How To Do An Email Mail Merge

Tips Tricks And Further Reading

How to Mail Merge in Word, Excel & Outlook

Mail Merge in Microsoft Office is a powerful tool on its own, but there are many ways to take things to the next level.

For advanced users of Microsoft Office, we recommend this video from Kevin Stratvert. In it, he provides an excellent overview of the different ways you can customize your merge in Excel, Word, and Outlook. Users might also want to refer to this list from Microsoft about other data sources you can use to merge beyond a simple spreadsheet.

Running a mail merge with GmailIf you use Microsoft Excel and Word but also use a Gmail account, there are multiple ways to run a mail merge with Gmail. .

A Prepare Your Email Content In Microsoft Word

The first step is preparing your emails body copy.For this, you need to use Microsoft Word to create your merge document.

Heres how to prepare your starting document in Word:

  • Open Microsoft Word and select Blank document.
  • 2. Click the Mailings tab in the ribbon .

    3. Click the Start Mail Merge button under the Mailings tab.

    4. Select E-mail Messages from the drop-down list.

    5. Type in the body of your email message in plain text format.

    Leave placeholders in the email message for the parts you want to personalize, like First Name, Due Date, etc.

    Note: No placeholders are required at this stage.

    You dont need to include placeholders while creating your email message body in MS Word. Instead, you can directly insert the merge fields later. However, adding placeholders at this point will help you identify where youre supposed to insert merge fields at the end of this process.

    Create And Format Your Address List In Microsoft Excel

    Heres a step-by-step guide on how to set up an Excel data file:

    Step AOpen MS Excel and click on Blank workbook to open a blank Excel workbook .

    Note: If your contact data is readily available as an Excel spreadsheet, open the file and format it. If the data is present in a TXT or CSV file, go to Data From Text/CSV to open the file in Excel.

    Step BNow you can start entering the details of your address list into the Excel workbook.Only enter your column headers in the first row, starting in cell A1.

    Check your header row to make sure the column headers in your Excel spreadsheet are exactly the same as the field names you want to use in your Word template document.

    For example, if the column names in your Excel sheet are FirstName, LastName, and Email, the field names in your Microsoft Word document should also be FirstName, LastName, and Email.

    Step CEnter your contact information in your Excel database as one record per row, starting from cell A2.

    Quick TipData entries such as ZIP codes, percentages, currencies, etc., must be in the correct numeric format. To ensure this, you need to:

    1. Select a column that has numeric data entries.

    2. Go to the Home Number section.

    3. Click on the Number Format box and choose the correct format from the drop-down list that appears.

    4. Repeat steps 13 for all columns containing numeric values.

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    Right Inbox Mail Merge For Pdf

    Using an application like Right Inbox for your PDF mail merge is a smart move. The Gmail Mail Merge feature which will be available in late 2021 has the following benefits:

    1. More Features Gain access to features not available in Word, Gmail, or other spreadsheets.

    2. Personalization Reach your email recipients with customized messages unique to their needs. Make your prospects feel like you did your research and care about their situation.

    3. Scalability Reach more people faster by removing the tedious manual work. Contact hundreds of recipients a day instead of a few dozen.

    4. Sequences Combine your mail merge with your email campaigns and scheduled sequences for enhanced email marketing automation.

    In short, Right Inbox will soon let you accomplish the same thing as the manual methods above, without the risk of error or significant time investment.

    How To Mail Merge In Microsoft Word

    Mail Merge with Attachments for Outlook Alternatives and ...

    This article was written by Jack Lloyd. Jack Lloyd is a Technology Writer and Editor for wikiHow. He has over two years of experience writing and editing technology-related articles. He is technology enthusiast and an English teacher.The wikiHow Tech Team also followed the article’s instructions and verified that they work. This article has been viewed 1,350,128 times.

    This wikiHow teaches you how to use the “Mail Merge” feature in Microsoft Word. Mail Merge allows you to use a spreadsheet of contact information to assign automatically a different address, name, or other piece of information to each copy of a document. This is useful when personalizing newsletters or statements, as you don’t have to write by hand each person’s name or address at the top of each document.

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    How Do You Do A Mail Merge In Word For Labels

    One of the coolest features of MS Words mail merge functionality is the ability to drive printed labels with placement designed in Word and data-driven by your personalization datasheet.

    If you know how to do a letter or email mail merge in Word, labels are very easy.

    Under the Mailings tab in Word, click the Start Mail Merge selection and then the Step-by-Step Mail Merge Wizard. Choose Label as your template document type, and under Label Options, select a label manufacturer and style number .

    From there, follow the wizards prompts.

    You may also want to view Microsofts brief and helpful video tutorial.

    How Do Mail Merges Help You

    The mail merging process automatically creates separate, personalized documents for each recipient. This way, you save tons of time as youre not wasting hours manually creating a new customized document for each person.

    Imagine manually composing 100 different emails for 100 different recipients! You can use mail merges to enter recipient data quickly for sending different documents such as:

    • Mass emails

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    Streamlined Mail Merge Process

    Its no secret that the Outlook user-interface and mail merge process can be confusing for many users.

    On the other hand, Gmail features a streamlined and uncluttered user-interface. This makes it easier for you to use the tool, even for massive mail merges.

    But what about the Gmail mail merge process?

    How complicated is it?

    If you use GMass, its a piece of cake!

    Whats GMass?

    GMass is powerful email marketing automation software that works directly inside Gmail.

    Its superior mail merge capabilities have made it a popular tool used by employees in companies like Google and Uber and social media giants like Twitter and LinkedIn.

    The tool is also perfect for small businesses, startups, solopreneurs, and institutions like churches.

    The best part?

    To start using GMass, just and sign up with your Gmail account!

    How To Send Mass Emails With Mail Merge Word

    How to Mail Merge in Gmail & Google Sheets (for free)

      When a mass email requires individualization, it is easy to feel overwhelmed. In the past, this would have required cutting and pasting a template into an email and manually entering in all the personal identifiers, then sending them off one by one. This was time consuming and left too much room for human error.

      Microsoft saw this issue and created a way to make their products do all the work for you with Mail Merge. You may be thinking productivity software is not new, so why isnt everyone using mail merge? While there is a bit of a learning curve, and when you are in a time crunch, that can add unnecessary stress. However, with some planning, helpful guides, and practice, using mail merge will speed up the process, provide some quality control and take the weight off your shoulders.

      Here are the necessary steps to start you on your way to being a mail merge expert before your next mass mailer is due.

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      How Do You Use A Mail Merge Toolkit In Word

      The Mail Merge Toolkit for Word is a third-party add-in that lets you do more personalization than the standard Word mail merge alone .

      You can download a free trial and view an online toolkit tutorial to get started. Once you have the program, go to the Start Mail Merge selection under the Mailings tab and follow the prompts.

      Merging And Saving Your Mail Merge

      On the Mailings tab, choose the Finish & Merge button, a list of different types of merges will drop down choose Edit Individual Documents. A Merge to New Document pop-up box will appear, choose OK.

      You will now have a separate letter for each of the rows on the excel document which you can print, email, etc.

      Also Check: Accessing Archived Emails Gmail

      Maintain The Data Source

      Word can retrieve the information required for the form letter from various sources: You can import Excel spreadsheets, use your Outlook address book or type the information directly into Word.

      If you want to use an Excel file, make sure you format the data correctly as a spreadsheet and add column headings. Word pulls the information directly from the file. To import an Excel document, go to the Mailings, tab, choose the Select recipients option and click Use an Existing list.

      You can also import a Microsoft Access database into Word.

      If youd like to use your Outlook address book, select Choose from Outlook Contacts from the same drop-down menu. If you use different folders to organize your contacts in Outlook, you can now systematically retrieve the address information you want to use.

      If you dont want to maintain an Excel spreadsheet or manage an address book in Outlook, you can also type the information directly into Word. To do this, choose the Type a New List function. Word provides a variety of important columns for entering address information. Click in the fields and enter your data. Once youve completed an entry, you can add the next line using the New Entry option.

      Dont worry: You can still customize the information after youve finished creating your new database. To do this, choose the Edit Recipient List button.

      Thoughts On Mail Merge With Pdf Attachments In Outlook

      Mail Merge with Outlook, Word, and Excel by Chris Menard ...
    • Tim Dockerillsays:
    • Hello Tim, Mail Merge Toolkit allows sending multiple attachments, but there is no built-in option to generate two PDF files simultaneously. So here is a possible workaround: but you will need to merge twice and update your datasource along the way.

      Step 1: Generate the first set of PDF attachments and save them to a folder without sending emails.

    • Switch Outlook to Work Offline mode to pause the sending.
    • Run Mail Merge Toolkit to create the first PDF attachment.
    • At the Message Format tab, select the PDF attachment mode.
    • Specify a unique attachment filename for each PDF using merge fields.
    • Select the option Save copy of generated attachment and select a folder.
    • This will give you:

      • Generated messages with attachments in Outlook Outbox. Make sure to delete those and then turn Outlook back online.
      • And a folder with personalized PDF attachments that have unique filenames. We will use those in the second mail merge run as regular attachments.

      Step 2: Add a column with paths to generated PDF attachments in your datasourse.

      Step 3: Run Mail Merge Toolkit again.

      • Attach the first PDF file under the Message Settings tab using a mere field.
      • Create the second PDF attachment .
      • Add a personalized Message Body if needed.
      • And click Send Messages

      Feel free to reach our support team for any assistance.

    • Ekysays:
    • Sara. Wusays:
    • Olga, Im getting this error message. Error: Invalid pointer. Can you help me? Im using Outlook 365.

    • Alexandresays:
    • Irenesays:
    • Rajusays:
    • says:
    • Read Also: What Does Cc Mean When Emailing

      What Is Mail Merging In Gmail

      Mail merging in Gmail is a strategy used to make cold emailing and email marketing simpler and more effective. Put simply, mail merging allows you to use an existing spreadsheet to customize individual emails based on a preexisting template.

      For example, lets say youre designing a welcome email to send to your newest customers. It includes some information about your brand, and a discount code for their first order. You could use mail merge to automatically populate and customize the name field, sending a personalized email to each person in your list. You may also be able to customize other fields, like offering different discount codes to different people based on how they signed up.

      Send Out The Personalized Mass Mailing

      Only a few more clicks and checks, and and the messages will be on their way.

    • Before sending, it is best to preview your results first by pressing the Preview Results button.
    • You can use the arrow buttons in the toolbar to browse through all the personalized emails.
    • Now it is time to send the messages Press the Finish & Merge button and select Send E-mail Messages.
    • A new dialog will now pop-up. As we had already set the subject and selected all the correct contacts we dont need to change anything in this dialog. Click OK to complete the merge.

      Pressing OK will directly start sending the emails.

    • Tool Tip!If you need to send along an attachment with your mail merge or also want to address people via the CC or BCC address line, then you can use the Mail Merge Toolkit add-in from MAPILab.

      If you decide to order use 4PM76A8 to get a discount.

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      Mail Merge From Outlook

      Starting a Mail Merge from within Outlook is the easiest method if all the people who you want to include are already in a Contacts folder in Outlook.

      In this mail merge example we will send a select amount of contacts an email and ask them whether their contact information is correct.

      As the whole process involves quite a few clicks, were going to break it down in 4 easy to follow steps.

      Important!Before continuing, please verify with your ISP or mail admin first if there are any restrictions in how many emails you may send within an hour or in total on a day. Some have put a restriction on that but as long as you stay under a 100 its very likely you wont run into any issues and there is probably no need to contact your ISP.

      If there is a limit set, then you can use a Mail Merge tool with scheduling functionality to work around these limits and send out the mail merge is smaller batches.

      Can You Perform An Email Merge With An Attachment

      How to Mail Merge using Power Automate

      When youre using Word, you dont have the option to include an attachment with a standard mail merge message, but you can if you use the Mail Merge Toolkit add-in for Microsoft Office.

      However, if youre after a better solution, use a purpose-built mail merge platform like GMass that not only lets you include an attachment but even allows you to choose different attachments for each recipient.

      Read more about how to send a mass email with personalized attachments.

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