 3: Upload the list on Word 

Now, open the Word document again and click on “select recipients” > “use an existing list”

Now select the email list, upload it, and click on “ok”

Step 4: Add Merge Tags 

Here comes the important step! Because this step ensures that your emails are personalized. Click on “Insert Merge Tags”, it will display all the merge tags placed in the email.

Replace the placeholders generated by word with that in your email! Don’t forget to do that otherwise, your recipients will not receive personalized emails. 

Step 5: Preview Your Email 

Don’t forget to preview your email by clicking on the “🔍” icon to access the “Preview results” feature.

To check if customization is done accurately, use the “⏪ ⏩” arrow button, and with the count of 1, 2, 3… and so on, it will keep displaying how the email for each recipient will look.

Step 6: Send the email 

Once everything is in place, click on “Finish & Merge” > select “Send email messages”

A pop-up will appear. In the “To” field select “Email Address” and don’t forget to add the subject line as well!

In mail format select plain text because for high email deliverability, you should not select HTML format because it hampers your email deliverability. 

Click on “Ok” and you are done! Now go and check your Outlook’s sentbox.

Apart from these two methods, you can also do a mail merge directly with the new Outlook app and Microsoft Power Automate. 

3. Send Email to Multiple Recipients With Gmail

In this section, I will walk you through the process of sending emails to multiple recipients with Gmail. You can directly do it by sending emails through Gmail with the BCC method.

Here is how you can do it →

1. Open Gmail and click on the “🖊” Compose icon. 
2. Add a subject line and write your email copy
3. In the “to” field add your email address and in the “bcc” field add your recipients 
4. Before hitting on the send button check every detail is correct! 

However, if you want to send personalized emails to multiple recipients through Gmail but it is only possible through third-party apps or add-ons.

Why I Never Send Mass Emails Directly Using Gmail or Outlook?

I have explained all the methods to send email to multiple recipients with email automation tools, Gmail and Outlook.

Now, here is the thing I have sent mass emails directly from ESPs at the start of my entrepreneurial journey to bring new business. 

But I won’t recommend doing that!

Here are the major reasons why you should avoid it →

1. I Faced Low Deliverability Issues
2. I Was Constrained With Email Sending Limits
3. I Could Not Personalize Email Copies Enough
4. I Was Not Able to Track How Many People Replied to My Email

1. I Faced Low Deliverability Issues

There have been instances where spam filters flagged my emails. Now spam filters can triggered due to reasons like:

• Sending bulk emails from one email account 
• Not many recipients read the emails 
• Recipients mark your emails as spam. 
• ESPs assuming you are sending suspicious emails 

Whatever the reason is, if repeatedly your emails are flagged as spam it will definitely harm your sender’s reputation, and make it harder to reach inboxes in the future.

2. I Was Constrained With Email Sending Limits

This was the primary reason that limited my email outreach efforts! All the ESPs have email-sending limits that limit you to reach out to a wide audience at once,

Here are the email-sending limits for the popular ESPs: 

• Gmail: 2,000 emails per day 
• Microsoft Outlook: 5,000 emails per day, with a maximum of 500 recipients per email. 
• Zoho Mail: 2,000 emails per day.

If you don’t follow these limits ESPs will block your account; therefore you have to switch between various email accounts if you want to send more emails! Which is again a task when you are executing it manually!

3. I Could Not Personalize Email Copies Enough

2025 is all about targeted personalization!

Gone are the days when basic personalization, i.e., adding the recipient’s first name and company name, was sufficient to get a response. Now, recipients look for more personalized emails, and you have to add specific details about them so that they respond to your email.

And ESPs clearly do not have advanced features to personalize your email copies.

4. I Was Not Able to Track How Many People Replied to My Email

What’s the use of sending emails in bulk and putting in so much work if I can’t track what I’ve sent, how many responses I’ve received, or which recipients show interest? Without proper tracking, even when sending follow-up emails, I might miss potential responses from interested recipients!

So, Which is the Right Way to Send Email To Multiple Recipients?

While using ESPs looks like a more convenient option here I would say not to go with it!

Because though it can be a great mode of communication for small-scale or business communication it is not ideal for those looking to scale your outreach and lead generation efforts efficiently.

Whereas with advanced method, you can focus on scaling outreach and use features to personalize messages without compromising your sender reputation!

FAQs 

1. Can I Send Emails to Multiple Persons with Different Attachments?

Yes, Saleshandy allows you to send mass emails with different attachments to multiple recipients. It integrates with popular tools like Pitchlane and Sendler, enabling you to create personalized videos for each prospect.

Moreover, the platform also enhances email communication through its unified inbox, where you can directly receive attachments from your prospects.

2. How Do I Send a Mass Email Without Showing Other Recipients?

Well, you send the mass email without exposing any recipient email address in two ways: 

•  First is through the BCC & CC method via Gmail or Outlook but it is not a recommended practice. 
• Second, using an email automation tool like Saleshandy not only helps you to overcome ESP limitations but also allows you to send personalized mass emails at scale.

3. When Sending a Group Email, How Do You Ensure That One or Several Recipients Cannot See the Names of Other Recipients?

Well, to ensure the privacy of all the recipients and maintain high email deliverability I prefer sending mass emails through Saleshandy.

4. How Do I Send a Personalized Email to Multiple Recipients?

If you want to send personalized emails at scale you should choose Saleshandy. It has advanced personalization and email-sending automation features that allow you to send bulk emails without much manual work.