Connect and edit the mailing listĬonnect to your data source. The Excel spreadsheet to be used in the mail merge is stored on your local machine.Ĭhanges or additions to your spreadsheet are completed before it's connected to your mail merge document in Word.įor more information, see Prepare your Excel data source for mail merge in Word.
Select the contacts that you want to email to or apply a filter. Select the Contacts folder containing the contacts that you want to send an email to (press CTRL+3 to quickly switch to your Contacts folders). Choose the options you want, and then select OK. We start the Mail Merge process by specifying which of our contacts we want to send an email to. Tips If you don’t have a mailing list, you can create one during mail merge. For more info, see Data sources you can use for a mail merge. Step 2: Set up your mailing list The mailing list is your data source. Or, if you want to include the whole address book, skip this step. Go to Mailings > Start Mail Merge > E-mail Messages. Choose Send E-mail Messages and check the details in the new dialog. This is initiated via Finish & Merge at the top. They allow you to switch between versions for different recipients. In Outlook, go to Contacts, and select the names you want to include. Use the corresponding button at the top, and the arrows to the right of it. For example, to address readers by their first name in your document, you'll need separate columns for first and last names.Īll data to be merged is present in the first sheet of your spreadsheet.ĭata entries with percentages, currencies, and postal codes are correctly formatted in the spreadsheet so that Word can properly read their values. Your Outlook contact list can be the source of personalized information in a batch of Word documents, through Word's mail merge feature. Now, head to File > Open & Export > Import/Export > Import from another. You have the option to merge to a printer, a single Word document, personalized Word documents, or e-mail messages. Make sure:Ĭolumn names in your spreadsheet match the field names you want to insert in your mail merge. Select your Home tab, then New Email > More Items > Outlook Data File. When you want to run it again - for example, another batch of envelopes to the same people - go to File > Open in Word, and open the document. The merge document stays connected to the data source. Here are some tips to prepare your Excel spreadsheet for a mail merge. Save the merge document so that you can run it again without having to set anything up.
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