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

When you want to send personalized email to multiple recipients individually without them knowing each other, normally, you can send the email to the recipients one by one. But, this will be time-consuming and boring. Is there any good and quick method to solve this task in Outlook?

Send an email to multiple recipient separately with Mail Merge feature

Send an email to multiple recipient separately with an amazing feature


Send an email to multiple recipient separately with Mail Merge feature

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:

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.

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:

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:

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:

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

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:

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 an email to multiple recipient separately with an amazing feature

Though the Mail Merge feature can help you to send the email to multiple recipients individually,it also has many limitations, such as, it does not support CC, BCC and insert attachments when sending email. But, if you have Kutools for Outlook, with its powerful feature - Send Separately, you can solve all of these problems at once.

Note:To apply this Send Separately, firstly, you should download the Kutools for Outlook, and then apply the feature quickly and easily.

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:

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:

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:


More relative articles:

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  • 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
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  • 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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  • To post as a guest, your comment is unpublished.
    Steve Holm · 3 months ago
    i would like use this for community service emails for appx 380 lake residents will your app work for that many??
    thanks
  • To post as a guest, your comment is unpublished.
    Baranitharan Balasub · 3 months ago
    This was very much helpful. Good step-by-step details for mail-merge.
  • To post as a guest, your comment is unpublished.
    ash · 11 months ago
    Hi, is there any way to include someone to the c.c when I'm sending emails to multiple recipients using mail merge?
    • To post as a guest, your comment is unpublished.
      skyyang · 7 months ago
      Hello, ash,
      May be there is no direct way for you to insert cc by using the Mail Merge feature, but, you can apply the Send Emails feature in Kutools for Excel, you can download it from here:https://www.extendoffice.com/download/kutools-for-excel.html
      After downloading and installing it, please open the Excel file, and then click Kutools Plus > Send Emails to use it.
      please try, thank you!
  • To post as a guest, your comment is unpublished.
    NK · 1 years ago
    how can we send attachment with written material in mail through mail merge. or is there any other way, please advice.
    • To post as a guest, your comment is unpublished.
      skyyang · 11 months ago
      Hello, NK,
      The Mail Merge feature doesn't support to insert the attachments when sending multiple emails, but you can try our Kutools for Excel's Send Email feature, with this feature, you can send multiple personalized emails with multiple attachments as you need.
      For using this feature of Kutools for Excel, you should download and install the tool first.
      https://www.extendoffice.com/product/kutools-for-excel/excel-create-mailing-list-and-send-email.html

      Please try, hope it can help you!
  • To post as a guest, your comment is unpublished.
    mamuyaf@gmail.com · 1 years ago
    First you are showing an excel file Kutools, and then you end up explaining something completely different. ??
    • To post as a guest, your comment is unpublished.
      skyyang · 1 years ago
      Hello, Fam,
      The first part is one feature of our product-Kutools for Excel, if you want to use it, you should download and install it.
      The main content in this article is the normal solution that deal with this task in Outlook without using any other third add-in.
      Sorry for bringing a misunderstanding for you!
      Thank you!
  • To post as a guest, your comment is unpublished.
    Cody · 2 years ago
    Great Article!
    I got one question: How can I specify the email I use to send these emails?

    Can it only use the default email address as the sender?
    • To post as a guest, your comment is unpublished.
      skyyang · 2 years ago
      Hi, Cody,

      May be there is not a direct way to change the send account when sending emails. But, you can change and set your desired email account as default account. And then apply the Mail Merge feature to sending multiple messages.

      Please try, hope it can help you!