How to Do Mass Emailing
If you are marketing a business online or simply have a large contact list that you need to be able to communicate with en masse, knowing how to do mass emailing can be an invaluable skill. Sending the same email to multiple recipients one at a time is mind-numbing at best and a huge waste of time. However, it is also important to be aware of spam laws when sending mass emails to avoid being identified as a spammer.
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Instructions
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1
Create the email message in your word-processing program first to check the message for grammar errors and save it as a template for future emails. Many email servers have a spell check feature, but they do not check grammar usage. Avoid putting too many links into the email as some servers, such as Google's Gmail, will reject the email as spam. To remain in compliance with state and federal anti-spam laws, make sure both your name and address are at the bottom of the message.
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2
Sign in to your email server account. Enter your own email address in the "To" box. Sending yourself a copy of the message is a good way to make sure the message is getting through the email servers' spam filters. You can also check for links that may not be working. Putting your own address in the "To" box is also critical if you are going to be using the BCC option as described in Step 4.
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Click on "Cc:" which is usually found below "To." Once you click on "Cc," a little window should pop up with your contact list. With some email servers there will be three columns of boxes next to each contact; they will be labeled "To," "Cc" or "Bcc." Check the "Cc" box next to each contact and click on "Insert checked contacts."
With other servers, once you click on "Cc" your contact list will come up in a smaller window; and you simply need to click on the contacts you wish to add or the "All" option, then click "Done." With this mass emailing method all recipients will be able to see all the other contacts who have received the same email.
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4
Select the "Bcc" option if you wish to hide the names and email addresses of all recipients. It is vital here that you make sure your email address is in the "To" box or the message could be identified as spam and may be rejected. Be aware that with this mass emailing option the recipients will not see other contacts' information, but they will not see their own information either.
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Copy and paste the email message you created in your word processor to the email server. Check for spelling errors if you have not yet done so, then click "Send."
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Tips & Warnings
Another way to avoid having your message identified as spam is to use a short sentence or phrase from the text of the email as your subject line.
Provide a way for contacts to opt out of receiving mass emails; this will keep you in compliance with anti-spam laws at the federal level which require an opt-out provision with every mass email sent.
Some email servers, such as Google's Gmail, prohibit sending the same email message to more than 100 recipients at once.
References
Resources
- Photo Credit email button image by Richard Kane from Fotolia.com
