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How to send an email to multiple recipients individually in Outlook?

Author: Xiaoyang Last Modified: 2024-07-17

When you need to send personalized emails to multiple recipients individually, ensuring they don't see each other's addresses, the usual approach is to send the emails one by one. But let's face it – this can be incredibly time-consuming and boring. So, is there a smarter, faster way to handle this task in Outlook? Absolutely! Keep reading to discover how you can streamline this process and make your email management much more efficient.

Send an email to multiple recipient separately with Mail Merge feature (complex)

Send an email to multiple recipient separately with Kutools for Outlook (3 steps)


Send an email to multiple recipient separately with Mail Merge feature (complex)

In fact, the Mail Merge feature in Outlook can help you to send the same email to multiple recipients individually with their own greeting. Please do with the following steps:

1. Go to the Contacts pane, and then select the recipients which you want to send email to, and then click Home > Mail Merge, see screenshot:

send-email-multiple-recipients-by-using-mail-merge-1

2. In the opened Mail Merge Contacts dialog box:

(1.) Select Only selected contacts option under the Contacts section;

(2.) In the Merge options section, choose Form Letters from the Document type drop down, E-mail from the Merge to drop down list, and then enter the subject you need into the Message subject line text box.

send-email-multiple-recipients-by-using-mail-merge-2

3. Then click OK button, and the Microsoft Word will open with a new document. The window will stay under Mailings ribbon automatically. Then you should click Greeting Line under the Mailings tab, see screenshot:

send-email-multiple-recipients-by-using-mail-merge-3

4. In the popped out Insert Greeting Line dialog box, specify the greeting line format as you need. You can preview the sent greeting results in the Preview section at the same time. See screenshot:

send-email-multiple-recipients-by-using-mail-merge-4""

5. Then click OK, and you can see 《GreetingLine》has been inserted into the document, then press Enter key to go to next line to compose the message body you want to send, see screenshot:

send-email-multiple-recipients-by-using-mail-merge-5

6. After editing the message body, please click Mailings > Finish & Merge > Send Email Messages, see screenshot:

send-email-multiple-recipients-by-using-mail-merge-6

7. In the Merge to E-mail dialog box, you can directly click OK button, and the email will be sent to all selected contacts at once, see screenshot:

send-email-multiple-recipients-by-using-mail-merge-7

8. After finishing sending emails, you can go to the Sent Items folder to view the results, and the email has been sent to each recipient individually with their own greeting, see screenshot:

send-email-multiple-recipients-by-using-mail-merge-8


Send an email to multiple recipient separately with Kutools for Outlook (3 steps)

While the Mail Merge feature in Outlook can help you send emails to multiple recipients individually, it comes with many limitations. For instance, it doesn’t support CC, BCC, or the insertion of attachments. Enter Kutools for Outlook. With its powerful Send Separately feature, you can effortlessly overcome these limitations. Just one click, and your emails are sent individually to each recipient, complete with CC, BCC, and attachments. It’s that simple and powerful!

Kutools for Outlook has a free version now, whose 70+ features are free for a lifetime. Download the Free Version Now.

After installing Kutools for Outlook, please do as this:

1. Create a new message, in the new Message window, click Kutools > Send Separately, and then insert the corresponding recipients, Cc, Bcc and subject into the separate fields, see screenshot:

send-email-multiple-recipients-by-using-kutools-1

2. And, you can see the greeting line is inserted into the message body, then, please compose the message body you want to send, at last, click Send button to send the message, see screenshot:

send-email-multiple-recipients-by-using-kutools-2

Tips: If you want to insert attachments when sending personalized mass emails, you just need to click Insert > Attach File to insert the attachments you need, see screenshot:

send-email-multiple-recipients-by-using-kutools-3


More relative articles:

  • Send Multiple Drafts At Once In Outlook
  • If there are multiple draft messages in your Drafts folder, and now, you want to send them at once without sending one by one. How could you deal with this job quickly and easily in Outlook?
  • Send Personalized Mass Emails To A List From Excel Via Outlook
  • For example, I have the following data range in a worksheet which contains Name, Email Address, Registration Code columns, and now, I want to send a message with a personalized greeting and their own Registration Code to the separated Email Addresses in column A.
  • Send A Calendar To Multiple Recipients Individually In Outlook
  • Normally, you can send a calendar to a recipient quickly and easily by using the E-mail Calendar feature in Outlook. If you want to send a calendar attached as iCalendar file to multiple contacts individually, you need to send it one by one. In this article, I will talk about an easy way to send a calendar to multiple recipients individually in Outlook.
  • Send Email To Multiple Recipients Without Them Knowing In Outlook
  • Normally, when you send the same email to multiple recipients, all addresses of the recipients are visible to everyone receiving the email. But if the recipients don’t know each other, this may be not a good idea. In this case, you should keep the recipients from seeing each other's email addresses. This article, I will talk about how to solve this problem in outlook.

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Comments (18)
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This comment was minimized by the moderator on the site
I was thrilled to find this fantastic website. I must express my gratitude for taking the time to write this very amazing article! I really appreciated every part of it and already have you bookmarked to look at new things you post.
This comment was minimized by the moderator on the site
Hello, Mahajan
Thank you so much for your comment! We're thrilled that you are satisfied with our website. If you have any further questions, please don't hesitate to reach out.
This comment was minimized by the moderator on the site
Hi Skyyan,
I tried to put it in the body of work and he worked very well. I have to try the other option.

Thank you for your help
This comment was minimized by the moderator on the site
Thank you for this.
I’d like to add a signature m but when send the email to multiple people from word as explained he doesn’t add it even if is saved in outlook and added to any other new email. How can I do this? Thank you
This comment was minimized by the moderator on the site
Hello, Antonio
You cannot insert the signature of Outlook directly, but you can create a new signature in the mail merge. Please do as this:
After the step 5 in this article, then, click Mailings > Rules > Fill-in, see screenshot:
https://www.extendoffice.com/images/stories/comments/comment-skyyang/doc-mail-merge-1.png
In the Insert Word Field:Fill-in dialog box, enter your signature text into the Default fill-in text box, see screenshot:
https://www.extendoffice.com/images/stories/comments/comment-skyyang/doc-mail-merge-2.png
Then, click OK button, and now, your signature will be inserted into the word file as below screenshot shown:
https://www.extendoffice.com/images/stories/comments/comment-skyyang/doc-mail-merge-3.png
And then, go on the next steps to finish this job.

Or another easy way also can help you: you just need to type the signature after the message body in the Word document, and it also can be recognized as signature.

Please have a try, hope it can help you!
This comment was minimized by the moderator on the site
Hello ,

Good Day to you,

I'm facing and time consuming issue while sending e-mail ( I work in a purchasing department). so when I want to request quotations in multiple vendors using the above mentioned "Send Separately" function is fine. but do you have a solution for when I want to send an emails to multiple receivers (Suppliers) while CC their management. Eg: i want to send e mail to X, Y & Z and when sending to X - X1,X2,X3 & X4 should be CC same scenario for Y and Z. but X and Y and Z must not see the that I send mail to others. only to that specific group. ( for X , To :- X , CC :- X1,X2,X3 & X4 and B)( for Y , To :- Y , CC :- Y1,Y2,Y3 & Y4 and B) ( for Z , To :- Z , CC :- Z1,Z2,Z3 & Z4 and B)
CONSIDER B AS A PERSON WHO SHOULD SEE ALL THE MAILS. TO MANAGE TRANSPARANCY.

hope you have a solution for that 😊.
This comment was minimized by the moderator on the site
Hello Ishara,

For your case, I think you should send three emails separately to X, Y, and Z, rather than in one email. Because we can't only CC to X1,X2,X3 & X4 while sending the email to X, only CC to Y1,Y2,Y3 & Y4 while sending the email to Y, and only CC to Z1,Z2,Z3 & Z4 while sending the email to Z in one message using our "Send Separately" function.
As for recipient B, you can BCC the three emails to B, so B can receive all the emails, and nobody know it.

Sincerely,
Mandy
This comment was minimized by the moderator on the site
Please help mePlease I want the answerJust right now
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