How to Send Mass Email in Gmail: A Step-by-Step Guide

When the BCC field appears, paste or manually enter all of the recipient email addresses you wish to send the email to.

After entering the email addresses, write your email message as usual, and click on the ‘Send’ option. The email will be delivered to everyone on the BCC list without revealing their email addresses to each other.

This strategy is great for sending emails to a limited group of people that do not require any customisation, such as adding names, or company information. It is also useful when you don’t need email monitoring or analytics and just want a quick and easy way to exchange information. Many individuals use this method for short announcements, internal updates, or one-time messages where speed and ease take precedence over personalization.

However, the BCC approach has drawbacks. Considering that the same email content is sent to everyone, there is no personalization. As a result, it might make the message appear generic. 

Gmail also does not provide statistics or tracking, so you won’t know who opened or clicked your email. If you use this method inappropriately or too frequently, your emails are more likely to be marked as spam by Gmail.

Moreover, it is inappropriate for large email campaigns, especially those with advanced features like automation, segmentation, or performance tracking.

2. Send Group Email in Gmail Using Google Contacts and Labels

This is one of the most effective built-in Gmail features that many users do not fully utilize, even though it may greatly simplify, and organize group discussion. Gmail Labels function similarly to folders, but in a much smarter and more flexible way.

When you create a label in Google Contacts, you can group people together for a specific reason, such as event attendees, speakers, sponsors, or internal team members. Once contacts have been grouped under a label, you can send emails to the entire group at once. This method makes list administration easier, especially when working with the same group on a frequent basis.

The process of sending a group email using labels is straightforward & user-friendly. You need to first visit Google Contacts & choose which contacts you wish to include in your group.

After you have chosen them, make a new label — for example, “Webinar Attendees” and save it. Once the label has been created, sending an email is fairly simple. Just open Gmail, click the Compose button and type the label name into the “To” column. Gmail will automatically import all contacts connected with that label. You may then compose your email as usual, and send it to the entire group in a single click.

This strategy is particularly effective since it keeps your email lists clean, organized, and simple to maintain. You don’t need any extra tools or add-ons—making it an excellent option for those who prefer to stick with Gmail’s basic functionality. It’s also ideal for sending out periodic emails like event reminders, follow-ups, and internal updates.

This strategy is especially useful for teams conducting several virtual events on platforms like Airmeet since it allows you to set separate labels for each event or audiences and communicate with each group effectively and without misunderstanding.

3. How to Send Mass Email in Gmail Using Mail Merge

Mail merge is one of the most effective and practical ways to personalize bulk emails while sending them on a large scale. Instead of sending the same message to everyone, mail merge enables you to send a single email that automatically modifies for each recipient. This means you may personalize important elements like the recipient’s initial name, company name or even the event they registered for.

For example, instead of beginning an email with a cold & impersonal greeting like “Hello everyone,” mail merge allows you to send emails that begin with “Hello, *the name of the recipient*” which immediately feels more personal, and meaningful to the recipient.

Mail merge works by connecting Gmail to Google Sheets, where all of your recipient information is kept in an organized manner. Columns in your spreadsheet normally include first and last names, email addresses, and event names.

When you send the email, Gmail extracts the data from each row of the spreadsheet and automatically inserts the appropriate information into the email for each recipient. This process occurs in the background, but the end result is that each receiver receives an email that appears to be tailored specifically to them.

Personalisation is critical to the effectiveness of mass email campaigns. Personalized emails have higher open rates because prospects are more willing to open communications that are addressed specifically to them. They also appear more human & less like automated mass communication, which reduces spam complaints and fosters trust with your audience.

For instance, when you are sending event reminders for an Airmeet session, including the recipient’s name as well as the precise event title they have registered for can greatly increase engagement, attendance, and overall satisfaction of the recipients.

4. Using Gmail Add-Ons and Extensions

While Gmail works well for basic bulk emailing, many professionals prefer to employ extensions to make the process easier, safer, and more efficient. These tools provide sophisticated capabilities that Gmail does not have by default, such as scheduling emails to be sent at the appropriate time, tracking email openings & link clicks, automating follow-up messages, and managing daily sending restrictions more effectively.

Popular programs like GMass, Mailmeteor, Yet Another Mail Merge, and Streak CRM interface directly with Gmail, allowing users to send mass emails in a more regulated and professional manner.

These extensions are especially beneficial if you send mass emails frequently, require detailed information about how recipients interact with your emails, or need improved email deliverability to ensure your messages land in inboxes rather than spam folders.

Gmail Bulk Email Best Practices

Knowing how to send mass emails on Gmail is just half the battle; the other half is knowing how to do it safely so that your messages reach people’s inboxes. Here are some of the best practices– 

1. Avoid Spam-Like Language

When sending mass emails with Gmail, the phrases you use are very important. Certain words like “FREE,” “LIMITED OFFER” or “BUY NOW” are typically linked with promotional spam & can readily activate Gmail’s spam filters. When this happens, your email may never reach the inbox—regardless of how urgent it is.

Instead of utilizing forceful or sales-heavy language, write in a natural, clear, and conversational style. Emails that appear genuine & helpful are considerably more likely to be successfully delivered and read by your intended audience.

2. Personalize Whenever Possible

Personalization is crucial in making mass emails feel more personable. Even tiny personal touches can greatly boost interest of the recipients like utilizing the recipient’s first name, stating the event’s name or mentioning their organization.

When individuals believe an email was written just for them, they are more likely to open, read and respond positively. Personalization also makes your emails appear less automatic, lowering the likelihood of being designated as spam.

3. Don’t Send Too Many Emails at Once

Sending too many emails at once may trigger Gmail’s security features. If Gmail detects unusual sending behavior, it may temporarily suspend your account or limit your ability to send messages.

To avoid this, send emails in tiny batches and spread them out over time. To protect your account’s reputation, always follow Gmail’s daily sending limits and stick to a consistent & organic sending routine.

4. Always Get Permission

One of the most fundamental laws of mass emailing is to only send emails to recipients who have granted you permission. This includes event registrants, webinar sign-ups, and customers who have specifically requested to receive emails from you.

Sending bulk emails to recipients who did not opt in might harm your sender reputation, raise spam complaints and potentially result in account limits. Permission-based emailing not only ensures compliance, but it also increases audience engagement and confidence.

5. Include an Unsubscribe Option

Even when sending mass emails using Gmail, recipients should be able to opt out of future mailings. Including a short line like “Reply STOP if you don’t want to receive future emails” shows respect for your audience’s preferences. This small gesture increases trust, reduces frustration, and reduces the probability of your emails being marked as spam. Including an unsubscribe link also tells Gmail that you’re sending responsible & ethical emails.

Conclusion

When used appropriately, Gmail may be an extremely effective tool for sending mass emails. Bulk emailing becomes secure & reliable when you are aware of Gmail’s sending limits, properly organize your contacts with labels or BCC and adhere to basic email best practices. Adding personal touches and respecting your recipients’ inboxes makes your emails appear more natural rather than automated, which boosts engagement and trust.

For professionals hosting virtual events, webinars or online conferences, particularly those using platforms like Airmeet, Gmail is typically adequate for initial communication such as invitations, reminders, and follow-ups. 

However, as your audience grows and your communication needs get more complex, combining your expertise of Gmail with more current email platforms becomes a logical and smarter move toward increased deliverability, scalability and long-term success.