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How to Send Bulk Email Messages Using Mail Merge in Word
Prepare your Word document
To send bulk emails using Mail Merge, you need Microsoft Word and a MAPI-compatible email application such as Outlook, together with a Business Email Account or Personal Email.
The process assumes you already have your email message prepared in Microsoft Word.
Go to Mailings > Start Mail Merge > E-mail Messages.
Prepare your mailing list
Your mailing list is the source of recipient information used during the mail merge.
You can use:
- An Excel spreadsheet
- Outlook contacts
- Another supported data source
If you want to create a mailing list using Excel, see:
Create a Mailing List in Excel for Mail Merge
Connect your mailing list
1. Go to Mailings > Select Recipients.
2. Select your data source.
3. Confirm your email address column is included.
Add personalized content
1. Go to Mailings > Greeting Line.
2. Select your preferred greeting format.
3. Click OK.
You can also add other fields such as names, companies, or invoice numbers using Insert Merge Field.
Preview and send the emails
1. Select Preview Results.
2. Use Next and Previous to check each message.
3. Go to:
Finish & Merge > Send E-mail Messages
In the To field:
Select your email address column from the mailing list.
Enter your subject line.
Select the records you want to send.
Click OK.
Confirm successful sending
Open Outlook and check the Sent Items folder to confirm the emails were sent.
If an email address is incorrect, Outlook will return a delivery failure message.
Save the mail merge document
Save the document so you can reuse it later.
When opening it again, choose Yes when Word asks to maintain the connection to the data source.
Prepare your Word document
To send bulk emails using Mail Merge, you need Microsoft Word and a MAPI-compatible email application such as Outlook, together with a Business Email Account or Personal Email.
The process assumes you already have your email message prepared in Microsoft Word.
Go to Mailings > Start Mail Merge > E-mail Messages.
Prepare your mailing list
Your mailing list is the source of recipient information used during the mail merge.
You can use:
- An Excel spreadsheet
- Outlook contacts
- Another supported data source
If you want to create a mailing list using Excel, see:
Create a Mailing List in Excel for Mail Merge
Connect your mailing list
1. Go to Mailings > Select Recipients.
2. Select your data source.
3. Confirm your email address column is included.
Add personalized content
1. Go to Mailings > Greeting Line.
2. Select your preferred greeting format.
3. Click OK.
You can also add other fields such as names, companies, or invoice numbers using Insert Merge Field.
Preview and send the emails
1. Select Preview Results.
2. Use Next and Previous to check each message.
3. Go to:
Finish & Merge > Send E-mail Messages
In the To field:
Select your email address column from the mailing list.
Enter your subject line.
Select the records you want to send.
Click OK.
Confirm successful sending
Open Outlook and check the Sent Items folder to confirm the emails were sent.
If an email address is incorrect, Outlook will return a delivery failure message.
Save the mail merge document
Save the document so you can reuse it later.
When opening it again, choose Yes when Word asks to maintain the connection to the data source.
