Would you like to send a group email to others with your Gmail account? If your answer is yes, then you should create a group in Gmail. With Gmail groups, you no longer need to send one-on-one emails to each of your contacts when sending emails.
In this article, we will show you how to build a group in Gmail, Outlook and also with the help of the G-Mass service.
Before we get to the heart of the matter, let me briefly explain the terms we use throughout this article:
- Recipient: The recipient or recipient of your email.
- Contact List: This option is actually the same as your Gmail contact list.
- Email List / Distribution List / Mailing List: This item contains a group of email addresses to which you send emails. In this article, we use “lists” and “groups” instead of this option.
- Group Owner: This option is the user who creates the group.
all right! Let’s get started!
Method one: Using Gmail
Now it’s time to learn how to create a group in Gmail and use it to send emails as a group.
1- How to create a group in Gmail
Follow the steps below to create a Gmail group:
Step 1: Log in to your Gmail account (at gmail.com) and click on the Google Apps icon. (This icon is shown with the arrow in the image below).
Then select Contacts from the drop-down list that appears.
Instead, you can create a group by visiting your Google Contacts page.
If you use your Android or iOS phone to create a Gmail group, in the Gmail app, click on Contacts from the sidebar to begin the process of creating a group list.
Step 2: Now you need to select the contacts you want to add to the group from the list of contacts in your Gmail.
To create a group email list, click on the confirmation box or the checkbox to the left of each contact, select the contacts you want to add to your group.
Step 3: Click on the Gmail labels icon to create a group of your selected email addresses.
Step 4: Now from the drop-down menu that appears, click Create label so that you can name your distribution list using the new label.
Step 5: In the Create label popup window, you can customize your group label. When you enter your group name in the box that appears, click Save to save your changes.
If you want, you can use the same process to create another group and add new contacts. Just remember to give them different names when creating different email groups so that you do not confuse them when sending a group email.
Note: After creating a new group, your group name will appear below the Labels section in the left sidebar of your Google Contact page. The figure next to the group name also shows the number of members of that group.
2- How to add contacts to Gmail group
Now what if you want to add a new audience to the previous people in that group? Do not worry. You can do this very easily. Just follow the steps below:
Step 1: Open your Contact page or Gmail contacts and then select the people you want to add to your Gmail contacts list.
Step 2: From the Manage labels drop-down list, select your existing group to which you want to add new contacts.
Step 3: In the drop-down list that appears, click Apply.
This way you can add your selected contacts to the list of contacts in your email group.
3- How to delete contacts from email group
Do you want to remove one or more contacts from your email group contact list? All right, follow the steps below:
Step 1: Open your Email contact page and from the sidebar, open the Contact option (or My Contacts option in older versions of Gmail). Then select the contact you want to remove from the email group.
Step 2: Click on the label icon and from the Manage labels drop-down list, select the label name or the name of the group whose contacts you want to delete.
When you add a new contact to the group, you must mark the Gmail labels you want. But when you want to remove an audience from the group, you have to do the opposite. This means that in the Manage labels section, you must remove the contact tag that you are about to delete.
Step 3: Click Apply in the drop-down menu. This will remove the selected contacts from that email group immediately.
3- How to send group email in Gmail
After creating an email group for yourself, you can immediately send email to everyone on the group contact list.
To do this, follow these steps:
Step 1: Open Gmail and click on the Compose option at the top left sidebar (this option is shown with an arrow in the image below).
Step 2: Type the group name in the To, CC or BCC field of the new email.
Note: After typing the group name, press Enter. This way you can see the individual email ID of each member of the group.
Step 3: Create the title and subject of your email. Then click Send to send your email as a group.
The second method: by August Luke
If you often send emails to specific groups, creating a contact group in Outlook allows you to send group emails without having to manually add contacts to the group list. Often members of a project or recreational or family group use contact groups or email groups to reach out to group members. An audience can be a member of several Outlook groups.
How to build an email group in Outlook
1. Click on People in the navigation bar.
2. On the Home page, click New Contact Group.
3. In the Contact Group box, enter the group name. In this example we create a group called the Neighborhood Association. Then click on Add Members and select one of the following options:
- Select From Outlook Contacts: By selecting this option, you can add your contacts in Outlook to the list.
- Select From Address Book: By selecting this option, you can add group members from your address book. If you use Outlook with an email account, this option usually includes company contacts.
- New E-mail Contact Select: With this option you can add a new contact to the group.
3. Select any contact you want to add to the group and click on Members. After you have added all the contacts, click OK and then Save and Close.
How to send a group email in Outlook
1. Click on the Mail option in the navigation bar.
2. In the Home tab, click New Email.
3- Click To in the new email.
4. Select the group of contacts you want, then click To and finally click OK.
3 common problems in the process of sending group emails
1- This process is manual and not only tedious, but also the possibility of errors and mistakes in it.
Although you can easily send group emails in Gmail, this can be tedious and time consuming. To identify the right audience, you have to manually search the contact list, and this is difficult when you want to send emails to a hundred people. During this manual process, you may omit one or more people or mistakenly add someone to your group.
2- It is difficult to follow emails.
Suppose you have created an email group with a large number of members. You also sent an email to group members. But some of them did not respond to your email. So what should you do now? You’re probably sending a follow-up email asking them to respond, right?
But remember, just like when you sent a group of emails, you can not easily click Reply to remind a specific person to respond to your email. Every email you send will be sent to all members of the group; Even those who have responded to your email!
So what can be done now? In this case, you must provide a personal email for each of the email addresses that did not respond to you and reply to these emails manually. This is really hard and troublesome when the number of emails is very high.
3- No personalization: You can not add people’s names to emails
Gmail can not automatically add personalization variables such as contact information, personal name or company name to your group emails. You can only create a public message for all members of your email group.
Now why is this important? This prevents you from personalizing your group emails to anyone. You send a public email to group members, but this email may not meet all the questions or needs of everyone in the group. This eliminates the chance of communication, and may even put your email in their spam folder.
Method 3: A better way to send group emails with the free GMASS service
Although Gmail is still a great tool for sending group emails; But due to the problems we mentioned, sending a group email with Gmail is a bit difficult. Fortunately, there is an easier way to do this. All you need is a powerful application called GMass that works just like Gmail and can meet all your needs for group email!
GMass is a powerful electronic software that helps you quickly send emails to different people and groups. The software’s advanced notification capabilities have made it a popular email application, and employees of large companies such as Google, Twitter, LinkedIn and Uber use it.
But GMass is not limited to these technology giants! Other large individuals and groups, such as schools and various campaigns, also use this program to send group emails to their own audiences.
To access all the features of this software, just install the GMass Chrome plugin. Just as easily!
How to create a group email in GMass
GMass provides two simple ways to quickly create and use a group email list:
1- Using the Build Email List feature
2- Using your Gmail contacts
Now you may be wondering if you should create a new contact list every time you send a group email or an email? Or do you have to save the list manually by group name?
Well, the answer is no! You do not need to worry about anything with GMass. GMass automatically saves the email distribution list at the time it is created.
After creating the email list, this list will be displayed in your Gmail inbox and you can immediately add it to any email you send. This way you can send emails to the same list quickly and whenever you want.
1- How to create a group email using the Build Email List feature in GMass
With the powerful Build Email List List feature, you can easily identify the right people to send your email to and add their email address to your mailing list.
Here’s how to use the Build Email List feature to send group emails:
Step 1: Log in to your Gmail account and click on the Gmail search option.
For example, if you want to send an email to the book community you want, type “Book Forum” in the Gmail search box. This way, all emails with this phrase will be displayed in your Gmail inbox.
Step 2: Now click on the Build Email List button (red magnifying glass).
Step 3: This will bring up a Gmail Compose window with the required email IDs in the To section.
Step 4: Write your email and then click the GMass send option.
Don’t worry about manually saving the email addresses on your list. These addresses are automatically saved as soon as the list is created.
2- How to create a group email using Gmail contacts in GMass
In addition to the previous method, you can use your Gmail Contacts section to quickly add multiple recipients to your group email list.
Step 1: From the left sidebar of your Gmail inbox, click Contacts.
Step 2: Select all the contacts you want and click on the email icon.
Step 3: This will display a Compose window with the selected contacts.
Step 4: Write the title and subject of your email and then send it to GMass.
After this, your group email list will be saved in the Contacts section, so you can send emails to multiple contacts very quickly!
Why use GMass to send email?
This program has many advantages, some of which are mentioned below:
1- Powerful email personalization
Gmail allows the sender to create just one public template for all recipients of group emails. This is also true for other email services such as Yahoo Mail and Microsoft Outlook.
But with GMass you can automate emails. This allows you to communicate more with email recipients and reduces the likelihood that your email will be in their spam folder.
GMass offers automated customization settings such as:
- Automatically recognize and enter first and last name: This software automatically detects the person’s name from his email ID and adds this name to the email of members of each group.
- Ability to add links and images to selected emails: Using this software, you can add your favorite link or images to the email of any recipient in your group email list.
- Personalize all text: GMass lets you customize large amounts of text for each recipient in your new email.
2- Automatic tracking of emails
GMass lets you track which recipients have responded to your email through your inbox and resend emails to others if needed.
There are also tracking options that you can use to set the following:
- The number of follow-up emails you send to each of your recipients.
- The interval between each follow-up
- Track email messages
3- Easy email scheduling
GMass lets you schedule your emails in advance, making it easier for you to send group emails. Because this app sends your emails automatically, you do not have to be online when sending emails.
With GMass you can easily specify when to send your emails. GMass automatically sends emails on time. You can also change the sending time of emails from the Drafts folder in the left sidebar of your inbox.
Creating and sending group emails in Gmail is a tedious process. That’s why in today’s article we have introduced you to a powerful software called GMass that allows you to send group emails very quickly and without errors. In addition, we looked at how to send group emails in Outlook. We hope you find this article useful.