February 14, 2022

3 Ways to Send Certificates by Email

Did you know that issuing both 5 and 500 certificates can indeed take the same amount of time if you know one secret trick? This hack is sending certificates via email messages.

Time is money, right? Optimizing the routine tasks that require lots of working hours is a game-changer for any business or individual. Creating and issuing certificates are some of the best examples of routine work you should optimize.

Do not worry, once you read this article, you will get acquainted with the whole three ways of doing it! We will additionally provide a comparison of the methods and advise you on the most efficient and agile way how to send bulk certificate in email.

Why should you send certificates by email?

We should additionally be all well aware that Internet users are impatient. They expect fast deliveries, quick answers, and obviously instant gratification. That's why you should do everything you can to send certificates to webinar attendees, online course participants, course alumni, etc., as fast as possible and in the most effective way.

Using automated solutions that allow you to send certificates by email can save dozens of working hours for your business. To help you do that, we created descriptions of three different processes you can follow to send certificates to your address list via email.

#1 Sending certificates automatically using Certifier (it’s free!)

If you are looking for the most reliable of all certificate delivery methods using an automation process, you should give Certifier a try. It's an online certificate creator you can use to design, personalize, issue, and send digital credentials and online certificates using traditional emailing methods.

Distributing certificates with Certifier is hassle-free and requires minimum effort on your side. So, how to send multiple certificates via email using Certifier? Just follow these simple steps.

Step 1: Design certificates using a certificate template

You can also design them from scratch on your own. However, certificate templates are recommended – there are many to choose from, and you can customize them as much as you wish if the default options do not satisfy you fully.

When online certificates are ready, create a list of recipients to whom you will be sending your certificate file to – it's the same people who attended your webinar, online course, or workshop.

Step 2: Log in to the tool you used to organize an online event, and download a list of participants (preferably in a CSV file)

Make sure that every participant has an email address assigned to their name.

  • In the next step, log in to the Certifier dashboard and go to the Courses tab.

  • Select Create a New Course, add a course, and course group, and generate certificates by clicking Issue Certificates.

  • Then, upload a CSV file with a list of participants into the corresponding tab.

Step 3: Click validate

The Certifier system will check whether you provided all the information necessary to issue and send certificates by email. Then select Save and Publish – the certificates you designed and personalized will be sent to the recipients listed in a CSV file to the email addresses provided in the file.

As a result, a unique email with a personalized message will be sent as a separate message to every person on the list you uploaded to the Certifier panel. The recipient will receive a certificate in PDF after they click a button in the email body. Do not forget that you can send certificates via email templates and create completely branded certificates.

And that's all! You can deliver certificates to their Internet recipients in a few simple steps. And with Certifier, you can do it for free or at really low costs.

Here's what a default email with a link to the certificate looks like (in the upgraded plans, you can customize the email template as well!).

Read this article to learn more about how to use Certifier to send certificates in bulk

#2 Semi-manual way of sending certificates via email using Google Drive Apps

Now we will tell you how to send certificates through email by using Google Drive Apps. This way is much more time-consuming, but it can still help you save lots of time in comparison with a manual approach.

First, you need to create a dedicated folder where you will save all your new individualized certificates. There are at least a few ways to create online certificates using Google Drive. The most popular ones include using a simple Google Doc template or a more “advanced” solution Google Slides.Creating certificates in Google Slides.

When certificates are ready, go to the main menu of Google Drive and create a Google Form. Customize it and add the necessary fields: name, email, course, date, and participant satisfaction questions. Make sure you mark all fields as required.

When you are done with the form, click on the "Responses" tab and click on the Google Spreadsheet icon. Select New and choose Google Sheets from the list. Thanks to that action all form responses will be gathered in a spreadsheet and data of online event participants will be stored in one file.

After participants fill out the form, go to the spreadsheet with all the data collected, select add-ons, choose AutoCart add-on, and follow the manual on how to send certificates through Gmail account. You can add or remove job triggers to either send certificates by email immediately after a user fills out a form or send certificates at a specified hour.

Now you know how to send certificates via email message using Google Drive Apps. Although this way is not as hassle-free as the first on the list, using Google Drive Apps is considered to be one of the most efficient ways of sending certificates using e-mail options.

Here is an article that can help you learn more about how to create certificates with Google Drive Apps: How to Generate Certificates with Google Forms.

#3 Using an online graphic editor and sending documents separately

There's a simpler yet more time-consuming way to send certificates in bulk. First, you can create certificates using an online certificate creator like Canva. Remember that you have to do it manually and enter data by hand, it's quite a tedious task.

When certificates are ready, you need to download them, create a dedicated Google Drive folder, upload certificates to the folder, and make it publicly available to everyone with a link.

Then generate a link to the first certificate and paste it into an Excel file. Select a cell with the certificate's link and drag it over other cells to generate corresponding links to that the last sign in the link changed for each cell using consecutive numbers: 1, 2, 3, etc. Thanks to that action, you will get a customized link for every certificate.

Save the Excel file, add columns with the email recipients' names and their addresses, and then sync the file with your email client to send emails automatically (you can do it with Instantly help, too) with personalized content and a certificate link attached to every email. When using email, it’s critical to keep your domain secure, which you can ensure by applying an SPF flattening.

Comparison table: Send certificate by email in a flash

Just imagine how much time and effort you can save by using any of the three methods for sending multiple certificates via email. The big advantage of these methods is that you don't have to read sophisticated articles or manuals on how to use them since all three approaches are quite simple.

As you can see, the number of certificates you need to issue does not have to increase the amount of time you spend on the issuing process anymore since there are at least a few ways to send multiple certificates via email.

While all three ways to send certificates via email sample discussed in this article are OK to use, Certifier seems to be an outstanding solution among others.

Here is a small comparison of three solutions described in the article

In comparison with Google Drive Apps and a method involving a graphic editor, Google Drive, and Excel Sheets, Certifier is a dedicated solution – certificate software. It means that Certifier was specifically created to cover the certificate management-related tasks. You can get acquainted with more dedicated solutions like Certifier by reading this blog post.

Since we believe that if something is foolproof and available at your fingertips, there's no need to experiment with various solutions, we highly encourage you to decide on the most suitable method of sending certificates via email and start issuing them ten times faster than usual!

We are more than sure that once you try all three ways of emailing certificates described in this article, Certifier will become the platform you will use for years. We encourage you to test Certifier online certificate creator for free and see how it will improve your certificate creation and distribution processes.


Sergey Butko

Tech entrepreneur. Forbes 30 Under 30 Europe. Digital Marketer.