Mail Merge with Outlook, Word, and Excel by Chris Menard

Mail Merge with Outlook is a great way to personalize your email messages. This is great for vendors, customers, contractors, and employees.

A personalized email has a greater chance of being read than an email to 500 people with them on the TO or BCC line.

Need to send personalized emails to individuals all at one time? That is called an "Email Mail Merge." I'm going to use Excel, Word, and Outlook - part of Microsoft 365 - to create and send bulk emails out. The order these apps are used would be Excel, then Word, and finally, Outlook.

Excel - stores the data of individuals you want to send a personalized email
Word - where all Mail Merges happen, including an Email mail merge
Outlook - Sends emails to individuals.

If you had 100 people in Excel, after setting up the mail merge in Word, you should end up with 100 Sent items in Outlook's Sent folder.

I keep my list of individuals in an Excel spreadsheet. Your header row or fields must be in row 1 of Excel. I may need the following fields: title, first name, last name, department, company, job title, and other fields. The one field you MUST have that I didn't list was the person's email address.

Word's role in Mail Merges
I'm focusing on email mail merges in this article but Word is involved in all mail merges. If you are doing a letter mail merge, envelopes, lables, or email, Word is the application that handles the mail merge.

Steps used in Microsoft Word for email mail merge
Start a blank document
Click the Mailings tab
Click Start Mail Merge 1:55 in the video
Click E-mail messages
Click Select Recipients then select Use an existing list
Find your Excel file and click the correct tab or table in the file
Select Edit Recipients list
Sort or filter if you want and remove blanks 3:40
Type the message in Word, and Insert Merge Fields 4:30 in the video
Preview results 5:35 in the video
Click Finish & Merge
Check Outlook sent to make sure the emails were sent out.

And make sure you subscribe to my channel!

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[sunchoken]

this is one of the best and easiest tutorials ive ever seen, thank you

[tommyxu]

Thank you so much for the tutorial! This was great, and it just saved me from staying in my office all night LOL THANKS!!!

[laurasanchez]

Thank You so so much Chris Menard! I was asked to do this just now on a Friday at 6:00PM after a long day of work and I found you! YOU ROCK!  Blessings!

[patrickpierson]

This is a great video on Mail Merge, If you are sending out BCC in groups you may get blocked by Microsoft as spam, even if you are sending to customers. Mail Merge sends out individual emails and make it personal to each person. You will love this. Thank you Chris great job.Patrick

[donnacantwell]

So very grateful for this. Very clear and was able to learn quickly. :) Thank you!

[christinakaleta]

This is the best instruction I've seen on this. Thank you!

[swarnadipbandyopadhyay]

Thanks, sir. It is concise and clear. I didn't know actually that sending mails through the word is so easy.

[erichwalsh]

Very easy to follow and it worked. Thanks!

[timmckernan]

Very clear and to the point. Thank you for taking the time to do this! 👍👍👍

[paulnewmanthecampervan]

Thank you so much for this - this explains everything in a very concise way. Great accent too!

[timrichards]

Quick, awesome tutorial. Been looking everywhere. Thanks for doing it! I subscribed...

[fatimaumoru]

oh wow at a time i needed it so badly thanks Chris

[PaulaCevallos]

Quick and easy! This is amazing. Thank you

[hardbopmessengers]

I am stumped- is there an issue with Microsoft 365? i can do everything listed in your process, however nothing gets emailed... and nothing in SENT folder in Outlook...

[ConcordFilms]

This was great! Thank you for the simple and quick explanation - easy to understand and implement. Thank you

[pshiripetja]

Hi thanks for the video! If you have numerous email accounts, how do you choose which one to email with?

[lisakilgore]

Ahhhh, I cannot get mail merge to work. Do the documents need to be on ones desktop (vs. box)???

[mandeepmanbajimaya]

That was awesome. By the way, what should we do to mark CC in mail?

[uday]

WONDERFUL


Is there any limit of sending mails ?

[mike.allenby]

Hey Chris,
Do you know if there is a way to customise the subject line eg: Chris, Thanks for being a customer
Thanks