7. Starting WhatsApp Web Mailing: Complete Step-by-Step Guide

Table Of Contents
  1. Starting a Mailing Campaign: Step-by-Step Guide

Starting a Mailing Campaign: Step-by-Step Guide

🎯 About This Guide

Step-by-step tutorial for launching WhatsApp bulk messaging — from simple sending to advanced personalization with variable messages and results analysis.

📋 Stage 1: Simple Mailing (Basic Level)

Step 1.1: Prepare Recipient List

  1. Create Excel file (.xlsx) with phone numbers
  2. Minimum: one column with numbers
  3. Number format: digits only, 11-14 characters (example: 79991234567)

Details: Excel File Structure →

Step 1.2: Upload Excel File

  1. Open WhatsApp Web in browser
  2. Click “Excel” button in extension interface
  3. Select prepared file
  4. Wait for loading — table will populate with data

Details: How to Load File →

Step 1.3: Write Message

  1. Enter text in “Message” field
  2. You can use line breaks (Enter)
  3. Text will be identical for all recipients

Step 1.4: Start Mailing

  1. Click “Start Mailing” button
  2. Program will start sending sequentially
  3. Monitor progress in table

Result: All recipients will receive identical message

👤 Stage 2: Personalized Mailing (Intermediate Level)

Step 2.1: Add Personalization Data

  1. Open your Excel file
  2. Add columns with data: names, companies, positions, etc.
  3. Fill data for each recipient

Structure Example:

Recipient PhoneRecipient NameCompanySending Status
79991234567JohnABC Corp
79997654321SarahXYZ Ltd

Details: Recommended Structure →

Step 2.2: Use Substitutions in Message

Use {{Column Name}} construction in message text:

Hello, {{Recipient Name}}!

My name is Andrew, I work at {{Company}}.
I would like to discuss potential collaboration with you.

Best regards,
Andrew

How it works:

  • {{Recipient Name}} will be replaced with “John” for first contact
  • {{Company}} will be replaced with “ABC Corp” for first contact
  • Each recipient will see their own data

Details: Using Substitutions →

Step 2.3: Launch Personalized Mailing

  1. Upload updated Excel with data
  2. Check message template with substitutions
  3. Click “Start Mailing”

Result: Each recipient receives unique personalized message

🎲 Stage 3: Variable Mailing (Advanced Level)

Step 3.1: Add Variations to Message

Use SPINTAX syntax to create unique variants:

Basic Example:

{Hello|Hi|Good day}, {{Recipient Name}}!

{My name is|I am} Andrew. {I want to offer|I am offering} {beneficial cooperation|interesting proposal}.

{Waiting for reply|Talk soon|Best regards}!

What happens:

  • For each recipient, variant is randomly selected from {variant1|variant2}
  • Everyone receives different combinations
  • Messages look natural and unique

Details: Choosing One Variant →

Step 3.2: Add Permutations (Enumeration)

For listing multiple elements use [+separator+options]:

{{Recipient Name}}, I suggest discussing [+, +sales increase|cost reduction|service improvement].

Result: “John, I suggest discussing sales increase, cost reduction, service improvement.”

Details: Variant Permutation →

Step 3.3: Combine Personalization and Variations

Advanced Example:

{Hello|Hi}, {{Recipient Name}}!

{I am|My name is} Andrew from {{Company}}. 

{I want to offer|Offering} you [+, +{increase|growth} in sales|{reduction|optimization} of costs|service improvement].

{Ready to discuss|Let's discuss|What do you think}?

Result: Maximum unique messages for each recipient

Details: Combined Examples →

Step 3.4: Add Variations in Excel

For maximum uniqueness, add variations directly in Excel cells:

Recipient PhoneGreetingOffer
79991234567{Hello|Hi}{beneficial cooperation|interesting proposal}
79997654321{Good day|Hello}{new service|exclusive discount}

Message Template:
“`
{{Greeting}}, {{Name}}! Offering {{Offer}}.

Details: <a href=”https://androidsender.com/whatsapp-web-sender-spintax-variations/#maximum-uniqueness-with-excel”>Variations in Excel →</a>

📊 Stage 4: Monitoring and Results Analysis

Step 4.1: Monitor Statuses in Real Time

During mailing, statuses are displayed in table:

  • Empty — message not sent yet
  • sent — message sent successfully
  • error — sending error

Color Indicators:

  • 🟢 Green — success
  • 🔴 Red — error
  • ⚪ Gray — waiting

Details: <a href=”https://androidsender.com/whatsapp-web-sender-message-status/#sending-statuses”>Sending Statuses →</a>

Step 4.2: Export Results

After mailing completion:

  1. Click “Export” button
  2. Excel file downloads with all statuses
  3. Analyze results

What is saved:

  • All recipient numbers
  • Sending statuses
  • Recipient names
  • Sender account numbers

Details: <a href=”https://androidsender.com/whatsapp-web-sender-excel-lookups/#save-mailing-results”>Saving Results →</a>

Step 4.3: Retry on Errors

If there were errors in mailing:

  1. Open exported file
  2. Find rows with error status
  3. Check and fix numbers
  4. Upload file again
  5. Start mailing — program will send only failed ones

Retry Logic:

  • ✅ Empty status — will send
  • ✅ error — will retry
  • ❌ sent — will skip (already sent)

Details: <a href=”https://androidsender.com/whatsapp-web-sender-message-status/#retry-logic”>Retry Logic →</a>

💡 Practical Tips

Tip 1: Start Small

  • First mailing — 10-20 contacts
  • Check how substitutions and variations work
  • Make sure everything is correct
  • Then increase volume

Tip 2: Test on Yourself

  • Add your number first in list
  • Check how message looks for recipient
  • Fix errors before mass mailing

Tip 3: Use All Three Levels

  • Basic: for urgent announcements with identical text
  • Personalization: for client base with names
  • Variations: for cold outreach (maximum uniqueness)

Tip 4: Export Data Regularly

  • Save results after each mailing
  • Create backups
  • Analyze statistics

Tip 5: Work with Errors

  • Check number format
  • Remove non-existent numbers
  • Retry only for failed ones

🎯 Typical Use Cases

Scenario 1: Quick Announcement

Task: Send identical message to all clients

Actions:

  1. Upload Excel with numbers
  2. Write message text
  3. Click “Start Mailing”

Scenario 2: Personal Invitations

Task: Invite clients to event with name mention

Actions:

  1. Prepare Excel with names
  2. Use {{Recipient Name}} in text
  3. Start mailing

Scenario 3: Cold Outreach with Maximum Uniqueness

Task: Send proposal to strangers without blocks

Actions:

  1. Create template with many variations {A|B|C}
  2. Add permutations for enumerations [+, +X|Y|Z]
  3. Use variations in Excel for each column
  4. Start mailing — everyone receives unique message

Details: <a href=”https://androidsender.com/whatsapp-web-sender-excel-lookups/#usage-examples”>Usage Examples →</a>

📚 Related Documents

⚠️ Important Reminders

  1. Auto-save: All data saves locally in browser
  2. Retry: Program skips numbers with “sent” status
  3. Number Format: Digits only, 11-14 characters
  4. Backups: Regularly export results
  5. Testing: Always test on yourself before mass mailing
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