If you send a bunch of identical emails at once, the chance is that the email client of the recipients will mark you as a spammer. What this means is that in such case, your emails will not even be read by the truckers, so your efforts will go to waste.
The solution is pretty obvious – send each list of trucking company a unique email. Of course, creating thousands of unique emails seems like a mission impossible. Luckily, you’re at the right place. We know how you can make unique emails without wasting too much time or energy.
Write One Great Email
Create an interesting email, copy it, and paste into one cell of Excel. Then click on the bottom-right corner of that cell and drag it downwards. This way, you will make duplicates of that cell. Keep on dragging it until you make enough number of copies.
By enough, we mean the number of cells that equals the number of emails you want to send. And when you’re finished, it’s time to make each one of those cells unique.
Use the Right Synonyms
To make each cell unique, you need to replace the words from the original with their synonyms. To find synonyms you can use websites like Thesaurus. Regardless of how long your original email is, you can certainly find plenty of synonyms for some words from that text.
To show you how easy it is, we’re going to give you an example. Here’s a beginning of a mock email aimed at a fictional trucking company:
“Hello dear John Doe, the owner of John Doe’s trucking company. We have a business offer that you might find very interesting…”
Using Thesaurus, you can easily find lots of synonyms for some words from the text above. For example, some of the synonyms for “trucking company” include the following:
All that’s left is to replace them, that is, use some of these synonyms in some of the Excel cells. To do that, you just need to press CTRL + H on your keyboard. Find the words and replace with their synonyms. But, don’t click on “Replace All”. Instead, go one-by-one so that you can use another synonym from time to time.
You can actually do the same for each of the words in the original. To give you some ideas, here are a couple of suggestions:
And when you’re done, you should have a list of unique cells. But, it’s best to check everything. This isn’t a job you should do manually, as it would take too much of your time. Instead, let Excel take care of it.
Check the Uniqueness of Cells
To do this, click on “Home” in the tools ribbon on top. Then click the button saying “Conditional Formatting”. Pick the first option “Highlight Cells Rules” and once a menu appears on the right, choose “Duplicate Values”.
A dialog box will open, asking you to confirm that you want all duplicate cells to be colored red. Click “Ok” and Excel will do its work. Then what’s left is to go through the entire document and make changes in marked cells, making them unique.
Also Read: Making a Brand Out of Your Trucking Company by Using Email Database
Use the Function “SUBSTITUTE”
The final thing you need to do before you start sending emails is add the right name of the person. Otherwise, your emails might seem too generic. The good news is that this isn’t too difficult. You just need to paste the list of truckers’ names in a separate column (let’s say, the column B) and use the function SUBSTITUTE.
Assuming that the email texts are in the column A, you need to use this function in the column C. Here’s what you need to type in the box C1:
=SUBSTITUTE (A1, “John Doe”, B1)
Hit enter and the function will change the generic name with the real name of the email recipient. Drag the function box down to make changes in other boxes as well.
Send the Emails
In order to send these emails manually, you would have to copy each cell from the Excel document and paste it into your email client. This is something that could take hours to complete if there are thousands of emails you wish to send.
That’s why a much more convenient solution is to use a tool that will do this automatically. SwipeEmail.io, EmailMerge.cc, and Vocus.io are some of the tools that can reportedly help with this.