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How To Send A Group Email In Gmail [Step-By-Step Process]

Want to send emails to groups of people from your Gmail account?

Building an email group in Gmail is helpful when you’re sending emails to tons of people, as you won’t have to add each group member individually.

In this article, I’ll show you how to build and use email groups in Gmail. Also, I’ll highlight a simpler, more powerful alternative for group mailing.

Here’s what this article contains:

Use the links below to jump to a specific section:

Here’s a breakdown of the terms I’ll be using throughout this article: 

  1. Recipient – the person who receives your email.
  2. Contacts List – this is a list of contacts in your email address book.
  3. Email List/Distribution List/Mailing List – this is a group of email addresses to which you send emails. I’ll be using “lists” and “groups” interchangeably in this article.

What Are Email Groups?

An email group (contact group) is a collection of email accounts to which you send emails. When you send an email to an email group, all the contacts in that group receive your message.

Creating an email group is one of the quickest ways to send mass emails. Instead of manually adding each recipient’s email ID, you’re directly adding the group to your email address field.

Note –  Google Groups and Gmail groups aren’t the same thing. Google Groups are forums for people with similar interests. Gmail groups are collections of email addresses.

How to Create and Use Contact Groups in Gmail (a step-by-step approach)

Now that I’ve covered what email groups are, let me show you:

How to Create a “Group Email” Gmail Contract Group

Here’s a step-by-step guide on how to create a Gmail email group:

Step 1

Log in to your Gmail account (gmail.com) and click the Google App icon (indicated by the arrow in the image below).

From the drop-down list that appears, choose Contacts.

Alternatively, you can create group by visiting your Google Contacts page.

If you’re using the Gmail app for Android or iPhone, click on Contacts in the app to start creating a group.

Step 2

Go through the list of contacts that are displayed on your screen. Choose the contacts you want in your new group and click the checkbox next to each one.

Step 3

Click on the label icon to create a Gmail group with the contacts you’ve selected.

Step 4

From the drop-down menu that pops up, click on Create label.

Step 5

Now you can customize the name of the group. Once that’s done, click Save to create a Gmail group.

You can repeat this process to create new groups for different sets of contacts.

Note – After you create a group, it will be displayed under Labels in the left sidebar of your Google Contacts page. The figure next to the group’s name indicates the number of members in that group.

How to Add Contacts to a Group Email Gmail

What if you need to add another member to an existing Gmail group?

No problem!

Follow this step-by-step guide on how to add contacts to a Gmail email group:

Step 1

Open your Google Contacts page, go to your contacts list, and select contacts that you want to be added to an existing email group.

Step 2

From the Manage Labels drop-down list, choose the existing group to which you want to add these new contacts.

Click Apply in the drop-down list, and the selected contacts will be added to your email group.

How to Delete Contacts from a Group Email Gmail

Do you need to remove someone from an existing email group?

What follows is our step-by-step guide on how to delete contacts from an existing Gmail email group:

Step 1

Open your Google Contacts page, then open the My Contacts tab, and select the contacts you want to remove from your email group.

Step 2

From the Manage labels drop-down menu, choose the group from which you want to remove the contacts.

This is where it can get tricky.

When you were adding contacts to a group, you had to checkmark the group you wanted.

However, that process is reversed when removing contacts.

After selecting the contacts, you’ll have to uncheck the group fr0m which you want them removed.

Step 3

Click Apply in the drop-down menu. The selected contacts will be deleted from that email group.

How To Send Group Emails In Gmail

Once you’ve created an email group, you can instantly send an email to all the email accounts in the group. Here’s a step-by-step guide on how to do that:

Step 1

Open Gmail and click the Compose button to the left corner of your Gmail window (indicated by an arrow in the image below).

Step 2

Type the name of your email group in the To, CC or BCC field of the new email.



Note – When you press the enter key, you’ll be able to see the email ids of all the group members.

Step 3

Compose your subject and email message. Click Send to send the mail.

Four Problems With The Gmail Method

1. It’s A Manual Process That’s Tiring And Error-Prone

While you can easily send group emails in Gmail, creating a group is still tedious and time-consuming.

You have to manually go through your list of contacts to identify the right group of people. Do you really want to wade through hundreds of email ids to find the ones you want?

With this manual approach, you’ll probably overlook an email address or mistakenly add someone as a group member.

2. Can’t Schedule Emails In Advance

Gmail doesn’t let you schedule your emails – you have to be online when they go out. You can’t plan your group emails in advance and send them when you want to. This is a problem when you want to send emails to your group at a particular time.

For example, your bosses may want a daily update email sent to them every morning. Without email scheduling, you’ll have to manually send it the moment you wake up.

There’s no way for you to compose the email the day before, add what happened and schedule it in advance.

3. Follow-Ups Are Difficult

Let’s say you have an email group with lots of members.

You sent an email to the group, but some of them didn’t respond to it.

What do you do now?
You send a follow-up email reminding them to respond, right?

But remember, as you’ve sent the email to a group, you can’t simply click Reply to remind a specific member to respond.

Doing so will send your follow-up to everyone in the group – even those who did reply to your mail.

So what can you do?

You’ll have to painstakingly draft individual follow-up emails for each email address and manually send them out. Not an ideal scenario when you have tons of follow-ups to send, right?

4. Lack Of Personalization: Can’t Add Individual Names

Gmail doesn’t let you add personalization variables, like a person’s name or their company’s name, to your group emails. You can only compose a generic message for all the members of your email group.

Why does that matter?
You can’t customize your group emails on a person-by-person basis.

Every member of your email group will receive the same generic email that might not address their individual concerns and needs. This could ruin your chances of making a connection and your mail might end up in their spam folder.

Think about it.

What would you rather receive?

A generic, bland email that looks like spam?
Or one that’s carefully detailed and tailor-made for you?

A Better Approach: How GMass Helps You With Email Groups

What Is GMass?

GMass is a powerful mail merge Gmail add-on that helps you instantly send personalized emails to every member of your Gmail email group.

Simply install the GMass Chrome extension to instantly access all its features from your Gmail inbox.

It’s that easy!

This has made it a popular app among individuals and groups like schools, institutions, associations, churches and clubs to send emails to their members from their Google account.

How To Build An Email Group In GMass

GMass gives an email sender two simple ways to quickly build and use a distribution list in Gmail:

  1. Using The Build Email List Feature
  2. Using Google Contacts

But wait, I’m sure you have some questions:

  • Do you have to create a new mailing list each time you send group emails?
  • Do you have to save it under a group name manually?

With GMass, you don’t have to worry about any of this!
GMass automatically saves a distribution list the moment you create it.

Once you create a mailing list, it’ll show up in your inbox and you can instantly add it to every email you send. This way, you can quickly send emails to the same group anytime you want to.

For detailed information on this, click here.

How To Build An Email Group Using GMass’s Build Email List Feature

With GMass’ powerful Build Email List feature, you can easily find the right people and add their ids to your groups.

Let me show you how to use the Build Email List feature in four simple steps:

  1. Log in to your Gmail account and perform a Gmail search.
    For example – if you want to create a book club group, run a Gmail search for “book club” and all the emails having the term will pop-up.
  2. Click the Build Email List button (red magnifying glass).
  3. A Gmail compose window pops-up with the required email ids in the To field.
  4. Compose your email and hit the GMass send button.


Don’t worry about manually saving this collection of email ids. The group is automatically saved the moment you create it!

For a detailed guide on using the Build Email List feature, click here.

How To Build An Email Group Using Google Contacts

You can also use Google Contacts to add recipients to your GMass emails instantly:

  1. Click on Contacts from your Gmail inbox.
  2. Select contacts you want to add as recipients and click the email icon.
  3. A compose window with these contacts appears.
  4. Compose your email message and send it with GMass.

After you’ve done this, the list (group) will be saved in your inbox and you can send emails to these contacts instantly!

Have your contacts listed out in a spreadsheet?

No problem!

Click here for a detailed guide on how to build a group in GMass using a CSV file.

Why You Should Be Using GMass For Sending Emails

1.  Easy Email Scheduling

GMass lets you schedule your emails in advance to plan your group emails better. As the tool automatically sends these emails out, you won’t have to be online at the time of sending.

Simply compose the email and schedule it for a later time. When the time arrives, GMass automatically sends the email for you.

Change of schedule?
No problem.

You can always reschedule an email by accessing it from your Drafts folder.

2. Automatic Follow-ups

Instead of painstakingly drafting follow-ups for every group member, GMass lets you send automated individual follow-ups to your group members.

It also lets you customize your follow-up settings; such as:

  • The number of follow-ups you send for each recipient.
  • Time gaps between each follow-up.
  • The follow-up message.

3. Powerful Email Personalization

Gmail only allows a sender to draft a generic email to all the members of an email group. This is the case with other email providers like Yahoo Mail and Outlook too.

However, with GMass, you can automatically craft personalized emails that address the needs of your group contacts. This increases your chances of making a connection and helps you avoid their spam filters.

GMass offers automated personalization settings like:

  1. Auto First Name Detection And Entry – the software automatically detects a person’s first name from their email id and adds it to each group member’s email.
  2. Include customized links and unique images – you can include customized links, URLs and images for each group member in your email.
  3. Personalize entire blocks of text – GMass lets you personalize large blocks of text on a person-by-person basis in your email message.

Click here for a detailed guide on the feature.

Conclusion

Creating contact groups in Gmail can be a tiring and error-prone process.

Why risk forgetting someone or adding the wrong person when you have powerful mail merge tools like GMass to do the job for you?

With advanced personalization, easy scheduling and automated follow-ups, you’ll have everything you need to create and use email groups effectively.  Why not download the GMass mail merge app for Chrome and try it out for yourself?

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