How do I send a single email out to 1,800 recipients without anyone knowing that they weren't the only one to receive it?

Posted on 2005-04-13
Last Modified: 2010-04-08
I'm at a loss on this one. I have a single email announcement that I need to send out to 1,814 recipients. I want to mask all of the other recipients from each other (BCC?). I don't have much time and don't want to waste a lot of time with experimenting on it. Currently, I have the recipients in an ACT 2000 database. Is mail merge the way to go, or should I create a group in our exchange server and mail to the group or what? Should I do it from Word 2000?  Please help with the best method and the procedure for doing it.
Question by:dwielgosz
    LVL 21

    Accepted Solution

    Just put the recipients into the BCC-field and noone can see the adresses of the others.

    But... with that huge amount of recipients it's possible that your mail will be rejected, but it's worth a try.
    Export the mail-adresses into a text-file, open the text-file and copy the adresses to the clipboard and paste them into the bcc-field. Write the mail. That's it.

    Here's a link if the mails should be sent one by one to each recipient... -  Personalized Mass Email Messages with Visual Basic Script

    Author Comment

    Thanks. That's fine as long as there aren't any of the recipients email servers that block "BCC" emails. Which I'm sure is not the case.  
    LVL 21

    Expert Comment

    A couple of points to consider, first is that if you BCC everyone, their name will not appear in the TO field of the email they receive.  This might cause it to be perceived as SPAM by either software or the actual recipient.

    Additionally, beginning with Outlook 2000 they hardwired a limit of ~129 recipients I think for sending to people from your CONTACTS folder, to get around this you need to have the recipients in Exchange.

    I think the best way to get this done so that everyone sees only the email addressed to them, avoid any possible spam blocking, and avoid any limitations on maximum recipients, that setting up a mail merge would be the best.

    Author Comment

    Mail merge is what I thought also. What's the best way to do this? From Word or solely from Outlook? I have the letter composed in Outlook and it is comprised of graphics and text. When I copy and paste into Word, I lose all of the graphics and formatting. Please help with details on how and 500 points are yours. haha. Keep in mind that this needs to be done correctly the first time because this is business related.

    Author Comment

    I was looking for a way to do this OTHER than simply putting all the addresses in the BCC field and mass mailing them out. My concern was that SPAM filters would screen the emails out for the very reason that was stated by JBlond. But, that's exactly what I did eventually and after testing it internally  it appeared to mask the other recipient names from the others and only a couple were returned (blocked) as SPAM. The points will go to JBlond.

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