How It Works

Send personalised bulk emails in a few simple steps using a Word document and an Excel sheet.

Step 1: Choose How to Send Emails

Vilomailer gives you two ways to send emails. You can pick either option from your Profile settings.

Recommended
Default Email (Vilomailer)

Emails are sent from mail@vilomailer.com — no setup required. Just register, log in, and start sending straight away.

  • No SendGrid account needed
  • Works immediately after registration
  • Select "Default (mail@vilomailer.com)" in your Profile
Custom
Your Own SendGrid Account

Send from your own verified sender address using your own SendGrid API key. Ideal if you want full control over your sender identity.

  • Requires a SendGrid account
  • Paste your API key and sender email in Profile
  • Vilomailer verifies the key before saving

Setting up a custom SendGrid account (optional):

  1. Sign up at Twilio / SendGrid
  2. In the SendGrid dashboard go to Marketing and create a verified sender
  3. Go to Settings → API Keys and create a new full-access API key
  4. Copy the key (it is shown only once), then paste it into the Custom section of your Vilomailer Profile
  5. Enter the verified sender email address and click Save — Vilomailer will test the connection automatically

Step 2: Prepare Your Word Document Template

Write the body of your email as a .docx file. Use double curly braces to mark any text that should be personalised per recipient.

Dear ,

We would like to invite to our upcoming event…
  • Placeholder names must match the column headings in your Excel sheet exactly
  • You can add as many placeholders as you like
  • Formatting (bold, italic, font size) is preserved in the sent email

Step 3: Prepare Your Excel Spreadsheet

Create an .xlsx file where each row is one recipient. The first row must contain column headings.

email name company
alice@example.com Alice Acme Ltd
bob@example.com Bob Globex Corp
  • One column must be named email — this is where Vilomailer reads each recipient's address
  • All other column headings should match the in your Word template
  • CSV files are also accepted

Step 4: Upload Your Logo (optional)

Upload your company logo in PNG, JPG, or SVG format. It will appear at the top of every email, giving your messages a polished, branded look. You can upload multiple logos and choose which one to use for each campaign.

Step 5: Send Your Campaign

From the main dashboard, select your template, data file, logo (optional), and enter a subject line. Hit Send Emails and Vilomailer will:

  1. Read every row in your Excel sheet
  2. Replace each placeholder in your Word template with that recipient's data
  3. Deliver a personalised email to each address
  4. Log the result (success or failure) so you can review the outcome
Need Help?

If you have any questions or run into issues, reach out to us at aifaruqi@iclipsetechnologies.com and we will be happy to help.