Need to send an email to everyone in your company? Whether you’re sharing a company-wide announcement, an internal update, or an urgent message, manually adding dozens of employee email addresses isn’t practical — and using BCC quickly becomes messy.
If you’re using Gmail with Google Workspace, there are two simple and reliable ways to email all your employees at once:
- A fast method for small teams or one-off messages (3-minute setup)
- A scalable solution for growing companies and recurring communications (15 minutes setup)
In this guide, you’ll learn how to send a company-wide email step by step — directly from Gmail, without losing control over your recipient list.
Method 1: Send a Personalized Email to Everyone in Your Companyer
You can send a personalized email to all the members of your staff using Google Sheets and a mail merge add-on like Mailmeteor. The best part? It’s quick and easy to setup.
1. Create Your Mailing List
Google Workspace lets you easily download a list of all your users. Here’s how to do it:
- Sign in to the Google Workspace Admin Console.
- Access the Users list.
- Click on Download users.
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Select Google Sheets in the format, then click on “Download”.
2. Send an Email to All Your Employees
Now you have a Google Sheets spreadsheet with a list of all your employees. The next thing is to open Mailmeteor for Gmail and send an email to all of your employees.
- Open the Google Sheets just created.
- In the Extensions menu select Mailmeteor > New campaign.
- Write your message and click Send emails.
Here’s an example of a personalized message that you could send from your Gmail account:
Hi {{ First Name }},
I wanted to personally thank you all for the amazing work that you did this quarter. It’s impressive. You have achieved huge milestones in the past weeks.
Next quarter is going to be challenging as well. But I know I can count on you.
Thank you again.
The Google Sheets method is the quickest one. Using our mail merge add-on, you can send up to 50 emails per day right from your Gmail account. That’s way enough for small teams. If you are a bigger company, it might be worth configuring Google Groups.
Method 2: Send a Company-Wide Email Using Google Groups
When you have a large number of employees (i.e. more than 100), you might need a dedicated tool to send a group email to everyone in your company.
Groups for Business is a Google Workspace service that helps you communicate with members of your organization. It lets you create a shared email address (like [email protected]) so you can send one message and reach everyone at once.
1. Activate Groups for Business in Google Workspace
First, make sure Groups for Business is enabled in your Google Workspace account:
- Sign in to the Google Workspace Admin Console.
- In the sidebar, click on Apps > Google Workspace > Groups for Business.
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Enable Groups for Business if not already done so.
2. Create a Google Group
Next, create a new Google group:
- Sign in to Google Groups.
- Click on Create group.
- Enter the group name (e.g. Company announcements).
- Enter the group email (e.g. [email protected]).
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Review the group settings on who can be invited, reply to messages, etc.
3. Add Employees to Your Email Group
Once your group is created, make sure to enroll all of your users in it:
- Sign in to the Google Workspace Admin Console.
- Access the Directory > Groups list.
- Click the name of the company-wide group (e.g. Company announcements).
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Click Add members, then click Advanced.
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Check the box “Add all current and future users of Mailmeteor to this group with All Email setting”. Then save changes by clicking Add to group.
Now, all members of your Google Workspace account are added or removed automatically as they enter and leave the organization.
4. Send a Message to All Your Staff
To send a message to all your employees:
- Sign in to Google Groups.
- In the groups list, select the company-wide group (e.g. Company announcements).
- Click on New conversation to create a new message.
- Write your message then click on Post message.
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All members of the group will immediately receive the message in their inbox.
Here’s an example of an email that you could send to everyone in your company:
Team.
I wanted to thank you all for the amazing work that you did this quarter. It’s impressive. From employees building the products to everyone supporting them, we have achieved huge milestones in the past weeks. I’m proud of you all.
Next quarter is going to be challenging as well. But I know I can count on all of you.
Thank you again.
Which Method Should You Use?
Here’s a quick rule of thumb to choose the right method:
| Method | Best for | Setup time | Personalization |
|---|---|---|---|
| Google Sheets + Mailmeteor | Small teams, one-off emails | ~3 minutes | ✅ Yes |
| Google Groups | Large teams, recurring announcements | ~15 minutes | ❌ No |
As you can see, using Google Groups is straightforward when sending an email to all of your employees. It’s tightly integrated with the Google Workspace ecosystem and with the right setup it’s a no-brainer.
The only caveat I can think of is that you can’t personalize your emails. If you want to personalize emails, you’ll have to use a mail merge for Google Sheets.
FAQs
Can I send an email to everyone in my company from Gmail?
Yes. If you use Google Workspace, you can send company-wide emails using Google Groups or by sending personalized emails via Google Sheets and a mail merge tool.
Should I use BCC to email all employees?
Using BCC works for very small teams, but it’s not recommended for company-wide communication. Google Groups or mail merge tools are more reliable and professional.
Can I personalize a company-wide email?
Yes — but only if you use a mail merge solution. Tools that work with Google Sheets allow you to personalize emails with variables like first name, team, or role.
What’s the best way to send recurring internal announcements?
If you regularly send internal updates or announcements, Google Groups is the best option. Once set up, it automatically includes new employees and removes those who leave, making it ideal for recurring company-wide communication.
How many people can I email at once with Gmail?
Gmail has daily sending limits. You can send up to 500 personalized emails per day from a free Gmail account, and up to 2,000 emails per day with Google Workspace plans.
Can I email everyone in my company without admin access?
Yes — in some cases. If a Google Group already exists, you can email the group address without admin permissions. However, exporting employee lists or creating new groups requires admin access. Mail merge tools can be used by both admins and non-admins, as long as the recipient list is available.
Do employees see each other’s email addresses?
It depends on the method you use. With mail merge, each employee receives an individual email, so they don’t see anyone else’s address. With Google Groups, recipients may see the group address, but not individual email addresses unless group settings allow replies to all.
