Sending mass email with Outlook

To create and send mass email campaigns, it is best to use a professional email marketing software. However, it is also possible to send mass email via Outlook. Outlook uses Microsoft Word to create the newsletter, then automatically sends it to all selected contacts.

When sending mass email campaigns, it’s important to be aware that, compared to a professional email software, Outlook comes with many disadvantages.

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How to set up mass email campaigns in Outlook

Tutorial: How to set up mass email campaigns in Outlook

You can send personalized mass email via Outlook, using the mail merge function as follows:

  1. To create a mass email list with Outlook, go to “People” and select all those contacts to whom you wish to send the email.
  2. Now go back to “Home” and select “Mail Merge” from the “Actions” group. This will open the “Merge Contacts” dialog box.
  3. Choose “Only selected contacts”.
  4. In the “merge to” selection box, select the “email” option.
  5. In the “Message subject line” box, enter your chosen subject line.
  6. Click “ok”. Microsoft Word will then open automatically.
  7. From the “Mailings” tab, go to “Greeting line”.
  8. Here you can decide how you want to greet your recipients. Once you click “ok”, a greeting placeholder will be added to the Word document.
  9. Next, write the text you want to include in the body of the email and then click “Finish & Merge”.
  10. Select the “Send email messages” option and re-enter your desired subject line in the “subject line” text box.
  11. If you haven’t previously deactivated automatic sending, your Outlook email will now be sent to the selected recipients when you click “Ok”.

Outlook: Pros and Cons

Sending mass email via Outlook has both advantages and disadvantages. One of the main advantages is that no extra newsletter tool is needed. However, this is also a drawback: newsletters created in Outlook may not display correctly.

Different versions of Outlook use different engines. So if a recipient has an older version than you, for example, your personalized mass email will most likely be displayed incorrectly. If this happens repeatedly, the recipient will no longer want to open and read your emails – which is of course bad news for your email marketing strategy.

Your subscribers expect content that offers added value and also speaks to their individual preferences and interests. That’s why personalization is so important. However, Outlook doesn’t offer any personalization tools.

If you send mass emails via Outlook, it’s safe to assume that the large majority will end up in the spam folder. This is not only bad news for your open rates; it can also have a lasting impact on your reputation. Too many spam complaints may result in your IP address being added to a blacklist, which will lead to permanent delivery problems.

Get more tips on how to optimize your emails for Outlook here.

Mass email campaigns with attachments

You can also send mail merge emails with with attachments in Outlook. Both the recipient and the file location are specified in the source file, and a special macro is defined in the email attachment field. The email will then be sent to all recipients.

Another disadvantage when it comes to Outlook is that you are somewhat limited in terms of creativity and design. Unlike a professional newsletter software, Outlook doesn’t come with any ready-made templates. What’s more, you can only use the fonts that are available in the system. You are also restricted when using specifications such as float, margin or padding.

Email marketing with Newsletter2Go

Professional newsletter tools offer a variety of practical features for professional email marketing.

As more and more users are accessing their emails on-the-go, your newsletters need to be optimized for mobile devices. With Newsletter2Go, you can easily create responsive design newsletters which automatically adapt to different screen sizes.

With Newsletter2Go, you also have a variety of templates to choose from. Each template has been tested in more than 30 different email clients, so you can be sure your emails will display correctly.

Professional email marketing software features

Personalization is also incredibly easy. Send each subscriber a tailor-made email with relevant content, thanks to custom design blocks and personalized placeholders.

With Newsletter2Go, you also get the added benefit of whitelisted servers. Any mass emails sent via our servers will go straight to the recipient’s inbox – bypassing increasingly stringent spam filters. This helps to ensure optimal delivery rates.

Not only can you create and securely send mass email with Newsletter2Go – you can also measure your campaign performance. All the most important KPIs, such as open and click rate, are automatically tracked and presented for each newsletter you send. See how well your emails are doing at any time, and quickly identify any areas for improvement.