How to Mail Merge in Word, Excel & Outlook

Introduction

In this tutorial, you'll learn how to perform a mail merge using Microsoft Word, Excel, and Outlook. Mail merge is a powerful feature that allows you to personalize letters, envelopes, and emails by pulling information from a data source, such as an Excel spreadsheet. This guide will walk you through the steps to create customized emails, making it ideal for sending notifications or reminders.

Step 1: Prepare Your Data in Excel

Before starting the mail merge, you need to create a data source in Excel.

• Open Microsoft Excel.
• Create a new spreadsheet with the following columns:
  • First Name
  • Plan Name
  • Due Date
  • Email Address
• Fill in the rows with the relevant information for each recipient.
• Save the spreadsheet on your desktop or a preferred location.

Step 2: Start Mail Merge in Word

Now, you will set up the mail merge in Microsoft Word.

• Open Microsoft Word.
• Create a new blank document.
• Click on the "Mailings" tab in the ribbon.
• Click on "Start Mail Merge" and select "E-Mail Messages" from the dropdown menu.

Step 3: Connect to Your Excel Data Source

Next, link your Excel spreadsheet to the Word document.

• Click on "Select Recipients."
• Choose "Use an Existing List."
• Navigate to the location of your Excel file and select it.
• When prompted, select the appropriate table or sheet that contains your data (e.g., "Customer Information").
• Ensure that the checkbox for "First row of data contains column headers" is checked and click "OK."

Step 4: Insert Merge Fields

Now, it's time to customize your email message using the data from your Excel file.

• Type your message in the Word document.
• Use "Insert Merge Field" to add personalized elements:
  • Example: "Hello [First Name], your [Plan Name] is due on [Due Date]."
• Your message might look like this:

  Hello <<First Name>>,
  Your <<Plan Name>> is due on <<Due Date>>.
  Please submit your payment to 123 Main St., Seattle, WA [ZIP].
  Thank you,
  The Billing Company
  

Step 5: Preview the Results

Check how your customized emails will look.

• Click on "Preview Results" in the Mailings tab.
• Use the arrow buttons to cycle through the entries in your spreadsheet to see how each email will appear.

Step 6: Finish and Send Emails

Once you are satisfied with the preview, proceed to send the emails.

• Click on "Finish & Merge" in the Mailings tab.
• Choose "Send E-Mail Messages."
• In the dialog box, set the following:
  • To: Select the Email Address column.
  • Subject line: Enter a subject, e.g., "Your Bill is Due."
  • Send records: Choose "All" to send to everyone or specify certain rows if needed.
• Click "OK" to send the emails.

Step 7: Check Your Outbox in Outlook

After sending the emails, open Microsoft Outlook.

• Navigate to your Outbox to see the messages that have been generated.
• Click on "Send/Receive" to dispatch the emails.

Conclusion

You've successfully performed a mail merge to send personalized emails using data from Excel in Word and Outlook. This process can be applied to various formats, including letters and envelopes. For further practices, explore sending customized letters or integrating additional features like attachments or CC/BCC options. Happy merging!