Home Computer Mass Employee Email

Mass Employee Email

How to send a mass email to your employees

by stacy

You may need to send a mass email to all of your employees in a variety of situations. Companies are moving away from email for internal communication and toward group collaboration tools such as Slack, but if you need to send personalized, even sensitive information to every employee in your organization, sending a mass email is still the better, faster, and more cost-effective method of accomplishing this. When you may need to send a mass email to your staff, the following are some scenarios to consider:

It’s the end of the tax year, and you’d like to send an email to everyone in your company with a link to their W2 form.
You’ve discovered a security breach and need to reset the passwords for everyone who uses the CRM system. As a result, you send out an email to everyone with their new username and password.
It’s time to do annual reviews with your staff, and you’d like to send them an email reminding them of their scheduled meeting with you, their respected employer.
There are a variety of additional situations in which you may be required to send a mass email to everyone in your organization. The process is straightforward if you’re using G Suite to operate your business.

1. Export all your G Suite users into a Google Sheet

Log in to https://admin.google.com as the administrator of your G Suite account, navigate to Users, and select the option to export the data to a Google Sheet from the drop-down menu. Change the default from “Currently selected columns” to “All…columns…” if you want to make it easier to clean up the columns that you don’t need afterward.

If you are not the administrator of your account, locate the individual who is and ensure that he grants you, the company’s owner, administrative privileges on the account.

2. Clean up the Google Sheet

Examine the Google Sheet that was created and correct some of the ambiguous column names. When you look at the first few columns, you’ll see bracket notations behind them, such as “[Required].” Remove that portion of the sentence to make the column name more readable.

Remove any unnecessary information from the column names, such as the section included in brackets.
You can go one step further and remove spaces from the column name as well, resulting in FirstName rather than “First Name,” but this isn’t necessary in this case.

Personalizing your Subject/Message in Gmail will be easier in the future as a result of this setting.

Because I only want to preserve the first name, last name, and email address columns in this example, we’ll delete the fourth column and all subsequent columns, and we’ll add our column where we’ll enter the time of the employee performance review meeting.

I’m getting rid of the columns that aren’t going to be used in my mail merge.
Finally, I’ll include a column with the dates and times I’d like to meet with each of my employees.

I’m going to add one more column that I intend to use in my mail merge.
So you’ve created a Google Sheet with all of your employees’ email addresses and other pertinent information, and you’ve installed GMass in your Gmail account to manage it all. You should share the Google Sheet with the Gmail account that will be used to send the emails if your G Suite Admin account is different from the Gmail account that will be used to send the emails. Because I send all of my company’s mass emails from one account, ajay@wordzen.com, which also serves as the G Suite Admin account, I don’t need to share the Google Sheet with a second account.

3. Prepare for GMass power

If you haven’t already done so, you should install GMass as a starting point. Once you’ve done that, check your Gmail account to see if you’re linked to GMass.

You’ll notice that the GMass buttons are located to the right of the Gmail search bar after you’ve installed the program. Simply select the spreadsheet containing your workers by clicking the Sheets button at the top of the screen:

4. Compose your message

Connect to the Sheet, wait for the Compose to start, enter your Subject and Message, and then press the GMass button to send your message. It’s that simple. Do not forget to customize the Subject/Message by selecting one of the column headings from the Google Sheet and typing it in. The most fundamental syntax is ColumnName. Personalization, on the other hand, can be taken to a whole other level. Check out our mail merge customizing guide for more information.

In this example, I’ll use the MeetingTime column from the Google Sheet to inform each employee of their scheduled meeting with me, their fantastic boss, since I want to inform each employee of their scheduled meeting with me, their superb boss.

Related Posts

This website uses cookies to improve your experience. We'll assume you're ok with this, but you can opt-out if you wish. Accept Read More