Mass Email Tool Guide - Using the Tool - 3. Sending the Emails (Excel)

Overview

The final step is to send the emails and memos that you've created.

Process

Preparing Outlook

The emails sent by the Mass Email Tool will send from your Outlook default email account. In most cases, this is your individual UW-Madison email account. Follow these steps to check your Outlook default email account:

1. In Outlook, click the File tab in the top menu
2. Click the Account Settings button
3. Select the Account Settings... option
4. Your default account has a checkmark next to it and Outlook displays the message "send from this account by default"
   

If this is the email address you want to send your Mass Email Tool emails from, you can skip to sending the emails.

If you want your Mass Email Tool emails to send from a different address, you'll need to set up a new Outlook profile to log directly into the account from which you want to send.

Sending Emails

To send the emails, you'll open the UW-Madison Mass Email Tool (Microsoft Excel Macro-Enabled Workbook) file again.

If you'd like, review the Mail Merge (read-only) sheet one final time to ensure the information still looks accurate.

Finally, click the Run macro to send emails button.

Click to enlarge image

This macro passes information to Outlook about the emails to send. Outlook then sends the emails as normal. The Mass Email Tool does not get feedback about the emails after this step, so refer to Outlook to make sure all emails send correctly.

Office 365 Email Limitations

Be mindful that Microsoft sets limitations on Office 365 email usage. The most relevant limitation for the Mass Email Tool is that an account can only send emails to up to 10,000 recipients per day, which includes all addresses in the To, Cc, and Bcc fields. The Mass Email Tool will attempt to count your email recipients before sending the emails and display an error if your project includes more than 10,000 recipients.