Bulk WhatsApp messages with photos, videos and files

A message with a picture gets noticed

A plain text offer is easy to scroll past. A photo of the new saree collection, a 20-second video walk-through of a flat, or a voice note from the principal in her own voice gets opened. People trust what they can see and hear, which is why most real-world messages in India travel with a picture or a file attached.

Many free bulk tools only send text, or keep attachments behind a paid plan. Rapid Sender includes attachments for everyone, with the same personal touch as the text: the caption can use the person's name or any column from your sheet.

Every type of attachment you can send

• Photos (JPG, PNG or WEBP): sent as a normal photo in the chat, with your message as the caption. Great for offers, product photos, event posters and greetings.

• Videos: sent as a playable video with a caption. Short MP4 clips of 30 to 90 seconds work best on mobile data.

• Voice notes: upload an audio recording and tick 'Send as a WhatsApp voice note' so it looks like you recorded it in the chat. Untick it to send it as an audio file, like a song or a bhajan.

• PDFs: brochures, menus, circulars and invoices arrive with a preview of the first page and your caption.

• Word, Excel and PowerPoint files, and plain text files: sent as documents with the file name and your caption, ready to open or download.

How to send bulk WhatsApp messages with an attachment

1. 1

   Load your contacts

   Upload your Excel or CSV list, or type contacts in by hand. Up to 5,000 per send, and no need to save them in your phone.

2. 2

   Write the caption

   Write the message that goes with the file. Insert {{name}} or any column with the + buttons, and use the toolbar for bold or italic.

3. 3

   Attach one file

   Choose a photo, video, audio, PDF, Word, Excel, PowerPoint or text file, up to 100 MB. For audio, decide whether it goes as a voice note or an audio file.

4. 4

   Check the preview

   The WhatsApp-style preview shows the file and caption as a chosen contact will see them. Switch between contacts to check the names.

5. 5

   Link your WhatsApp and send

   Scan the QR code from WhatsApp, Linked devices, or use the pairing code on a phone. Press send and follow each delivery in the live report.

How captions and formatting work

With a photo, video, PDF or document, your message is sent as the caption, so the file and the words arrive together in one bubble. With a voice note, WhatsApp does not allow a caption, so the voice note is sent first and your text follows right after it as a separate message.

The caption can be as personal as a normal message. 'Hi {{name}}, your {{city}} store has new arrivals' reads differently for Ravi in Surat and Priya in Pune. You can format words with WhatsApp's bold, italic, strike-through and monospace using the toolbar or keyboard shortcuts, and the preview shows exactly how the formatting will look. If a code in your message does not match a column, you get a warning before sending.

Choosing the right attachment for the job

Each format suits a different message. A photo is best when one look says it all: a product, a poster, a festival greeting. A short video works when something needs to be shown in motion, like a property tour, a cooking demo or a quick message from the owner. A voice note feels the most personal of all and is ideal for elders or for people who prefer listening to reading, for example a temple trust inviting members to a puja, or a doctor explaining a new clinic timing.

Documents are for things people keep and refer back to. A PDF is right for a brochure or circular because it shows a first-page preview. An Excel sheet suits a stock list for dealers, a PowerPoint deck suits a training session, and a Word file suits a form that people need to fill in and send back.

Print names on photos and PDFs

Photos and PDFs can go a step further. Instead of the same picture for everyone, you can print each person's name, or any detail from your sheet, right onto the image or page. Drag a text box where it should appear and choose the font, size, colour and alignment, including Hindi, Gujarati and other Indian-language fonts.

This is how shops send a Diwali greeting that says 'Happy Diwali, Meena ji' on the picture, and how families send wedding cards with the guest's name on the front. Videos, audio and office documents are sent exactly as you upload them, without printed text.

File size and quality tips

• The limit is 100 MB per file, but smaller files send faster and are friendlier to people on mobile data. Aim for a few MB for photos and PDFs, and under 16 MB for videos where you can.

• WhatsApp compresses photos and videos sent as media, just as it does when you send them from your phone. Start with a sharp image at least 1080 pixels wide so it still looks good after compression.

• Need the original quality, for example a high-resolution design for a printer? Put it in a PDF, which is sent as a document.

• Only one attachment can go with each send. To share several photos, combine them into one image or a PDF, or run a separate send for each file.

• Larger files take a little longer per contact. Plan for roughly 25 to 35 minutes per 100 contacts with a PDF or photo at the default pause.

• Your file is deleted from the server after the send.

One free tool for every kind of media

Rapid Sender does not ask you to install an extension, download software or buy credits for media. It works in the browser on a PC, Mac or phone, with the WhatsApp number your customers and members already know. You get a live report of every delivery, can stop at any time, and can send again to only the people left.

Like all sending from a personal number, it works best when the people on your list expect to hear from you. Attachments make messages more useful, but they do not make unwanted messages welcome, so keep it to your own customers, students, members or guests, and leave the safety pause on to lower the risk of your number being limited.

Frequently asked questions