Why to send the same email to multiple recipients<\/h2>\n\n\n\n
Before proceeding any further, let\u2019s understand why we must email multiple recipients. <\/p>\n\n\n\n
Here are some use cases wherein similar needs may arise: <\/p>\n\n\n\n
- \n
- Let\u2019s say you\u2019re a recruitment specialist looking for a particular position for one of your clients. You may want to reach out to your existing list of candidates with similar requirements. <\/li>\n\n\n\n
- You are running a retail grocery store in your locality. You want to reach out to your customers with incredible Black Friday sales offers.<\/li>\n\n\n\n
- You are working with a non-profit and want to raise funds for Cancer patients through donation appeals.<\/li>\n\n\n\n
- Assume you are the Chief of Communications in an MNC. There\u2019s a significant policy change that will impact employees worldwide. And now you would like to reach all the employees. <\/li>\n\n\n\n
- You are a Sales Delivery Head in a lead generation agency and have asked your team to reach out to as many prospects as needed to increase the daily meetings booking quota. <\/li>\n<\/ul>\n\n\n\n
However, sending emails to multiple recipients without knowing them is a tricky game, a slight error, and you end up dating the spam filters. To avoid such situation, test your emails before sending with email spam checker<\/a>.<\/p>\n\n\n\n
<\/div>\n\n\n\nCan we use the Cc and BCC fields for multiple recipients? <\/h2>\n\n\n\n
It doesn\u2019t look professional when recipients can see one another in case your team is marking everyone on the \u201cCc\u201d field. \u201cCc\u201d stands for \u201cCarbon copy\u201d.<\/p>\n\n\n\n
This means recipients will receive the same exact email copy as the primary recipient in the \u201cTo\u201d field. “To “What does CC means in email<\/a>? <\/strong>This means recipients will receive the same exact email copy as the primary recipient in the \u201cTo\u201d field. The primary and \u201cCc\u201d recipients can see each other’s email addresses in the respective header fields.<\/p>\n\n\n\n
The next evident approach is to send emails using \u201cBCC\u201d. <\/p>\n\n\n\n
Recipients can\u2019t see the email addresses of other recipients, and the message will look as if it was sent to “Undisclosed recipients”. This means the email was sent to a larger number of people, and it’s not a message just for you. It is a perfect scenario for which you may get a warrant from the spam filters. <\/p>\n\n\n\n
Moreover, if any recipient replies, it will go to all the recipients in your list. <\/p>\n\n\n\n
Both fail when it comes to offering you a solution. <\/p>\n\n\n\n
<\/div>\n\n\n\nWhy to hide recipients from each other? <\/h2>\n\n\n\n
To put it in simple words\u2013spam. <\/p>\n\n\n\n
If recipients can see each other’s email addresses, the possibility of getting your emails marked as spam increases. Spammers often send emails to large groups of people with visible recipient addresses.<\/p>\n\n\n\n
Moreover, hiding recipients from each other can also help to reduce the risk of phishing attacks. Phishing attacks are done to trick people into revealing sensitive information, such as their passwords or credit card numbers. <\/p>\n\n\n\n
Now, coming back to the original question of why it is essential to hide recipients from each other, the below points can make things clearer:<\/p>\n\n\n\n
- \n
- Privacy:<\/strong> Hiding recipients from each other can help to protect their privacy. This is especially important if you email people who do not know each other well or if the email contains sensitive information.<\/li>\n\n\n\n
- Personalization:<\/strong> If you are sending an email to a large group of people, you may want to personalize the email for each recipient. Besides, this will increase your email engagement with the recipients. However, personalization becomes meaningless if the recipients can see each other’s email addresses.<\/li>\n\n\n\n
- Compliance:<\/strong> In some industries, there are regulations that require businesses to send emails to customers individually. For example, financial services<\/a> companies are often required to send account statements and other important communications to customers individually.<\/li>\n\n\n\n
- Tracking:<\/strong> When you use \u201cCc\u201d, \u201cBcc\u201d, or multi-send to send an email, it can be difficult to track who has opened, read, or responded to your message. This can make it hard to gauge the effectiveness of your email and may prevent you from getting the desired results.<\/li>\n\n\n\n
- Sending limit<\/strong>: Most ESPs come with a daily sending limit. You may quickly reach this limit if you use Cc, Bcc, or multi-send to send out emails. This can\u2019t be a solution if you must send mass emails daily.<\/li>\n<\/ul>\n\n\n\n
<\/div>\n\n\n\nBenefits of sending emails to multiple recipients individually <\/h2>\n\n\n\n
Some of the apparent benefits are discussed as follows:<\/p>\n\n\n\n
Save Time<\/strong>: It’s a productivity booster. Instead of typing out individual emails, you can just hit a bunch of inboxes simultaneously.<\/p>\n\n\n\n
Consistency Matters<\/strong>: Also, it’s great for making sure everyone gets the same message loud and clear. <\/p>\n\n\n\n
Segmentation<\/strong>: Here’s another trick: break down your email list into segments. Then, you tailor your message to each group. It’s like customizing without all the manual labor.<\/p>\n\n\n\n
Better Visibility<\/strong>: Sending emails to many recipients at once can give your email better visibility. More eyes on your message can lead to higher engagement. <\/p>\n\n\n\n
However, before you jump into your next mass mail, hang on a bit. <\/p>\n\n\n\n
Watch Out. Spam can be a spoilsport. <\/p>\n\n\n\n
You’ve got to be careful, though. Sometimes, when people see the same email popping up in everyone’s inbox, they might think it’s spam or just some generic blast.<\/p>\n\n\n\n
These are some of the hacks that you can use with Gmail or Outlook or maybe with other email clients. However, as said before, be careful while using these hacks and see their usefulness in your use case. They have their shortcomings. I have covered those in the challenges section.<\/a><\/p>\n\n\n\n
<\/div>\n\n\n\nSending emails to many recipients in Gmail<\/h2>\n\n\n\n
Let us go through step-by-step guidelines for using the BCC field while using Gmail:
Open your Gmail account and click Compose to open the compose window. Add your subject line and email text<\/a>. <\/p>\n\n\n\nNow, you can start typing in the recipient’s email addresses in the \u201cBcc\u201d field. Leave your \u201cCc\u201d field blank.<\/p>\n\n\n\n
A little tip: make sure to leave at least one recipient in the ‘To’ field to avoid spam filters. Let\u2019s say the one email ID included in the \u201cTo\u201d field is the sender\u2019s email ID i.e. deep.dey@smartreach.io. Now all the recipients in bcc will know that the email was sent to the email ID mentioned and that they were bcc\u2019ed. <\/p>\n\n\n\n
Remember, if you’re emailing a large group, try not to go beyond 10 recipients. Going beyond that might raise some spammy red flags.<\/p>\n\n\n\n
TIP: <\/strong>You can use the \u201cundisclosed recipient method\u201d<\/strong> to keep the primary recipient\u2019s address confidential. Biting nails, thinking, what is this? <\/p>\n\n\n\n
We have discussed this below in detail.<\/p>\n\n\n\n
The undisclosed recipient method is<\/strong> a method of sending emails where only the sender can see the recipients. Nobody else in the email list, including your primary recipient, Cc\u2019ed recipients or Bcc\u2019ed recipients, can read an undisclosed recipient\u2019s details.<\/p>\n\n\n\n
However, the only trick to sending undisclosed recipients is to include your email ID as the primary recipient while including everyone else as BCC recipients. <\/p>\n\n\n\n
How to add Undisclosed Recipients in \u201cTo\u201d field: <\/p>\n\n\n\n
(This additional step will be required only if you want to follow the \u201cundisclosed recipient method\u201d)<\/strong><\/p>\n\n\n\n
Type \u201cUndisclosed recipients\u201d in the \u201cTo\u201d field of the new message and include your own email address within angle brackets (<>).<\/p>\n\n\n\n
For example, if your Gmail ID is deep.dey@smartreach.io, you must type \u201cUndisclosed recipients <<\/strong>deep.dey@smartreach.io<\/strong><\/a>>\u201d.<\/p>\n\n\n\n
![\"undisclosed](\"https:\/\/smartreach.io\/blog\/wp-content\/uploads\/2023\/09\/Screenshot-1-1024x358.png\")
<\/figure>\n\n\n\n<\/div>\n\n\n\nTo recipients, it may be weird to see <\/strong>the sender has included his email ID in the \u201cTo\u201d field. So, if you want to keep your email recipients’ addresses private, instead of using “Undisclosed recipients,” you can get a bit creative. <\/p>\n\n\n\n
For instance, let’s say you’re emailing your cigar club buddies. You can just type “Cigar Club Members” as the label and then put your own email address in angle brackets (<>).<\/p>\n\n\n\n
Hope this clarifies how to use undisclosed recipients.<\/p>\n\n\n\n
In the final step, write the subject line, compose the email, and click send. <\/p>\n\n\n\n
<\/div>\n\n\n\nSending emails to many recipients in Outlook<\/h2>\n\n\n\n
Step 1<\/strong>
Click \u201cNew Email\u201d after you log into Outlook. <\/p>\n\n\n\nThen, under the Options tab, select BCC. You will find the BCC box for the new message.<\/p>\n\n\n\n
Step 2<\/strong>
Next, enter the sender\u2019s email ID as the primary recipient\u2019s email address in the To field.<\/p>\n\n\n\nNow, in the BCC field, you must enter the email addresses of hidden recipients (keep the CC field blank).<\/p>\n\n\n\n
If you have a multiple-recipient list, you can separate each address with a comma, semicolon, or space by pressing the enter key.<\/p>\n\n\n\n
Step 3<\/strong>
Now, compose your new message, select the Message tab, and click the Send button.<\/p>\n\n\n\n![\"Sending](\"https:\/\/smartreach.io\/blog\/wp-content\/uploads\/2023\/09\/Deep.png\")
<\/figure>\n\n\n\n<\/div>\n\n\n\nThe primary recipient can\u2019t see your hidden recipients included in the BCC field, but each BCC recipient will know they have been BCC\u2019d.<\/p>\n\n\n\n
<\/div>\n\n\n\nChallenges while using CC and BCC in Gmail and Outlook<\/h2>\n\n\n\n
#<\/strong> Reply-to-All by Mistake:<\/strong> So, here’s the thing \u2013 with BCC emails, there’s always that one person who accidentally hits “Reply To All” instead of just “Reply.” It can turn into an unintentional mass email situation and be super embarrassing.<\/p>\n\n\n\n
# Bulk Limitations:<\/strong> Microsoft Outlook and Gmail have your back when it comes to BCC, but they do have limits. Outlook lets you BCC up to 500 folks, and Gmail gives you a bit more room with 2,000. They’re just playing it safe to avoid any shady business.<\/p>\n\n\n\n
# Spam Alert:<\/strong> Watch out for this one. If you’ve got a massive list of hidden recipients, some email providers might flag it as spam. That means your email might not even reach the inbox, and your sender\u2019s reputation takes a hit.<\/p>\n\n\n\n
# Unprofessional Vibes: <\/strong>When you BCC a bunch of people, they can still tell they’re part of a BCC group. Not preferable in a professional setup. It’s like saying, “Hey, I don’t really care about you individually.”<\/p>\n\n\n\n
# Not for Huge Groups:<\/strong> BCC is okay for small groups, but don’t try it for a massive mailing list. Trust me; manually adding dozens of email addresses can lead to typos and other mistakes. It’s just not worth the hassle.<\/p>\n\n\n\n
# No Personal Touch:<\/strong> BCC isn\u2019t your friend if you\u2019re into personalization. It’s more like sending everyone the same generic message. <\/p>\n\n\n\n
# No Actionable Analytics:<\/strong> Gmail and Outlook are cool but don’t give you the fancy analytics that email marketers crave. You won’t know who opened your email when they did it or what they clicked on.<\/p>\n\n\n\n
<\/div>\n\n\n\nHow does SmartReach solve the problem?<\/h2>\n\n\n\n
Step 1: Sign In or Register<\/strong><\/p>\n\n\n\n
Sign up with SmartReach and Create a New Email Campaign. This is where you’ll set up the parameters for your email outreach.<\/p>\n\n\n\n
Step 2: Add First Step<\/strong><\/p>\n\n\n\n
Once you name your campaign, you will be directed to the campaign setup page to add the first step of the campaign creation process. <\/p>\n\n\n\n
<\/p>\n\n\n\n
<\/div>\n\n\n\nNext, you will be redirected to the below section. <\/p>\n\n\n\n
<\/figure>\n\n\n\n
<\/div>\n\n\n\nHere, you will have email alone or multi-channel campaign options. Since our discussion is about emails, we would select\u201d. Accordingly.<\/p>\n\n\n\n
Step 3 Create Content<\/strong><\/p>\n\n\n\n
This is where you create email content. Write your subject line and body copy. You can do it with our AI-content assistance. This will ask for AI prompt. The video will give you detailed steps on how to generate email communication using SmartReach<\/a> AI Content Generator<\/a>.<\/p>\n\n\n\n
- Personalization:<\/strong> If you are sending an email to a large group of people, you may want to personalize the email for each recipient. Besides, this will increase your email engagement with the recipients. However, personalization becomes meaningless if the recipients can see each other’s email addresses.<\/li>\n\n\n\n
- Privacy:<\/strong> Hiding recipients from each other can help to protect their privacy. This is especially important if you email people who do not know each other well or if the email contains sensitive information.<\/li>\n\n\n\n