Easy Mail Merge is designed to help you reach your email audience by personalizing, generating and sending mass emails from Outlook. Basically, through the familiar Outlook interface, you can import a large mailing list (from Outlook Contacts, Excel or CSV files, MS-Exchange distribution lists or other sources) and Easy Mail Merge will generate separate outgoing emails for each email address. This mail merge tool is a simple solution to send personalized emails, newsletters or forms to multiple recipients without needing to know how to write HTML for your templates. YAMM is easy to use: Simply select a draft written in Gmail and the add-on will replace the template tags with names or any other information from a spreadsheet, before automatically sending mass emails to a list of recipients.
If you have a message to send to many people via email that you want personalized for each recipient, use mail merge. You can create a batch of personalized email messages that are formatted identically and use the same text and graphics. Only specific sections of the email message vary and are personalized.
Mail merge—unlike broadcasting a message to a group of people—makes each recipient of the message the sole recipient. There are three documents involved in creating email messages using the mail merge process:. Your main document This document is your email message, it contains text and graphics (a logo or image, for example) that are identical for each version of the merged document. Your mailing list This document contains the data that is used to populate information on the letter. Your mailing list has names, for example, and your main document is the email message that will be addressed to the names in your list.
Your merged document This document is a combination of the main document and the mailing list. Mail merge pulls the formation from the mailing list and puts it in your main document, resulting a personalized, merged document for each person on the mailing list. Step 1: Prepare your main document Type the body of the email message you want to send to everyone in Word before you begin. If you’re telling people about an upcoming event, for example, include the name, date, time, and location of the event. Those event details are important for everyone to know. On the Mailings tab, in the Start Mail Merge group, choose Start Mail Merge E-mail Messages.
Step 2: Set up your mailing list In order to send emails, a MAPI-compatible email program like Outlook or Gmail needs to be installed. If you're using Outlook MAPI, make sure your versions of Word and Outlook are the same. The mailing list is your data source. It can be a directory of Outlook contacts, an Access database, or an Office address list. It contains the records that Word uses to pull information from to build your email messages.
Tips. If you don’t have a mailing list, you can create one during mail merge. Before you start the mail merge process, collect all of your data records, and add them to your data source. See,. If you're using an Excel spreadsheet, make sure the column for ZIP codes or postal codes is formatted as text so that you don't lose any zeros. For more information see,.
If you want to use your Outlook contacts, make sure Outlook is your default email program. For more information see, Step 3: Link your mailing list to your email message Now it’s time to choose your recipients from a data source (an address list). Make sure your data source has a column for email addresses and that there's an email address for each person you’re sending the email to. On the Mailings tab, in the Start Mail Merge group, choose Select Recipients, and then choose an option.
Do one of the following:. If you don’t have a mailing list, choose Type a New List and create one. Or. If your mailing list is in an Excel spreadsheet, an Access database, or another type of data file, choose Use an Existing List. Then browse to your list and choose Open. Or.
If you’re using your Outlook contacts, choose Choose from Outlook Contacts. Choose File Save as. In the File name box, type a file name, and then choose Save. Edit your mailing list If you’re sending email messages to everyone on your list, go to Step 4: Add personalized content to the email message. If you want to send emails only to certain people on your list you can narrow the list, use the steps under Edit your mailing list.
Choose Edit Recipient List. Check the names of the people who you want to receive your email message.
You also can to make it easier to find names and addresses. Step 4: Add personalized content to the email message Personalize each email message by adding a person's name and address. The best practice for adding these details is to insert merge fields in your main document. On the Mailings tab, in the Write & Insert Fields group, choose Address Block.
In the Insert Address Block dialog box, choose a format for the recipient's name as it will appear in the email. Choose OK to insert the merge field.
In the Write & Insert group, choose Greeting Line. In the Insert Greeting Line dialog box, choose the format you want to use. Choose OK to insert the merge field. Choose File Save to preserve your email. Note: There are two columns in the dialog box.
The left column is a list of common names in a business record for example. The right column is the field name for the common name that is mapped to a column heading in your data source file. Do one of the following:. If the field names shown match column headings you used for records in your mailing list data source, do nothing. Or. If (not matched) appears in a field name that you expected to match a column heading in your data source, choose the drop-down arrow, and then choose the field name in your mailing list data source.
Repeat as necessary. Format mail merge fields To change the font, size, or spacing of the merged content, select the merge field name and make the changes you want. On the Mailings tab, in the Preview Results group, choose Preview Results to switch from the merged results back to the mail merge fields in your letter. Choose the merge field name.
On the Home tab, choose the font and the font size you want to use. On the Page Layout tab (Word 2013) or Layout tab (Word 2016), choose the paragraph spacing you want. Note: An email is not sent to anyone with a record number excluded from the From-To range. Choose OK to run mail merge. Step 6: Save the personalized message Save the email message if you plan to use it for another mail merge. When you save the main document, you also save its connection to the data source you chose.
The next time you open the main document, Word prompts you to choose whether to keep the connection to the data source. If you choose Yes, the document opens showing information merged with the first record.
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If you choose No, the connection between the main document and the data source is broken. The main document for the email becomes a standard Word document. See also. If you have a letter to send to many people via email that you want personalized for each recipient, use mail merge. You can create a batch of personalized email messages that are formatted identically and use the same text.
Only specific sections of the email message vary and are personalized. Mail merge—unlike broadcasting a message to a group of people—makes each recipient of the message the sole recipient.
There are three files involved in creating email messages using the mail merge process:. Your main document This document is your email message; it contains text that is identical for each version of the merged document.
Your mailing list This is the data source, often an Excel spreadsheet, that is used to populate information in the email message. Your mailing list has names, for example, and your main document is the email that will be addressed to the names in your list. Your merged document This document is a combination of the main document and the mailing list. Mail merge pulls the information from the mailing list and puts it in your main document, resulting in a personalized, merged document for each person on the mailing list. On the Mailings tab, choose Select Recipients, and then choose an option. Option Description Create a New List Start a new address list while you’re setting up the mail merge Use an Existing List Use an Excel spreadsheet or another type of data file as your address list Choose from Outlook Contacts Select names directly from your Outlook contacts for your address list Apple Contacts Select names directly from your Apple Address Book for your address list FileMaker Pro Import data from a FileMaker Pro database Create a New List In the Edit List Fields dialog box, Word automatically creates fields for some basic information, such as first name, last name, and address.
If you want to add a new field—for example, a message field—add it now, so you can fill in the field when you type the entry. Under New field name, type the name of the field you want to add and then click + (plus sign).
Tip: To change the order of the fields, choose the field you want to move, and then use the up or down arrow to move the field. When all fields are set up as you want, choose Create to make a new list.
Use an Existing List. Browse to the file you want to use and choose Open. In the Open Workbook dialog box, select the spreadsheet you want to use, and then do one of the following:. Leave Cell Range blank to use the entire spreadsheet. Or. Enter a cell range for the data you want to use.
Choose from Outlook Contacts. Choose Filter Recipients to select the recipients you want to include. In the Query Options dialog box, next to List mail merge recipients by, choose Complete record.
In the list of contacts, select the contacts you want to include in the mail merge, and then choose OK. Apple Contacts. Choose Filter Recipients to select the recipients you want to include.
In the Query Options dialog box, under Apple Group Contacts, choose the group you want to include in the mail merge, and then choose OK. FileMaker Pro. Browse to the file you want to use and choose Open. In the Header Record Delimiters dialog box, choose a field delimiter to separate each data field and a record delimiter to separate each data record, and then choose OK.
How to import an excel file Click “Browse” underneath the section labeled “Use an existing list” in the wizard on the right side of the screen Find your file, and click Ok It will give you the option to select a sheet from your excel file. Select the sheet that contains the contacts you want to import, most likely it will be Sheet1$, the first of the choices. If the first row of you excel spreadsheet contains column names the import should work without a problem. If the first row is not the column names consider opening it in excel and inserting a new row at the top and labeling the columns. Click Ok Click “Next: Write your e-mail message” at the bottom of the mail merge wizard Now you can create a letter and insert merged fields. In the wizard on the right side under the heading “Write your e-mail message” you can add things like a “Greeting Line” or “Address Block” or you can click “More Items” to show all the merged fields that are available; you can add these by double clicki.