How to send mass emails with Gmail in 2023

How to send mass emails with Gmail in 2023

- Updated: Jan 1, 2022 - 8 minutes read

Sometimes, you’ll need to get an email sent out to a full list of contacts. In that case, sending a mass email is great for writing to a number of recipients, all with one click. So how do you send those mass emails with Gmail?

One of the easiest ways is to use a mail merge extension. These extensions often come with a wealth of features to that are ideal for sending mass emails in Gmail.

A Google add-on like Mailmeteor will help you send mass email without showing recipients that they were ever part of a mailing list. Better yet, it includes personalization functions, an autopilot mode and privacy guarantees to make Google mass mailing a breeze.

Sending mass emails with Gmail – Step by step

Getting a mass email sent out to a large list of recipients is simple. Here’s a step-by-step guide on how to do Gmail mass mailing:

  1. Install Mailmeteor

    Head to the Google Workspace Marketplace and install Mailmeteor.

    Install Mailmeteor for Google Sheets

  2. Create a contact list in Google Sheets

    Open up Google Sheets and create a list of contacts. To do this, you’ll need to fill in a column for each of the details of your recipients – including things like their first name, second name and their email addresses. You can also import a contact list you’ve already created by clicking on File and then Import.

    Example spreadsheet to send mass emails in Gmail

  3. Open Mailmeteor

    Once your contact list is filled in, click on the Add-ons menu at the top and then select Mailmeteor.

    Open Mailmeteor add-on to send mass emails in Google Sheets

  4. Write your template and personalize your emails

    Click on Create a new template email and then write the email you want to send to your contact list. You’ll need to fill in the subject and the main text, and if you want to add personalized variables, you can do so by clicking Insert variables. Once you’re done, click Save changes.

    Open Mailmeteor add-on to mail merge in Google Sheets

  5. Preview your mass email

    On the next page, click on Preview emails. Here, you’ll get to see what each of your emails will look like when they arrive in your recipients’ inboxes. Have a careful check through to make sure everything is correct.

    Preview mail merge before sending

  6. Send your mass mailing

    When you’re happy, click Send emails. Mailmeteor will use the information in your provided Google Sheets to get your emails sent off to all of your contact list.

    Sending a mail merge with Mailmeteor

That’s it! Your recipient will receive your email without every knowing they were part of a mass mail, helping each of your message feel personalized and unique

Sending 10,000 emails with Gmail

If you’re an email marketer and you’ve got a full email campaign you’re getting ready to roll out, sometimes you’ll want to send huge numbers of emails all at the same time to different potential customers. Mass emailing like this can be a real effort unless you have a Gmail mass email extension that can handle it for you.

The reason for this is that Gmail has a daily limit on how many emails can get sent out in a day – how many emails can be sent at once in Gmail?

  • If you’re a free Gmail user, the daily limit is 500 emails a day.
  • If you’re a Google Workspace user, the daily limit is 2,000 emails a day.

Gmail sending limits

So how do you send mass personalized emails to 10,000 recipients? Well, if you’re using Mailmeteor, the process is remarkably simple using the Autopilot feature.

Sending 10,000 emails with Gmail°
Send 10,000 with Gmail using the Autopilot

All it comes down to is following the same process as above – installing the Mailmeteor extension, creating a contact list, building a template, previewing the emails and sending them off. Mailmeteor’s handy Autopilot function will automatically send your mass email up to your daily limit over the course of several days – letting you send all of your emails with just one click.

Pretty neat, right?

Sending bulk email without getting blocked

If you’re a mass email sender, you’ll know how important it is that your mass email marketing strategy doesn’t get you blocked by email service providers.

So if you’re finding that your bulk email campaigns in Gmail are getting you blocked, it’s time to take action. The best way to send mass email in Gmail without getting into any trouble is by sticking to the following guidelines:

  1. Warm up your account

    Warm-up your Gmail account

    Sending a mass email as soon as you’ve opened your Gmail account is a bad idea. ‘Cold’ accounts, or accounts that have never sent an email before, are often flagged up by spam filters as being spammy and possibly fraudulent, so it’s always a good idea to warm up your account before you get started. This means you should send just a few emails to a small list of recipients to begin with – as time goes by, you can start to grow those numbers to your full contact list to ensure you make it past the inbox filters.

  2. Personalize your emails

    Send mass personalized emails in Gmail

    Personalization often acts as a clear sign to email service providers that you are sending relevant emails that will be of interest to your recipient. Contacts will be far more likely to open your mass personalized emails too, and that extra open rate will ensure you stay in the good books of providers.

    Personalization is easy with an extension like Mailmeteor, whose features include personalization options sourced directly from your Google Sheets contact list.

  3. Clean up your contact list

    Keep your address list clean and up to date

    Believe it or not, your contact list can have a big impact on your email deliverability rates. Sometimes contact lists can have email addresses on them that no longer exist. Emails sent to these accounts will bounce, and if Gmail sees that too many of your emails are getting bounced, they’ll flag your account for spammy activity and you might get blocked.

    So, carry out contact list maintenance regularly by checking through each of your addressees to ensure they’re all still active.

  4. Review your email copy

    Review your email copy

    The content in your email is one of the first things that spam filters will look at, so it’s always worth taking the extra steps to ensure that your emails are the kind that will make it into an inbox safe and sound.

    From including an unsubscribe link and implementing personalization, to using the same color font and making use of a spam checker, there are a number of ways you can keep things clean. So that was our guide to sending mass emails with Gmail! Mailmeteor remains the top-rated mass mail merge extension on Gmail, loved by millions of clients across the globe for its ease-of-use, its raft of handy features and its dedication to the privacy of its users.

  5. Stagger mass communications over several days

    Avoid sending too many emails at once

    It’s a best pratice not to send all your emails at once in a single blast. Of course it’s tempting to send one large mass mailing to get faster results.

    Try to split your large mass mailing into smaller segments or use Mailmeteor’s Autopilot feature to send your email campaigns across several days automatically for you.

These best practices are the first things to check before sending mass emails. Read our guide if you want to further improve your Gmail deliverability with more tips. You now have everything needed to start sending mass personalized emails in Gmail!

This guide was written by Jean Dubrulle, Mailmeteor's cofounder. Mailmeteor is a simple & privacy-focused emailing software. Trusted by millions of users worldwide, it is often considered as the best Gmail mail merge to send mass personalized emails. Give us a try and let us know what you think!

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