You’ve come to the right place if you’re looking for ways to send bulk email from Outlook using Excel. To make this task easier, this article will describe various approaches to sending the same email to a large number of recipients. Starting with our main article, then.
3 Ways to Send Bulk Email from Outlook Using Excel
We have a list of a company’s employees’ names, I.D.s, gender, ages, and email addresses here. Using the following 3 techniques, we will attempt to send emails to these email addresses using Excel, Outlook, Word, and Power Automate.
Method-1: Sending Email with File Attachment Using Excel and Outlook
Here, we’ll attempt to send emails to the following email addresses by manually entering the addresses in Outlook and attaching this Excel file to the email.
➤ Click on the dropdown symbol in the top right corner of the Excel file.
➤ Check the Email option among various options.
Following that, the Email icon will appear in the fast access bar.
➤ Click on the Email sign.
➤ Type the recipient’s email ids serially separated by semicolons (;) in the To box.
Method-2: Send Bulk Email from Outlook Using Excel and Word
We’ll demonstrate how to send emails to all of the recipients of the following email ids in this part without having to type their actual email addresses. Microsoft Word, Excel, and Outlook are required for this procedure.
In this case, the sheet name is Word, and the column header names are added in the first row.
Step-01: Creating Recipient List from Excel File
➤ Open a blank Word document.
➤ Go to the Mailings Tab >> Start Mail Merge Dropdown >> E-mail Messages Option.
Now that the document is prepared, we can write an email, but there are still a few procedures to complete.
➤ Go to the Mailings Tab >> Select Recipients Dropdown >> Use an Existing List Option.
➤ Select the Excel file Sending Bulk Mail.xlsx (or your saved file with another name) in the File Explorer window and press Open.
The Select Table wizard will then appear after that.
➤ Select the sheet name in which you have the list of email ids.
➤ Check the option First row of data contains column headers and press OK.
Step-02: Creating Structure of Email
➤ Now, type the structure of the email.
This step must be taken since we wish to use each employee’s name in the email address after Dear.
➤ Keep your cursor after Dear where you want the name, and then go to the Mailings Tab >> Insert Merge Field Dropdown >> First_Name (Field name containing the first names of the employees).
The chosen field’s name will then follow Dear.
➤ Go to the Mailings Tab >> Preview Results Group >> Preview Results Option to examine the outcome of this field’s insert.
The wizard to merge to email will then appear.
➤ You will see different fields for the various columns in your worksheet after clicking the dropdown arrow in the To box. Select the Email Id field that contains the employees’ email addresses.
In this way, we have placed the recipient’s email ids in the To box.
➤ To send this email to each employee you have to just press OK.
Method-3: Send Bulk Email from Outlook Using Excel and Power Automate
Sending mass emails in this part will require the use of Power Automate, Excel, Onedrive, and Outlook.
The data range has been transformed into a table, and by selecting the Table Design tab, we can see that the table’s name is Table1. You must also upload the Excel file with the name Sending Bulk Mail.xlsx (or any other filename) to Onedrive.
Step-01: Creating a Flow
➤ Go to your Microsoft Office 365 account and from various applications select Power Automate.
We have successfully opened our Power Automate, which will be used to send our mass emails.
➤ Select the Create option from the left side and then the Instant cloud flow option from the right side.
After then, you will have several choices for starting this flow.
➤ You can just choose the option to “Manually trigger a flow” and then press the Create button.
Step-02: Adding First Step for Excel File
After creating our flow and we have to just add some steps.
➤ Click on the New step.
After that, this phase requires you to include a few operations.
➤ Search for Excel in the search bar.
➤ Then we selected Excel Online (Onedrive) option because we have saved our file here.
Following then, several Excel-related tasks will become available.
➤ Select the List rows present in a table option.
➤ Click on the Folder symbol beside the File box.
You will then see the folder names still present in your Onedrive.
➤ Choose the directory containing the necessary Excel file (here, we are selecting the EXCEL folder).
When you see all of the files in this folder, pick the file Sending Bulk Mail.xlsx using the drop-down menu that appears.
After that, select the table name (Table1) of this file which contains our email addresses in the Table box.
Step-03: Adding Second Step for Outlook
➤ Click on the New step to add a step to send the emails through Outlook.
➤ Search for Outlook in the search bar.
➤ Then, we selected the Outlook.com option to send our emails.
➤ Search for email and then choose the Send an email (V2) option from the list of available actions to choose the specific action.
Search for email and then choose the Send an email (V2) option from the list of available actions to choose the specific action.
➤ To select the email addresses click on the Add dynamic content option below the To box.
➤ Under the List rows section of the table flow, choose Email Id (the name of the column containing email ids).
Then, we can see a word value in a box indicating that the output from the previous phase has been chosen.
➤ Now, select the Send an email (V2) flow to see the details of this flow.
➤ Write down the format of the email.
We chose the First Name (the column name holding the first names) option from the dynamic content while keeping the cursor after Dear since we want to address each recipient of this email individually.
➤To apply this action to all of the email addresses, select Apply to each.
We have completed all of the steps.
➤ Click on Save.
➤ After going back to the flows, just click on the Run option to send this email to all of the employees.
We attempted to cover the methods for utilizing Excel to send mass emails from Outlook in this article. I hope it will be helpful to you.