Send Email

Compose batch emails from Excel — send to many recipients with attachments, signature, dynamic body templates.

Open the dialog

DVD Addin → group File and Print → click Send Email.

Workflow

Step 1 — Prepare the data table

Row 1 = header, subsequent rows = one email per row.

Required columns:

• To — recipient email (separated by ; if multiple).
• Subject — email subject.
• Body — content (can contain placeholders {{ColName}}).

Optional columns:

• CC, BCC — copy / blind copy.
• Attachment — file paths (separated by ;).
• From — sender email (if different from default account).
• Any other column to use as a placeholder (e.g. CustomerName, OrderID).

Example:

To	Subject	Body	Attachment
[email protected]	Invoice {{InvNo}}	Dear {{Name}}, Please find attached the invoice...	C:\Inv\INV-001.pdf
[email protected]	Invoice {{InvNo}}	Dear {{Name}}, Please find attached the invoice...	C:\Inv\INV-002.pdf

Step 2 — Configure transport

Pick one of 3 send methods:

Outlook (default, recommended)

• Requires: Microsoft Outlook installed + running + account configured.
• The addin calls Outlook COM API → email sent through Outlook's default account.
• Pros: easy setup, supports Exchange/IMAP/POP3 — any account configured in Outlook.
• Cons: slower than SMTP (each email ~2-3 sec).

Custom SMTP server

• Required fields:
  • SMTP Host (e.g. smtp.gmail.com).
  • Port (587 / 465 / 25).
  • Username + Password (App Password for Gmail).
  • From email + From name.
  • Use SSL/TLS: tick.
• Pros: fast, no Outlook needed.
• Cons: must enter SMTP info manually.

Gmail App Password

If using Gmail SMTP, do NOT enter your account password — create an App Password at https://myaccount.google.com/apppasswords (requires 2FA enabled first).

.eml file only (no actual sending)

• Generate .eml files in an output folder → upload/import them into another email client manually.
• Pros: no Outlook/SMTP dependency, can review before sending.
• Cons: must send manually.

Step 3 — Options

• Signature — append signature HTML/text at the end of body (saved in Preferences).
• Delay between emails (sec) — avoid spam-flagging. Default 1s.
• Send as HTML — body is parsed as Markdown/HTML instead of plain text.
• Test mode — only generate .eml for review, don't actually send.

Step 4 — Click Send

Status bar: DVD Addin: Send 5/50 ([email protected])....

When complete, popup shows:

• Number of emails sent successfully.
• Number of errors (with the failing row number).
• Total time.

Placeholder syntax

In Subject and Body:

Dear {{Name}},

Attached is invoice {{InvNo}} dated {{Date|dd/MM/yyyy}}.
Total: {{Amount|#,##0}} VND.

Best regards,
{{Signature}}

Number/date format syntax matches Merge Word.

Import Email into Excel

DVD Addin → group File and Print → menu Email → Import Email.

Read .eml / .msg files from a folder → extract:

• From, To, CC, Subject, Date, Body.
• Attachment paths.

Output as an Excel table for analysis/archiving.

Use case: archive Outlook emails to Excel for easier search/filter.

Troubleshooting

"Outlook not running" / "Outlook COM error"

• Outlook isn't running → open Outlook first.
• Outlook is running in another process (e.g. 32-bit vs 64-bit conflict).

"SMTP authentication failed"

• Wrong password. With Gmail, use App Password instead of account password.
• Account doesn't have SMTP enabled (Microsoft 365 disabled SMTP by default in 2025 — must be turned on in Admin Center).

Email has no signature

• Open Preferences → Email Signature → paste HTML/text.

"Attachment file not found"

• Absolute or relative path? Must be absolute (e.g. C:\Folder\file.pdf).
• File exists? Check for typos.

Flagged as spam by Gmail/Outlook

• Set delay 2-5 seconds between emails.
• Don't send the same subject/body to 100+ people (Gmail throttling).
• Avoid bodies with many links or unusual attachments.

License gating

Send Email requires an active license (Activated or Trial).

Related

• Merge Word — generate Word/PDF attachments before sending email.
• Preferences → Email — SMTP config, signature.