If you are looking for ways to send a bulk of email from Outlook using Excel, then you are in the right place. Sometimes we need to send the same email to a huge number of recipients and to make this task easier this article will discuss different ways of doing this job. So, let’s start with our main article.
Here, we have a list of employees’ Ids, names, gender, age, and email id of a company. We will try to send emails to these email ids with the help of Excel, Outlook, Word, and Power Automate in the following 3 methods.
We have used Microsoft Office 365 version here, you can use any other versions according to your convenience.
1. Sending Bulk Email with File Attachment Using Excel and Outlook
Here, we will try to send emails to the following email ids by typing the ids manually in Outlook and we will attach this Excel file with the email.
➤ Click on the dropdown symbol in the top right corner of the Excel file.
➤ Check the Email option among various options.
After that, you will see the Email symbol in the quick access bar.
➤ Click on the Email sign.
Afterward, the Outlook window will open up where you can see the Excel file is automatically attached to this email.
➤ Type the recipient’s email ids serially separated by semicolons (;) in the To box.
To send this email to the recipient’s ids just click on the Send option and then the file attachment will be sent to each employee.
2. Using Excel and Word to Send Bulk Email from Outlook
In this section, we will show the way to send an email to all of the recipients of the following email ids without typing their ids. For this method, we will need Microsoft Word with Excel and Outlook.
Here, we have inserted the column header names in the first row, and the sheet name is Word.
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, this document is ready to write an email but we have to do a few more steps before writing the email.
➤ 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.
After that, the Select Table wizard will open up.
➤ 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.
As we want to address each employee’s name in their email after Dear we have to follow this step.
➤ 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).
Then, the selected field name will appear after Dear.
➤ To see the result of this inserted field, go to the Mailings Tab >> Preview Results Group >> Preview Results Option.
After that, you will have the first name, Sara, from the list of first names of the employees after Dear.
➤ For sending this email go to the Mailings Tab >> Finish & Merge Group >> Send Email Messages Option.
Then the Merge to E-mail wizard will pop up.
➤ After clicking on the dropdown symbol in the To box you will get various fields for different columns of your worksheet. Select the Email_Id field containing the email ids of the employees.
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.
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3. Sending Bulk Email from Outlook Using Excel and Power Automate
Excel, Onedrive, Outlook, and Power Automate will be required to send bulk emails in this section.
We have converted the data range into a table and by going to the Table Design tab we can see the name of the table which is Table1. And one more thing you have to save the Excel file, 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.
In this way, we have opened our Power Automate with the help of which we will send our bulk emails.
➤ Select the Create option from the left side and then the Instant cloud flow option from the right side.
After that, you will get different options to trigger this flow.
➤ For simplicity, you can select the Manually trigger a flow option and then press Create.
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, you have to include some operations in this step.
➤ Search for Excel in the search bar.
➤ Then we selected Excel Online (Onedrive) option because we have saved our file here.
After that, different types of Excel-related actions will appear.
➤ Select the List rows present in a table option.
➤ Click on the Folder symbol beside the File box.
After that, you will see the folder names remaining in your Onedrive.
➤ Select the folder name which contains the required Excel file (here, we are selecting the EXCEL folder).
Then, you will see all of the files in this folder and we are selecting the file Sending Bulk Mail.xlsx, you can select your saved file name.
After that, select the table name (Table1) of this file which contains our email addresses in the Table box.
We have completed the first step by inserting the file and its related table.
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.
➤ To select the definite action search for email and then select the Send an email (V2) option from various actions.
After that, the name of this step will be renamed Send an email (V2).
➤ To select the email addresses click on the Add dynamic content option below the To box.
➤ Select Email Id (the name of the column containing email ids) under the List rows present in a table flow.
Then, we can see a word value in a box which is saying that this output has been selected from the previous step.
➤ Now, select the Send an email (V2) flow to see the details of this flow.
➤ Write down the format of the email.
As we want to address each person to whom we want to send this email, so we have selected the First Name (the column name containing the first names) option from the dynamic content keeping the cursor after Dear.
➤ Select Apply to each to apply this step to all of the email ids.
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.
In this article, we tried to cover the ways to send bulk email from Outlook using Excel. Hope you will find it useful. For exploring more Excel-related articles you can visit our site Exceldemy.com.
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