How to send bulk emails

Sending bulk emails is perfectly acceptable if you observe a few simple rules

Bulk emails are often confused with spam emails. However, sending bulk emails just means emailing many people at the same time. Sending bulk emails has become an important tool for marketers and people wishing to promote their businesses. Transparency is key; don’t try to mislead your audience. State clearly what your email is about and always try to personalise your messages.

Difficulty:

Moderately Easy

Instructions

Things You'll Need

• Computer
• Internet access
• Bulk email software such as Easy Mail Merge

1. Write your email. Include your contact details (ie, a phone number or address) so the recipients can see the email is coming from a person and isn’t spam.

2. Enter the subject title. This should be relevant to the message and not misleading in any way. Phrasing such as "Contact me immediately!" might not pass a spam filter and will look suspicious to your recipient.

3. Give your recipients the opportunity to opt out of receiving any further emails by adding a note along the lines of, "To unsubscribe, reply to this email with the word 'unsubscribe”’, for example.

4. Always use the "Bcc" field to enter the recipients' email addresses so they don’t receive everyone else’s email. If you don’t, you run the risk of annoying people who want their address to remain private.

Tips & Warnings

• Try personalising your emails by using bulk email software such as Easy Mail Merge. This software allows you to change things such as the name you’re addressing the email to and the location. A personalised email is more likely to be read than one that isn’t.

• If you send too many emails at once your email provider might block them. Particularly if you’re going to send hundreds of emails, it’s worth investing in software that can be set to distribute emails gradually, for example 20 an hour.

• Before you start sending bulk emails check the Acceptable Use Policy (AUP) concerning emailing as set out by your Internet provider. If you violate any of your provider’s terms, your account may be suspended or even terminated.

References

• Bulk Email Software: How to Send Bulk Emails
• Mail Merge Add In for Personalized Mail Merge Message Through Outlook
• CNET: Easy Mail Merge for Outlook