Best Way to Send Same Email to Multiple Recipients Separately (Outlook Guide)

Want to send the same email to multiple recipients separately in Outlook—without looking like a spammer or leaking everyone’s addresses?

You’re not alone when it comes to needing to bcc recipients for privacy. According to HubSpot, 64% of people say they’re more likely to open an email if it feels personal.

This guide shows you how to send clean, private, and professional messages—without getting flagged or annoying your recipients. No tech degree required to navigate various email providers. Just Outlook, some simple steps, and maybe your favorite coffee.

Why Sending the Same Email Separately in Outlook Matters

Protects Recipient Privacy: When you use To or Cc, everyone sees all the email addresses. That’s not cool in a professional setting. By using BCC field or mail merge, each recipient’s email address stays private. It shows respect—and keeps things compliant.
Using BCC or mail merge also protects other's email addresses, ensuring that recipients' private information is not shared with the entire group.
Helps Avoid Spam Filters: Bulk emails sent the wrong way can land in the spam folder. Emails with multiple recipients in one line often trigger spam filters. Sending emails separately improves email deliverability and keeps your sender reputation safe.
Feels More Personal and Professional: With tools like mail merge feature, you can add personalized emails like “Hi Sarah” instead of “Dear Customer.” This feels human. It improves open rates and builds trust.
Required for Some Use Cases: Certain emails—like marketing emails, client updates, or invoices—should be sent to each recipient individually. It’s safer, especially if you’re dealing with sensitive info or following laws like CAN-SPAM.
Prepares You for Scalable Email Campaigns: Learning how to send emails separately helps you later with email campaigns. Tools like Mail Merge Toolkit, Google Sheets, or even third party apps let you send bulk emails the smart way.

Understanding Bulk Emails and How Outlook Handles Them

Sending a bulk email means you send the same message to many people at once. Outlook can do this, but it has limits. If you put multiple recipients in one email, you cannot hide recipients, and others can see all the email addresses—which isn’t great.

Outlook isn’t built like a full email service, but with tools like mail merge and bcc field, you can send separate emails to each person. This keeps things private and helps avoid the spam folder. Want to stay safe? Use the right method.

You can also send separate emails using the Outlook app, which works well on both desktop and mobile. For small group messages, try using BCC emails to hide the recipient list quickly and keep things private.

To add recipients in Outlook, enter their email addresses into the BCC field so each person receives the email privately.

How to Send Same Email to Multiple Recipients Separately in Outlook

Method 1: Use Mail Merge in Microsoft Word and Outlook

Mail Merge connects Microsoft Word, Excel file, and Outlook to send separate emails to each contact. You can even use Google Sheets by exporting it as a CSV file.

What You Need:

Microsoft Outlook (desktop version)
Microsoft Word (with Mail Merge feature)
Excel file or Google Sheets (exported to CSV) with specific details about your contacts and email content:
- First Name
- Last Name
- Email Address
- Any other personalized fields

Why Google Sheets Works Well for Managing Recipient Lists

Google Sheets is simple and shareable. You can collaborate with others, update the list anytime, and manage multiple emails efficiently by converting it to a format Outlook accepts.

It works great with tools like Mail Merge Toolkit or Yet Another Mail Merge (YAMM), especially if you’re used to a gmail account or google workspace setup.

Step-by-Step Process to Send Email:

Prepare Your Recipient List: Use Google Sheets or Excel. List names, email addresses, and any other personalized email data you want to include.
Start Mail Merge in Microsoft Word: Open Word → Go to Mailings → Click Start Mail Merge → Select E-mail Messages. Then choose your Excel or CSV file under Select Recipients.
Insert Merge Fields for Personalization: Add merge tags like «First Name» or «Company» into your message. These tags will pull data from your list.
Compose Your Message: Write the email like you normally would. You can insert a greeting line, attach a subject line, and make it personal. Avoid words that might trigger spam filters.
Finish & Send Mail Messages via Outlook: Click Finish & Merge → Send Email Messages. Pick the column with email addresses, type your subject line, and select HTML as your mail format.

Method 2: Send Group Emails Using Outlook Contact List

If you’re looking for a quick way to send same email to multiple recipients separately in Outlook, try using a Contact Group. It works best for team updates, school notices, or small projects where you need to email the same people, including more than one person, often.

What You Need:

Microsoft Outlook (desktop or web)
A prepared list of recipients (email addresses)
Optional: Excel or CSV file to import contacts

Step-by-Step Process:

Create a Contact Group in Outlook: Open Outlook → Go to People or Contacts → Click on New Contact Group. Give it a name like “Marketing Team” or “Client List.”
Add Multiple Recipients to the Group: Click Add Members → Choose from your email client or add them manually. Make sure to add each recipient's email address to the group to ensure everyone receives the message. If you have an Excel file with recipient’s email addresses, you can upload it.
Compose and Send the Group Email: Click New Email → Type your message → In the To field, type the group name → Hit Send. You’ve now sent a mass email in one go.

How to Keep Email Addresses Private:

If you don’t want everyone to see all the email addresses, use the BCC field. The bcc feature allows you to send emails to multiple recipients discreetly, helps prevent reply-all issues, and is effective for managing large email distributions.

Here’s how:

Put your own email address in the To field
Place the contact group in BCC
This sends separate emails without exposing anyone’s info

Important: Sending to too many people at once can trigger spam filters. Keep it under 100 recipients per email to protect your email deliverability.

Method 3: Use Third-Party Tools and Mail Merge Toolkits

What Are Third-Party Mail Merge Tools?

Mail merge tools help you send separate emails to a big list without typing each one. They connect your email service, like Microsoft Outlook or Gmail account, with a contact list.

You start with a contact sheet — like an Excel file or Google Sheets. Then, you write one email. The tool fills in names or customized emails using merge tags like [[FirstName]].

These tools also help you avoid the bcc field, which isn’t great for email deliverability or avoiding spam folders.

Popular Tools to Try:

Here are three tools that make sending group emails easier:

1. Mail Merge Toolkit by MAPILab

Works inside Microsoft Outlook and Microsoft Word
Great for sending bulk emails to a long existing list
Supports mail format customization and tracking
Helps avoid triggering spam filters

2. Yet Another Mail Merge (YAMM) with Google Sheets

Designed for Google Workspace users
Uses Google Sheets to manage contacts
Sends personalized emails directly from your Gmail account
Easy to install and beginner-friendly

3. Mailmeteor or GMass (for Gmail alternatives)

Both work well with Gmail
Best for marketing emails or email campaigns
Let you track opens and clicks
Help manage unsubscribe links and improve sender reputation

How to Use These Tools (Simple Steps):

Create an Excel spreadsheet or Google Sheets file with recipient's email address and names.
Choose your tool (like Mail Merge Toolkit or YAMM).
Write one email message and insert merge tags for personalization.
Hit “Send.” Each mail message goes to one person at a time.

How to Use Email Templates in Outlook

Email templates are saved mail messages that you can open, tweak, and send. You don’t have to type the same message over and over. Just select the template, fill in the recipient’s email address, and hit send.

You can use them when sending separate emails to multiple recipients individually, so every person gets their own message—not a group one. This helps avoid showing all the email addresses in one email, which improves email deliverability and protects privacy.

How to Use It:

Open Outlook and click New Email.
Type your email just like normal.
Click File > Save As.
Save the email as Outlook Template (*.oft).
Next time, go to Home > New Items > More Items > Choose Form.
Select your saved template and personalize it like using merge tags or adding a greeting line.

Use templates when sending to an existing list, or when using mail merge tools for personalized emails. It works well with email messages that go to multiple people, but you want each recipient individually addressed.

How Many Recipients Can You Email at Once in Outlook?

Outlook lets you send the same email to multiple recipients—up to 500 in one go. But be careful: sending bulk emails without planning can trigger spam filters or land your send e mail messages in the spam folder.

What Happens When You Use the BCC Field

Using the BCC field in Outlook hides each recipient’s email from the others. This means when you send the same email to multiple recipients separately in Outlook, people won’t see all the email addresses on the list.

The BCC field lets you send multiple emails at once while keeping recipient addresses private. It’s a quick way to send mass email without showing multiple recipients individually.

For Outlook users, BCC is fine for simple emails—but not ideal for bulk.

✅ Use BCC for basic group emails. ❌ Avoid BCC for professional mass campaigns. ✔️ For best results, use mail merge with an Excel file.

BCC works—but only if you use it smartly.

How to Send Same Email to Multiple Recipients Separately in Gmail

Option 1: Use the BCC Field (Basic but Quick)

If you're using a Gmail account and want to send the same email to multiple recipients separately, the BCC field is the easiest way to start. BCC stands for “Blind Carbon Copy.”

It hides each recipient’s email address from others in the list. That means everyone gets the same message, but they won’t see other’s email addresses. This works well when you're emailing a small group and don’t need to send personalized emails.

Here’s how you do it:

Open your Gmail and click “Compose.”
Add your own email address in the “To” field.
Click “BCC” and enter the multiple recipients you want to contact.
Type your message and click Send.

⚠️ Note: Gmail’s daily send limit is around 500 emails, so it’s not ideal for mass email campaigns.

Option 2: Use Google Sheets + Mail Merge Tools (Best for Personalization)

Want to send the same email to multiple recipients separately in Outlook or Gmail—but with a personal touch? Google Sheets and a mail merge tool make it easy. You can send personalized emails without showing all the email addresses to others.

Here’s how it works, step by step:

Create a Google Sheet with recipient names and email addresses.
Connect it to a tool like Yet Another Mail Merge (YAMM).
Use your Gmail account to send the email.
Add merge tags like {{First Name}} to customize each message.
Hit send. Each person gets a personalized email—sent separately.

Option 3: Gmail with GMass (Powerful and Easy)

If you want to send the same email to multiple recipients separately in Gmail, GMass is a smart tool. It works as a Chrome extension and uses mail merge to send personalized emails from your Gmail account.

Here’s how it works:

Connect GMass to your Google Sheets list.
Add each recipient's email address in a column.
Write one email message, and GMass will send it to multiple recipients individually.
You can even use merge tags to customize the subject line or greeting line.

It also helps with email deliverability and avoids the spam folder. You don’t need bcc field or mail merge feature in Microsoft Outlook. GMass also tracks delivery reports and helps manage unsubscribe links.

✅ Best for: Small teams, solo professionals, and email campaigns
⚙️ Needs: Gmail, Chrome, and GMass installed

How to Personalize Emails for Individual Recipients' Email Addresses Using Mail Merge

Personalizing emails through mail merge involves using recipient data to make each message feel tailored. Here's how to enhance personalization with Microsoft Word and Outlook:

1. Gather Recipient Data: Collect relevant information like names, company names, and email addresses in an Excel spreadsheet to personalize your emails effectively.

2. Use Conditional Statements: Use Conditional Statements Utilize Microsoft Word's conditional statements (IF...THEN...ELSE) to customize email parts based on specific criteria, such as location or purchase history.

Example: { IF { MERGEFIELD City } = "New York" "Greetings to our New York friends!" "Hello from our team!" }

3. Incorporate Merge Fields: Insert merge tags in impactful areas like the greeting line and body text to enhance personalization.

4. Segment Your List: Divide your recipient list into smaller groups with shared characteristics to tailor content more specifically.

5. Craft Your Email Carefully: Ensure your email content flows naturally around personalization fields for a seamless reading experience.

6. Preview and Test: Always preview and test your emails to ensure personalization works as intended.

7. Update Your Data Source: Update Your Data Source. Regularly update your data source to keep personalization relevant and accurate, enhancing communication effectiveness.

Outlook Alternatives for Email Campaigns

1. Alore

Alore is a tool for email campaigns and lead generation. Great for small teams or startups.

Key Features:

Sends separate emails to multiple recipients
Supports mail merge feature with Google Sheets
Tracks open rates and delivery reports

How to Use:

Upload your contact list (CSV file or Google Sheets)
Add merge tags like name or company
Write your email and schedule the campaign

Pricing: Starts at $49/month.

G2 Rating: 4.5/5

Pros:

Easy to use
No coding needed
Helps avoid spam folder

Cons:

Limited templates
Only works well with Gmail account

2. Mailchimp

Mailchimp is a top email marketing tool. It's perfect for bulk emails and newsletters.

Key Features:

Drag-and-drop email templates
Group emails and email to multiple recipients
Unsubscribe link and spam filters built-in

How to Use:

Pick a template
Add your recipient's email address list
Personalize with merge tags
Hit send

Pricing: Free plan available; paid plans from $13/month.

G2 Rating: 4.4/5

Pros:

Great email deliverability
Templates look professional

Cons:

Learning curve for beginners
Limited automation in free version

3. Sendinblue (Brevo)

Sendinblue, now called Brevo, is a popular email tool for email campaigns, mass emails, and personalized messages. It helps you keep each recipient's email address private and sends separate emails without showing multiple recipients.

Key Features:

Easy email templates
Built-in mail merge feature
Tools to improve email deliverability
GDPR and CAN-SPAM compliant

How to Use:

Import your contact list (CSV or excel file).
Use merge tags like [First Name] to create customized emails.
Write your subject line and hit send.

Pricing: Free for up to 300 emails/day. Paid plans start at $25/month.

G2 Rating: ★★★★☆ (4.5/5)

Pros: Easy to use, strong spam filter protection
Cons: Daily sending limit on free plan

4. MailerLite

MailerLite is another great tool for sending bulk emails and managing email campaigns without using Microsoft Outlook.

Key Features:

Drag-and-drop email editor
Smart group emails with mail merge
Real-time email deliverability reports
Easy for gmail account or google workspace users

How to Use:

Upload your existing list.
Select recipients and use merge tags for personalized emails.
Send email messages to multiple people, safely and separately.

Pricing: Free for up to 1,000 contacts. Paid plans from $10/month.

G2 Rating: ★★★★☆ (4.6/5)

Pros: User-friendly, helpful customer support
Cons: Fewer advanced tools compared to larger platforms

How to Stay Compliant with the CAN-SPAM Act When Sending Mass Emails

Use a Clear, Non-Deceptive Subject Line: Your subject line should say what’s inside the email. Don’t trick readers. For example, if you're sending a marketing email, don’t say “Important Account Info” if it’s just a sale. That’s misleading and may trigger spam filters.
Identify the Message as an Advertisement (When Required): If your mass email is promoting something, let the reader know. A small label like “This is a promotional email” works. This builds email deliverability and trust.
Include a Valid Physical Mailing Address: Always include your own email address and a real business address at the bottom. This is required, even for bulk emails sent using Outlook or third party tools like mail merge feature in Microsoft Word.
Provide a Clear Way to Unsubscribe: Every email must include an unsubscribe link. Make it easy to find. Don’t hide it in small text or behind an image. For compliance with CAN-SPAM and other email regulations, always include a clear unsubscribe link in your bulk emails.
Honor Unsubscribe Requests Promptly: If someone opts out, stop emailing them within 10 days. Outlook’s email templates or a tool like mail merge toolkit can help you manage unsubscribed users using your contact list or google sheets.
Don’t Use Misleading ‘From’, ‘To’, or Reply-To’ Info: Make sure your name and email to multiple recipients fields are correct. Don’t use fake names or addresses. Also, avoid using blind carbon copy (BCC) to hide multiple recipients in shady ways.
Monitor Third-Party Tools Sending Emails on Your Behalf: If you use third party apps like Yet Another Mail Merge, you’re still responsible. Monitor what’s sent in your name.

FAQs: Outlook and Email to Multiple Recipients

1. What’s the best way to send bulk messaging in Outlook?

To send bulk emails in Outlook, use the Mail Merge feature. It sends the same email to multiple recipients individually. That means each person gets their own message.
Use Microsoft Word, an Excel spreadsheet, and Outlook together. This helps you avoid exposing all the email addresses and keeps your sender reputation safe.

2. Can I track delivery or open status for separate emails?

Outlook by itself does not offer strong tracking.
But if you use third party tools or email service platforms, you can check delivery reports or who opened your message. These platforms are better for email campaigns and bulk messaging.

3. Is it better to use regular accounts or email service platforms?

If you send just a few emails, a regular account is okay. But for more, choose an email service. These services are built for bulk emails, customized emails, and better email deliverability.
They help you avoid spam filters and manage unsubscribe links too.

4. Is there a way to send a mass email individually without BCC?

Yes! Don’t rely on the BCC field. Instead, use Mail Merge toolkit or platforms like Yet Another Mail Merge with Google Sheets.
These tools send personalized emails to undisclosed recipients without showing other's email addresses.

5. How to Send Emails to Multiple Recipients With Attachments in Outlook

Create a message. Click Attach Files, add your content, then use Mail Merge or send separate emails to each recipient's email address.
This way, everyone gets the right mail format and no private info is exposed.

Conclusion

Sending the same email to multiple recipients separately in Outlook is easy once you know the right tools. Whether you use the mail merge feature, a mail merge toolkit, or Microsoft Word, the process helps you avoid showing all the email addresses. You can now send emails that look personal—while saving time.