Efficiently Sending Multiple Emails with Macros: A Step-by-Step Guide

Learn how to streamline the process of sending multiple emails using macros, with a focus on sending emergency special assessment invoices to members.

March 13, 2025 By Tim Moody

In this guide, we'll learn how to efficiently send out multiple emails using a template and macros, specifically for distributing emergency special assessment invoices. The process involves preparing your email template, using QuickBooks to verify invoice details, and employing Microsoft Outlook to schedule and send emails. We'll explore how to use macros to automate repetitive tasks, such as typing subject lines and pasting email content, to streamline the process. This method ensures accuracy and saves time, allowing you to manage communications effectively.

Let's get started

I will demonstrate my method for sending multiple, identical emails consecutively when sending invoices for things like a special assessment. In this instance, I'm sending emergency special assessment invoices to members. I've created an email template and sent it to myself.

Step #1: Click on "payments are due in two installments" — Click on "payments are due in two installments"

That way, I don't lose it. I could also save it in a Word document, but this is how I handled it. I'm going to copy the entire message.

Step #3: Right-click on "Dear Members" — Right-click on "Dear Members"

Step #4: Click on "Copy" — Click on "Copy"

I'm going to copy it. I've created a macro key to type the subject line and paste this into the email body. Next, I'll go into QuickBooks, click on Account.

Step #6: Click on "Account" — Click on "Account"

Near the top, where the Accounts Receivable accounts are, you'll find the Member Annual Capital Contribution account.

Step #7: Click on "Accounts Receivable" — Click on "Accounts Receivable"

Double-click to open it.

Step #8: Double-click here — Double-click here

Ensure you have thoroughly checked your invoices against the materials used to determine each amount. Verify that your totals and ending balance align with the previous account activity.

For example, this was a $160,000 special assessment, but I already had an ending balance.

I need to verify that I've correctly entered $160,000 for the special assessment and ensure every member is accounted for accurately before sending any emails. This guide assumes you have done this.

This account is organized by date, with the most recent or furthest dates at the bottom.

Step #11: Click on "2055" — Click on "2055"

I will scroll to the top where the invoices start. They begin on March 12, 2025, which is today.

Step #12: Click on "Quigley" — Click on "Quigley"

Sandy sent out the email notifying everyone about the assessment today. I also created these invoices today. Now, I can go through the list and email each person. By double-clicking on one, the invoice will open.

Step #13: Double-click on "INV" — Double-click on "INV"

I recommend doing a final check. Consider pulling up the document you were using and double-checking the amount. Please be careful :)

This is Tim Quigley. He's a multiple cabin shareholder, so his totals are highlighted in yellow at the bottom.

Step #15: Click on "$12,011.72" — Click on "$12,011.72"

Step #16: I can see that the total matches what QuickBooks indicates, so I've done this correctly. — I can see that the total matches what QuickBooks indicates, so I've done this correctly.

Now, I'll click on email.

Sometimes Outlook doesn't immediately display new emails. You can hover over the icon and click on the new window that appears.

Step #18: Click on "Reserv" — Click on "Reserv"

Step #19: I'll highlight the entire subject line, delete it, and use my macro. — I'll highlight the entire subject line, delete it, and use my macro.

Step #20: Look at that! The macro typed out the subject line and then skipped down into the body of the invoice. It deleted the table and pasted the email template. That was awesome. 👍😎(Soon, I'll have a new keyboard in the office for everyone. I'm currently using my own. I'll type up a guide on creating your own macros for tasks like this. It's incredible.) — **Look at that!** The macro typed out the subject line and then skipped down into the body of the invoice. It deleted the table and pasted the email template. That was awesome. 👍😎
(*Soon, I'll have a new keyboard in the office for everyone. I'm currently using my own. I'll type up a guide on creating your own macros for tasks like this. It's incredible*.)

I'm not going to send this tonight. Instead, I'll schedule it to go out tomorrow since it's a little after 10 p.m. now. I'm unsure if it will ping people's phones when I send it. I will schedule it to send tomorrow during business hours.

Step #21: Click "Options" — Click "Options"

Step #22: Click on "Delay Delivery" — Click on "Delay Delivery"

Select the date and time that you want it to send, then close the window.

Step #23: Click on "12:00 AM" — Click on "12:00 AM"

Step #27: Click on "Close" — Click on "Close"

And that's it!

Step #28: Click on "Send" — Click on "Send"

We'll do one more. Close that invoice and go to the next person, Margaret Emery.

Step #29: Double-click to open the invoice and double-check it. — Double-click to open the invoice and double-check it.

Once more, ensure your notations and amounts are correct. You can verify them against the PDF. Ensure that her amount is correct, then click email.

Step #30: Can't be too safe, check again! :) — Can't be too safe, check again! :)

Step #32: I will highlight the entire subject line and activate my macro. — I will highlight the entire subject line and activate my macro.

Step #33: Once more, it types out the new subject for me, then pastes my email template — Once more, it types out the new subject for me, then pastes my email template

Go to Options, select Delay Delivery, choose 9 a.m., then click the dropdown next to it and select Tomorrow.

Step #34: Click on "Options" — Click on "Options"

Step #35: Click on "Delay" — Click on "Delay"

Step #39: Click on "Close" — Click on "Close"

Step #40: Click on "Send" — Click on "Send"

Step #41: I realized the terms are not technically correct, but they are clear enough in the email. However, I might create a set of terms that are accurate. — I realized the terms are not technically correct, but they are clear enough in the email. However, I might create a set of terms that are accurate.

Anyway, that's how I'm sending these.

Step #42: Click on "Save & Close" — Click on "Save & Close"

Step #43: When I save and close the invoice, I'll return to this screen. From here, I can move on to the next person and continue. — When I save and close the invoice, I'll return to this screen. From here, I can move on to the next person and continue.

It goes quickly, especially with the macro. Without it, I would either copy-paste the email while typing the subject line or create a signature with the email template and copy-paste the subject line.

That's probably what I would do if I didn't have my macro key. 👍

You can do it any way you like, as long as the members receive their invoices.

Also - be relatively lighthearted about it.

I believe it's part of the innkeeper's role, especially during challenging times like these. Just be friendly.

We are asking a lot from these people. Keep that in mind.