For instance, you might type, “Thank you, ” and then want to insert the recipients’ first names. Now you can type your email and insert data from your file or Outlook contacts. Use words and formatting that reflect how you normally communicate. Here’s a tip: you can overwrite the options, changing Dear to Howdy and following it with an exclamation mark rather than a comma even though those options don’t appear in the pull-down list by simply clicking on that field and typing what you’d like. Here you’ll format how you’d like the greeting to appear in the email. The next step is to click Greeting Line on the Mailings tab. Then click on Select Recipients, where you’ll have the opportunity to type a new list, use an existing list (this option opens a dialogue box in which you can navigate to an existing file), or select from Outlook contacts (the first time you choose this option it may ask you to select a profile most likely only one exists). In Windows, click on the Mailings tab (this process is the same in Office 2007, 2010, and 2013), then click on Start Mail Merge and choose Email Messages.
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Whether you use Windows or a Mac, the process of mail merging emails actually happens in Word, so that’s where we’ll start. Making the first column the email address can make the process easier, but isn’t actually necessary. Those column labels will come in handy when creating your mail merge file. If you will be using an Excel spreadsheet, I recommend using a header row (the first row in the spreadsheet) to label the data that will be in each column. This is a great option if you want to export the recipients’ data from a database, too, since many databases will export in a spreadsheet format. You can also build a spreadsheet if you need to include more information than what is available in your Outlook Contacts. If all the information you want to use in your mail merged email is in your contacts, that’s the quickest and easiest data source. You can have more than one kind of data source– where the recipients’ name, email address, etc are located. But it can be done in Outlook, sending personalized emails to many people all at once! We normally think of doing that in a letter in Word. Mail merge is the tool that allows you to create one document, like a letter or an email, and send it to many people with their personalized information inserted throughout so that it feels as though it was written just to them.
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