How to Send Email to Multiple Recipients Individually?

Such a great question, right?

If you’re working day in and out with emails, you know the struggle of sending an email to multiple recipients individually. Sending each email one by one is time-consuming, and marking everyone in the same email (where the recipient can see others on the list) looks unprofessional. Additionally if you’re not careful in your approach, your email might land in spam. If you’re looking for the best way to send an email to multiple recipients without going through the struggle we’ve just mentioned above, you can keep on reading our blog post to learn more. In this article, we’ll walk you through the ins and outs of sending multiple emails to different recipients with ease through the different cases. 

We’ll also discuss some of the great features available in Mailsoftly that make this possible, as well as some best practices for getting the most return on your email marketing efforts.

Let’s dive deeper!

Sending Email to Multiple Recipients Individually

First Method:  Using BCC Field

When emailing a large number of people, it is often advisable to use the BCC (blind carbon copy) method. This allows you to send one email to multiple recipients without revealing each person's email address to everyone else. So, if you’re trying to get your messages to reach as many people as possible, the native method might be the first option that comes to mind.

The native method has been known as the best and cheapest (totally free) way to Bcc (Blind Copy) , a list of recipients. Besides being a free method there are some pros as well : BCC method prevents recipients from accidentally replying to all. It keeps email addresses private and it may be used to send mass emails without appearing to do so. With this method, you don’t need to come up with a different email body for each recipient. The native method lets you use the same email body for multiple recipients. 

However, there are also some cons of using BCC method as well: Recipients may still be able to see each other's email addresses if they open the email in plain text format. Moreover, you may forget to add some people's email addresses if you are not careful. In addition to these the biggest drawback is the limitation of recipients. Because the native methodology has an address limitation in different email service providers such as Gmail, Hotmail or Yahoo Mail. Moreover you are unable to personalize your email with a greeting line specific to each receivers' name such as “Hello, Jane Doe” In native method you have just email addresses, a main mail body and a standard signature part to be used. On the other hand, a great majority of people are familiar with the process, because the BCC methodology is the oldest technique to send such emails. Therefore, most of your email contacts will be aware that they were listed as BCC at your emailing; well, which seems a little bit ametuer for professional email marketers. Also, some email clients do not handle BCC very well, so your message may not be properly delivered to all of your intended recipients. Finally, some people may find it annoying if they are not used to receiving BCC emails. Overall, BCC can be a helpful tool, but it's important to use it carefully and be aware of its potential pitfalls. You Got a Personalized Mail!

Second Option: The Mail Merge Methodology 

The Mail Merge Methodology is a comprehensively another topic of mass mailing and email campaigning. We discussed the matter of “What is Mail Merging?” with several different topics at our previous blog posts such as “How to send bulk email by mail merge?”or “Mail Merge to Create Gmail Draft”. Through these articles we comprehensively mentioned how to use Excel data sheets with tags and labels to send mass mailing via Word and Outlook processes. Plus, the process of Gmail mail merging is explained in detail for anyone to use the procedure. In Fact the mail merge method is a quick and easy way to send mail to multiple recipients. It can be used for both personal and business purposes. To use this method, you will need a list of recipients, a template email, and a mail merge tool.

Therefore, if you’re tired of sending the same email over and over again, here’s a great way to send an email to multiple recipients. It has all the advantages of the BCC method and a few more. Here’s how you can use the mail merge method to send emails to multiple recipients: Prepare your list of recipients. You can do this in Excel. Create a letter with the content you want in the email. You can use any template or the one provided by Microsoft Office. In the To field, add each recipient’s name. It will automatically add the CC field with the other recipients in the email list. Copy the content of the letter and paste it in the body part of the next letter you’ll create. It will automatically add the CC field with the other recipients in the email. Repeat the process until you have all the letters you need in your database.

As you can see, mail merge is briefly an automated practice of creating personalized letters or emails. It necessitates two components: a letter or email template with specific placeholders in the body. And a spreadsheet containing data that should be used to replace blank spaces for each independent receiver. These could include names, addresses, or any other personalized information. Some tools even allow you to send personal attachments with emails.

Apart from the tools using mail merging systems, as a concept it leads to better communication skills throughout the email marketing strategies. As a methodology using mail merging really saves great time and energy, it enables sending unique messages to the masses, and at last but not least simplifies the proofreading process. Moreover, using the Mailsoftly email merging process grants useful statistics for organizing the next step of an email marketing plan.

The Third & The Best: Personalization Process! 

In the previous section, we saw how the mail merge method works. But what about if we want to send the same email to multiple recipients, but we want to make it personalized? Personalization of emails is a totally specific solution which creates the best results of an email campaign. First of all let’s remember "What Is Email Personalization?” in short. 

Email personalization is a kind of marketing tool using your subscriber data to deliver personalized experiences to different groups or individuals. Marketing teams can use personalized emails to target specific subscribers with special offers, more relevant content, or crucial info. If you use them accurately, personalized emails seem to have been specifically written for the receiver. 

Personalization of emails is also beneficial for your email marketing campaign. According to statistics, Personalization boosts your revenue by 40% (McKinsey and Company). Additionally, 78% of marketers (including your competitors) communicate using personalized email (Statista). Besides,  email personalization benefits both for the sender and the receiver. On the one hand, email marketing campaigns become more effective (more revenue, conversion, leads, engagement, and so on), on the other side of the medallion customer experience improves every other day. 

No doubt that Personalized Emails are much more effective in todays’ digital world?  Because every other day we receive tons of emails, from personal ones (the family members still sending cute cat videos:) or your child’s teacher sending feedback about the school day ) to business mails, from bulk emails of subscribed services and to even spams that we are still surprised to receive somehow! Therefore if you personalize the emails of your digital marketing campaign, you will increase the percentage of click-through rate and the click-to-open rates accordingly.  If the importance of personalization is crystal clear, let's check how you can accomplish it via using the Mailsoftly tool.

Personalization of Emails Via Mailsoftly 

As an email marketing tool Mailsoftly aims to establish a personalized communication channel between you and your audience at scale. By means of Mailsoftly, every email can be customized. There are a great bunch of emails at our inboxes trying to get our attention in the name of their brand or company. Therefore, the unique ones, the personalized emails will stand out the crowd. Digital marketers should be familiar with their customers and send emails according to their needs & demands. 

As we mentioned above throughout a day, we receive lots of bulk emails which are mostly aiming to sell something online to us. Thanks to Mailsoftly, you can catch the eye of your receivers between other mass emails. Because one of the main features of Mailsoftly is creating emails according to your audience in a highly personalized way.

Additionally , you can have dynamic fields regarding your contact lists and so you can directly address them. It is also possible to preview the personalized emails before sending; double check is always welcomed! 

Mailsoftly teams work for your comfort with the aim of establishing a personalized communication channel with your audience at scale. At the end of the day,  you will have more engagement from your emails at your emailing campaign. Deliver your personalized message to the specific people at the target. It’s proven that whenever you send a personalized email, the engagement rates get higher compared to a regular email.

Moreover, the aim of personalization is to constitute a special tie between a brand and its client. It’s tempting for the customers to know that a company or a brand is caring about needs and demands by means of individual touches and a selection of special offers. Especially, if that communication is set after the most recent transaction, the effect may kick off quicker than before. 

If you plan to attract attention in some customers’ inbox  you definitely should send personalized emails. After the sending of personalized email, please keep an eye on the percentages of open and click rates via using Mailsoftly’s statics. The personalization of the emails will catch your customers attention and the process will obviously improve the customer experience likewise. 



Through the whole article we have covered some methods that give you a quick step-by-step direction on how to send emails to multiple recipients. As a consequence there are 3 popular ways to send an email to multiple recipients: 1) The BCC method (Native method); 2) Mail Merge Method  3) Personalized method. We aimed to explain each process with cons & pros with simple instructions.  

Overall, sending email to multiple recipients can be a time-consuming and sometimes frustrating process even for email marketing professionals. When you make an announcement or share a link on social media, you want your followers to get the most out of it. However, getting everyone on the same page can be challenging. When it comes to email marketing, you don’t just have to put out fires, you also need to be able to spot opportunities that will drive greater response from your audience. Sending email to multiple recipients individuals is also a tricky business. You need to be careful and make sure the recipients don’t end up reading the emails of the others in the BCC field.  Fortunately, we have personalized email sending features for this reason. You can easily use Mailsoftly to send emails to multiple recipients. Try out the free version today for the personalized email campaigns and many more!