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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?

Creating groups in Gmail is helpful when you’re sending a group email to tons of people. With Gmail groups, you don’t have to add each Google account or group member individually!

In this article, I’ll show you how to create a Gmail group and send emails to that group list. I’ll also highlight a simpler, more powerful alternative for group mailing.

Here’s what this article contains:

(Click on the links below to jump to a specific section)

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

  1. Recipient – the person who receives your email.
  2. Contact List – this is a list of Gmail 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.
  4. Group Owner – this is the Gmail user who creates the group mailing list. In this article, the “group owner” refers to you.

Let’s get started!

What Are Email Groups?

Note: This section is only for people unfamiliar with Gmail and Google Groups. If you want to skip ahead to the walkthrough on creating Gmail groups, click here.

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

Creating groups in Gmail is one of the quickest ways to send multiple emails. Instead of manually adding multiple recipients, you’re directly adding the group label to your email address field instead!

Is a Gmail group different from a Google Group?

Yes!

A Google Group is basically a discussion group for people with similar interests.

Each Google Group has a group email account and a single, shared inbox. Additionally, you can set a Google Group’s group type as:

  • Email List: for sending emails to/from a single email ID.
  • Q&A Forum: for asking/answering questions.
  • Web Forum: for community members with similar interests.
  • Collaborative Inbox: to assign topics for each group member and track them.

Unlike Google Groups, a Gmail group is only a Gmail distribution list — a collection of email addresses. It does not have a common group account ID, group type, or collaborative inbox.

How to Create and Use a Contact Group in Gmail (A Step-by-Step Approach)

Now that I’ve covered what email groups are, let’s talk about creating groups in Gmail.

I’ll cover:

A. How to Create a Gmail Group

Here’s a step-by-step guide on how to create a Gmail group to send mass emails:

Step 1

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

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

Google Apps menu showing Google Contacts icon

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

If you’re creating a Gmail distribution list on the Gmail app for Android or iPhone, click on the Contacts option from the app’s sidebar to start creating a group list.

Gmail mobile interface showing Google Contacts app option

Step 2

Go through the Gmail contact list displayed on your screen.

To form the group email list, choose the multiple contacts you want in your new group by clicking the checkbox on the left side of each contact.

Google Contacts interface showing contact selection

Step 3

Click on the Gmail labels icon to create a Gmail group with the email addresses you’ve selected.

Google Contacts interface showing Manage labels icon

Step 4

From the drop-down menu that pops up, click on Create label to name your Gmail distribution list using a new label.

Gmail interface showing Create label option

 

Step 5

In the Create label pop-up window, you can customize the distribution group label. Once you’ve added a name for your new label in the dialog box, click Save to create a Gmail group.

Google Contacts interface showing Create label pop up

If you want to create a new label or new group for your mass emails with another set of Gmail contacts, you can repeat this process. But ensure that when you use the Create label button, you create a new label for the distribution group to avoid confusing it with your other groups.

 

Gmail interface showing Sample label

Note: After you create a new group, the label name (group’s name) will be displayed under Labels in the left sidebar of your Google Contact page. The figure next to the group name indicates the number of members in that distribution group.

B. How to Add Contacts to a Gmail Contact Group

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

No problem!

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

Step 1

Open the Google Contact page and select contacts from your Gmail contact list that you want to add to an existing group.

Google Contacts interface

Step 2

From the Manage labels drop-down list, choose the existing group to which you want to add the new contact(s).

Google Contacts interface showing Sample label in Manage labels menu

Step 3

Click Apply in the drop-down list that appears.

Google Contacts interface showing the Apply option in the Manage labels menu

The selected contacts will now be added to the existing list of contacts in your email group.

 

C. How to Delete Contacts from a Gmail Group Email

Do you need to remove an email account (contact) from existing Gmail labels?

Here’s our step-by-step guide on how to delete Gmail contacts from an existing group:

Step 1

Open your Google Contact page and open the Contacts option (or My Contacts for users with older Gmail versions) from the sidebar. Then, select contacts you want to remove from your email group.

Step 2

Click on the label icon and from the Manage labels drop-down menu that appears, choose the label name (name of the group) from which you want to remove the contacts receiving mass emails.

This is where it can get tricky.

When you added a new contact to a group, you had to checkmark the Gmail labels you wanted.

However, that process is reversed when removing contacts from the group email address list.

After you select contacts, you’ll have to uncheck the label name of the label from which you want them removed (in the Manage labels menu).

Google contacts interface showing contact deletion for Gmail groups

Step 3

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

Google contacts interface showing Apply option in the Manage labels menu

D. How to Send Group Emails in Gmail

Once you’ve created an email group for your account, you can instantly send the same email to every individual in the new contact list.

Here’s a step-by-step guide on how to send a bulk email to your Gmail distribution list:

Step 1

Open Gmail and click the Compose button above the left sidebar (indicated by an arrow in the screenshot below).

Gmail interface showing Compose button

Step 2

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

Gmail interface showing contact group in the To field

Note: When you press the enter key after typing the group’s name, you’ll be able to see the individual email ID of each group member.

Step 3

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

3 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 bulk email group is still tedious and time-consuming.

You have to manually go through your Gmail contact list 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 ID or mistakenly add someone as a group member!

2. Follow-Ups Are Difficult

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

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

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 the same email follow-up to everyone in the same group — even those who did reply to your mail!

So what can you do?

You’ll have to painstakingly draft an individual email follow-up for each email address and send multiple emails manually.

Not an ideal scenario when you have tons of follow-ups to send, right?

3. Lack of Personalization: Can’t Add Individual Names

Gmail can’t automatically add personalization variables like contact information, 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 marketing message that might not address their individual concerns and needs. This could ruin your chances of making a connection, and your mail might even 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

While Gmail is still a convenient tool, it has some drawbacks when it comes to sending multiple emails to the same group.

Luckily, those drawbacks can be quickly addressed.

All you need is a powerful Gmail extension like GMass to cover all your email needs!

What Is GMass?

GMass homepage

GMass is a powerful email software that helps you quickly send personalized emails and email campaigns to every member of your Gmail email group. Its advanced outreach capabilities have made it a popular emailing app that’s used by employees from major companies like Google, Twitter, LinkedIn, and Uber.

However, GMass isn’t just limited to these tech giants!

It can also be used by individuals, solopreneurs, and groups like schools and churches to send email campaigns from their email account to a target audience.

And the best part?

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

It’s that easy!

How to Build an Email Group in GMass

GMass gives you 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 new mailing lists each time you send a group email or email campaign?
  • Do you have to save it under a group name manually?

With GMass, you don’t have to worry about any of that!

GMass automatically saves the email distribution list the moment you create it.

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

1. How to Build an Email Group Using GMass’ Build Email List Feature

With GMass’ powerful Build Email List feature, you can easily find the right people and add their IDs to your Gmail mailing list.

Here’s how to use the Build Email List feature for your email campaign in four simple steps:

  1. Log in to your Gmail account and perform a Gmail search.
    For example, if you want to create group emails for a book club, run a Gmail search for “book club.” Now all the emails having that term will pop-up in your Gmail inbox.
  2. Click the Build Email List button (red magnifying glass).GMass interface showing Build Email List feature
  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 for your email campaign. The same group is automatically saved the moment you create it!

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

2. How to Build an Email Group Using Google Contacts

You can also use Google’s Contacts app to add multiple recipients to your GMass email campaigns instantly:

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

After you’ve done this, your Gmail mailing list (group) from the Contacts app will be saved in your inbox, and you can send emails to the multiple contacts instantly!

GMass interface showing GMass email groups

Do you keep your contacts list on a spreadsheet, such as an Excel CSV file or Google Sheet?

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 to Send Emails

1. Powerful Email Personalization

Gmail only allows a sender to draft a generic email template to all the members of an email group. This is also the case with other email clients, like Yahoo Mail and Microsoft Outlook.

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.GMass interface showing auto first name detection fields
  2. Include customized links and unique images – you can include customized links, URLs, and pictures for each group member in your email template.
  3. Personalize entire blocks of text – GMass lets you personalize large blocks of text on a person-by-person basis in your new message.

Click here for a detailed guide on personalized emails.

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 right from your inbox.

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

  • The number of follow-ups you send to each of your multiple recipients.
  • Time gaps between each follow-up.
  • The follow-up email message.GMass interface showing follow-up emails

3. Easy Email Scheduling

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

Simply compose the email and schedule it for later.

When the time arrives, GMass automatically sends each individual email for you.

Change of schedule?

No problem.

You can always reschedule an email by accessing it from the Drafts folder in the left sidebar of your inbox.

GMass interface showing the Scheduling window

Conclusion

Creating and sending a group email in Gmail can be a tiring and error-prone process.

Why risk forgetting someone or adding the wrong person when you have powerful email 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 group emails and use them effectively.

So why not download the GMass Chrome extension and try it out for yourself?

13 Comments
  1. Gmail has started blocking my outgoing group emails thinking I am sending spam. Will GMass correct this problem?

  2. Can all members of the group access the mailing list I created using my label or does every member has to create a group?

    1. Hi Norma,

      Each member would need to create its own group. A workaround to this is to have shared Google Sheets that each member has access to and has the ability to edit which can then be used as a mailing list in GMass.

    1. Hi Karen,

      Unfortunately, GMass currently only allows you to send mass mail using Chrome on a PC or Mac.

  3. Hisirhelpmesir.mynameisab.sheikfarith
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    Workisapoorsir.plshelpmesir.thankingyou.
    Address-b.sheikfarithkhan.s/o.a.babukhan.80/16.
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  4. I selected 17 contacts and added the label, but when I compose an email only 14 of them show up. Can this be fixed?

    1. Hi Margaret,

      Please contact our support team (gmass.co/g/support) so we can assist you in troubleshooting.

  5. It’s crazy that we just can’t have a regular normal group that everyone can send to. Now that google has gotten rid of that, has no one thought of doing it ? wierd. Using the workaround and giving everyone access to google sheets is a lousy idea and means that everyone has to keep coming back there to see if there have been additions or subtractions . What was wrong with the groups ?? Such a pity that google did such a dumb move to remove it.

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