Excel Email Automation Template for Sending Emails with Attachments

How to Automate Emails in Excel, without Power Automate or Mail Merge? With this Excel Email Automation Template (VBA-powered), you only need to write your email once, and the template will create and send personalised emails directly from your Excel table.

Why Automating Emails in Excel Makes Sense

If you work with emails every day—customer follow-ups, reservations, newsletters, promotions, confirmations, or internal updates—you already know how repetitive and time-consuming the process can be. Most businesses already manage their data in Excel. Save time, avoid repetitive work, and boost your productivity with tailored messages for:

• Targeted promotions & announcements
  Share special offers, product launches, or event notifications tailored to specific audiences.
• Bookings, reservations & confirmations
  Send confirmations, reminders, and follow-ups based on reservation details.
• Orders & customer follow-ups
  Send order confirmations, shipping updates, and personalised follow-up emails to improve customer experience.
• Marketing and newsletters
  Send promotional emails personalised with product names, prices, or customer names.
• Internal updates
  Notify employees, send updates, or automate repetitive status emails.
• And more...

You can automate emails right where your information lives. This means:

• ✅ Fewer mistakes
• ✅ Faster workflow
• ✅ Cleaner process
• ✅ Better productivity

🔗 You can even attach files automatically: just enter the file path and name in the corresponding column, and the template will handle the rest.

Why This Tool Is Better Than Power Automate or Mail Merge?

If your workflow already starts in Excel, then why should emailing take you somewhere else?

• No need to use Power Automate
  This macro lets you automate emails in Excel without touching any cloud flows or connectors.
• No need to use Mail Merge
  Mail Merge does not support attaching files directly.
• You don’t have to leave Excel
  Everything happens in the place where you are familiar.

It’s the simplest way to automate emails in Excel and save hours every week.

Key Features

• Preview mode: see emails before sending
• Send mode: send right away
• Selection Control: Choose exactly what to send: by range, individual rows, or combined selections
• Attachment Access: In column E, you can open the file found for attachment before sending it.
• Flexible folder path: Place files in the "_send files" folder (same directory as the Excel file). If missing, click Reset to create it. You can also set a custom folder in cell C5 or use the Select button.
• File Priority: The macro attaches files in this order: .pdf → .jpg → .png. To force a specific type, include its extension in the file name.
• Bulk & Personal: Works great for bulk or one-to-one emailing. Check your provider’s limits.
• Quick Rename: Quickly jump to rename a column by selecting its reference name directly in the "Compose" sheet.

⚙️ How It Works

1️⃣ After unzipping the downloaded file, open the Excel template and enable macros if prompted or if they are currently disabled. Enter your data in the sheet named "Send emails", starting from row 2 in the following columns: D, F, G, H, I, J, K, L, M, N - These columns are the building blocks of your emails—such as To, Bcc, Cc, attached file name, and up to 6 custom variables for use in the email body and subject.

2️⃣ Compose your email in the sheet named "Compose". - Make sure the column names in "Send emails" exactly match the placeholders used in << >> format within the subject and body.

3️⃣ Send the email by pressing the "📨 email to:" button and selecting the rows you want to send.

- Use "Preview mode" to review the email before sending (default and recommended for new users).

- Use "Send mode" to send the email immediately after selecting the desired rows.

File Attachment Handling

By default, place files you want to attach in a folder named "_send files" in the same directory as the Excel file. If it doesn't exist, pressing "Reset" will create it automatically. Alternatively, paste a custom folder path in cell C5 in the "Compose" sheet.

Rate Limit:

Outlook limits sending to about 30 messages per minute to prevent abuse. Exceeding this may temporarily block your account. If not using Outlook 365, check your provider’s limits—they vary.

Best Practice:

• ✅ Send in small batches (30 messages per minute).
• ✅ Add delays between sends to avoid throttling.

ℹ️ Documentation included in your download and in the sheet named "❓ ". This VBA script does not transmit any data to third-party applications, users, or external services.

Please note: This Excel template is currently compatible with Windows only. Future updates may expand compatibility.