There will be times in your business or social life that you would like to sent the same information to a list of people, such as customers, friends, family members, etc.
Why waste time printing letters and mailing them using snail mail? That’s so last century!
Instead, you can use Mail Merge to create a personalized message for each person in a data source that you create yourself! As with any form letter that will be printed, you can either use the Mail Merge wizard or use the buttons on the Mailings tab on your ribbon to insert merge fields into your form message. These merge fields will be replaced with information from your specified data source.
For our purposes, if you are using the wizard, be certain you click E-Mail Messages in Step 1 below. If you are not using the wizard, you can just specify the list of e-mail addresses you would like to send the message to by clicking the Select Recipients button in the Start Mail Merge group on the Mailings tab on your Ribbon. In either scenario, you have three options:
- Create an entirely new list of recipients by entering their contact information;
- Use an existing list of recipients stored outside of Outlook;
- Select recipients from an Outlook contacts list.
You are able to quickly add merge field to your message by using the buttons in the Write & Insert Fields group. A lot of e-mail messages only need a greeting line. Because e-mail messages are usually a lot less formal than printed letters,you may want to start your message with a custom greeting instead of one of the predefined greeting options.
- So let’s get started! Follow the steps below:
- On the Mailings tab of your Ribbon in the Start Mail Merge group, click Select Recipients .
- In the list , click Type a New List to open the New Address list dialog box.
- Place your cursor in the First Name field and key in the name and then tab to the Last Name field and key in the name.
- Now keep tabbing until you see the E-mail Address field, which is the last field in the table, and enter the e-mail address for the person whose name you have already entered.
- Click New Entry and then add your next Name and e-mail address.
- Just tab to keep entering names and e-mail addresses until you are finished.
- Click OK to close the dialog box.
- We will not insert the merge field into your message.
- Place your cursor at the beginning of your e-mail message.
- On the Mailings tab on your Ribbon, in the Write & Insert Fields group, click the Greeting line button to open the Insert Greeting Line dialog box.
- In the first box in the Greeting Line format area, drag to select Dear and then enter Hello, followed by a comma and a space.
- In the second list, select Joshua.
- In the third list, select the colon.
- In the Preview area, click the Next button two times to preview your greeting as it will appear in your e-mail messages.
- Click the First button to return to your first record and then click OK to insert the <<GreetingLine>> merge field at the top of your form message.
- On the Mailings tab, in the Preview Results group, click Preview Results to display a preview of your first message. Click Next Record two times to preview the messages for your other recipients.
- Click Preview Results again to turn it off.
- In the Write & Insert Fields group, click Highlight Merge Fields to identify the merge fields in your document with a gray highlight. This is the only merge field in your document.
- In the Finish group, click Finish & Merge .
- Click Send Email Message to open the Merge to E-mail dialog box.
- In the Message Options area, be certain that Email_Address is selected in the To list and enter your subject line and verify that HTML is selected in the Mail format list.
- Click OK in the dialog box to send your e-mail messages or click to not send them.
If you are using Outlook, a copy of each sent message will appear in your Outlook Sent Items folder.