Email mail merge: personalized emails using Excel - Word & Outlook
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- čas přidán 7. 06. 2024
- 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.
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.
Chapters:
0:00 Intro
0:37 Excel file
1:12 Named ranges Excel
1:55 Word - Email Mail Merge
3:40 Sort list in Word
4:30 Insert Merge Field
5:35 Preview Results
6:00 Finish & Merge
7:12 Outlook Sent Items
Chris Menard's Blog Post on Personalized email messages
chrismenardtraining.com/post/...
Microsoft Word steps for email mail merge
********************
1) Start a blank document
2) Click the Mailings tab
3) Click Start Mail Merge 1:55
4) Click E-mail messages
5) Click Select Recipients
6) Use an existing list
7) Find your Excel file
8) Click the correct tab or table
9) Edit Recipients list
10) Sort or filter if you want and remove blanks 3:40
11) Type the message and Insert Merge Fields 4:30
12) Preview results 5:35
13) Finish & Merge
14) Check Outlook sent to make sure the emails were sent out.
Chris Menard's website: chrismenardtraining.com
Cristian's CZcams Channel: / @graphicious
E-mail or Email?
Do you use a hyphen in the word email? An example is "e-mail." The Associated Press stylebook recently decided to go with "email," and The Chicago Manual of Style announced that in its forthcoming 17th editing, the style will be "email" without a hyphen.
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Email mail merge is highly requested. I made a video on how to do an email mail merge on January 2, 2017. I figured it was time for a refresh on this topic. Let me know if you have any questions. Thank you!
Can you please make a video how to do the same mail merge concept via VBA program as it's helpful ...bcos mail merge send emails automatically but it won't display
How can you go on stuff when we make CZcams videos?
How to do change an email address sender. I am using bunch of email but we are using a shared/group email address. Not our personal email account. Any suggestion?
Thank you, Chris. I watched that video and understand it. But my question is a bit more specific...I seem to be able to use email merge thru WORD, Outlook, Office 365 and One Drive For Home. I'm trying to do the same thru my company using all the same programs except I use One Drive For Business there. Any tips?
I'm an office administrator and this tutorial will help me in my role greatly. Love your style of teaching.
Chris, thank you so much! This has been a huge help for me in my job as an Account Manager running monthly newsletters to customers. Really appreciate your quality videos, keep them coming!
You're very welcome!. Thanks, Chance.
I rarely have to mail merge so when the time comes around, I ALWAYS need a refresher!! I feel like an idiot asking coworkers, this video is hands down the most simplified, uncomplicated, to the point video I've ran across yet! Everything needed all within a few minutes, THANK YOU!!!!!!
Glad to help. I know how you feel. I hate to ask my coworkers also how to do stuff.
I can't believe in all my years in the workforce, I've never had to do a mail merge. Thank goodness to CZcams and this video in particular.
Straight forward and simple explanation. Thank you! Other videos made it much more confusing than it needs to be.
This was superhelpful! I just did my first mail merge and I watched your video 2x to make sure. So far, it looks like it's all working great. Thank you so much.
I knew how to mail merge but not how to send it through Outlook. Your information was easy to follow. I truly appreciate you adding the instructions for changing the email account that it comes from. That was a game changer for me! Thank you!
You are so welcome
Thank you so much for this fantastic video! Your step-by-step explanation of the process so easy. I spent more time trying to find tutorials than it took to actually watch and execute the email merge! LOL I'm so glad I found you! I've subscribed.
Wonderful! Thanks, Kim
Loved the Vandelay Easter egg! Thank you so much for the video. This will really help me out.
This video was exactly what I needed!!! Thank you for this quick and straight to the point tutorial Chris!
Thanks, Nita.
I love the way you teach. Very easy to understand. I'm a tech savvy but we absolutely need a refresher once in a while :)
I appreciate that! Thanks, Mirani.
Great video - exactly what I needed. Short, to the point, helpful tips and easy to follow. Thank you!
You're welcome!
Thanks for your time Chris, greetings from Greece!
Thanks, Kosmas! Hello from Atlanta, GA.
That was so easy! Far better explanation than some other videos I've watched! Thank you so much!
You're welcome!
Thank you for this!!!! Your guidance made all the difference in the world and I appreciate you!
You are so welcome
Sir you have no idea how helpful this was! Thank you from the depths of my soul - thank you!
You are very welcome
May I ask another question? Do you have a video on MS Forms? and how to send them off after creating so it’s not opening a persons Office program, but opens right to the form? Or, can you make one? LOL
You are a life saver, Chris. Thank you so much.
Great to hear!
Perfect, thank you so much Chris, this has helped me to understand the process easily and also saved me several hours of sending emails one by one ;)
You're very welcome!
I have used this video so many times, for work, thank you so much!
Really like your videos. No fluff, just a simple step by step that is easy to follow. I have been trying to send out mail merge emails. The first three work fine and then it stops. If I go into the edit recipients list and uncheck these first three, then the rest will work. Suggestions?
Very easy to understand. Perfect! Thank you so much!
You're very welcome! Thanks, Karen.
Just wanted to say thanks for taking the time to record and share this video, Chris! Super helpful :)
Thank you!
well presented - clear, step-by-step process. EXACTLY what I was ISO .... Thanks!
You're welcome!
Thank you! Super easy to follow. I really appreciate this tutorial.
Thanks, Alicia.
This was a perfect tutorial to help me sort out an email mail merge. Thank you!
You're welcome!
Awesome video - you explained things very well and this will prove to be a real time saver!!! Thanks!!!!!
You're welcome!
This was amazing! Thank you! I have been trying to figure this out for years! You made it so easy. I really appreciate you. Thank you!
You are so welcome!
Hi Chris! Thank you so much for sharing. This is exactly what I have been looking for. :)
Glad to help.
Very helpful Chris!! Thanks so much!
Happy to help! Thanks, Debbie.
Thank you. This is a very clear and useful presentation.
Glad it was helpful!
used this for work today, perfect tutorial !!!
Great to hear!
Great video! Thanks!
Extremely useful, thank you!
Glad to hear that!
This video was very helpful to me! Thanks for sharing and explain everything as you do.
You are so welcome!
Thanks Chris. This is a great explanation.
Very welcome
Super helpful! Thank you sir!
You're welcome!
Great tutorial! Thank you.
You're very welcome!
This was excellent! I hope you make more videos!
Thank you. I have 750 videos right now, and I am going to make more.
Chris, this was a great tutorial. I need to cc a different individual for each email recipient. I appreciate your help!
That can't be done with the default setting. You would need a third-party app to do that.
Thanks for the video, it was clear!
You are welcome.
Thanks....that was very helpful and just what I needed.
You're welcome!
very very very helpful!!! you explained it perfectly.
Thanks, Julie.
This has been really helpful. thank you
You're very welcome!
Thank you so much!
Vandelay Industries! I caught that!
Chris, Thanks so much for this vid. Now I can impress the boss.
Peace,
Party Dave
Escondido, CA
Thank you, Party Dave!
I want to do a cc: on every email. What is the process for that?
Hi Chris, thanks for a straight forward easy follow tutorial. I am pretty new to tech stuff so I have one question: Can you still add a file/attachment and send it to all as well?
Thank you so much!!
You're welcome!
Great video nice and clear. Thanks
You're welcome!
Great Video. If I have more than one email account setup in the outlook, how do I mail merge only from a specific email account?
Great video and it worked!
Great to hear!
great video buddy - really easy to understand !
Glad to hear it! Thanks, Richard.
Excellent!!
Many thanks!
Thank you, Chris! It worked perfectly for me by watching your video. Is there any assistance in sending emails with different attachments to different recipients
Hi Chris. Your video was very clear. To be safe I did an initial test email to two email addresses that come to me. Outlook shows that they were sent but they are not coming into either inbox. Should I trust that they were sent and go ahead and send to my "real" email list?
This is great Chris thanks, until it gets to the point in Word where I get the circle of doom in Word. Any tips on what i need to do other than start over gain?
Anything special creating the table - looks like the headers have drop downs? Thank you for the video!
Very helpful
Thank such a easy video to follow. How do I send to multiple emails and cc as well for each row pls?
This is very helpful. Is there a way to do the mail merge and cc: the same person?
amazing !
Thank you.
Hi Chris, enjoyed the video! I have a question: if I've added two email accounts to Outlook, is there an option to choose which email address the mail will be sent from?
Hi Chris, Firstly thank you for making this Vid, Its excellent. Couple of things, 1/ I am using a mac, and ended up not having OUTLOOK as default so it didn't show up the Email Merge, :0) that sorted now.
When I did do the merge the emails went to draft, I noticed that there was no email address showing, I may have formatted the file poorly, Its an XML I did select the correct column though.
Do these need to be CSV or or some other format, Just need to get past this part and Im off and running. Thanks again for your time, Cheers. Malcolm
¡Gracias!
Thank you so much!!! I appreciate the support.
Chris- Love the video. Curious how you made it so you have the screen share and your video in the bottom right corner. Was it a specific software you used?
Yes, I use Camtasia. It does cost money, but it is a one time purchase and you own it.
Screen recording - Camtasia - chrismenardtraining.com/camtasia
Amazing video! I did have a qq: I created an email body using html (to have clickable visuals, etc.). How would I implement that in word when I do the mail merge? Thanks!
Hi Chris, thanks for sharing this, is really helpful. A question I have is it possible to mail merge delayed emails? what I mean is using the merge tool but not sending them right way but scheduling them for the next day or so. Thanks.
Nadia, that isn't possible. Possibly with a 3rd party app, but not with my method.
Hi Chris, great email merge tutorial. thanks for sharing! Can you please show me how to insert an attachment using this tool? Thank you. Rolando
Thank you much, very useful but i want to send to a list of employees from a generic inbox rather than my personal outlook account, how do i do that ? Please advise
The email address should be active like (mail to. email address click ctrl) or text adress will be enough? Thanks Chris
Great video, super helpful. How do I add an attachment to the emails? It would be the same attachment for all recipients.
Simon, Outlook will not do that without using a third party add-in.
Thank you Chris - so helpful! Q: If I have more than one email box I "send" from, is there a way to specify which mailbox to send the merged emails from? Thank you!
I'm in the same boat I have multiple email accounts in Outlook desktop. You have to change the default email account. I'll make a video on it this weekend.
@@ChrisMenardTraining thank you!!
Thank you for this tutorial. This is fantastic. Using email mail merge, can I send emails in Outlook on behalf of someone else that has given me access to send emails on their behalf?
I don't believe that is possible. I think it will show coming from you. What you could test is to do a MM with one email. Make the email your personal email to see what shows when you receive it.
Hey Chris,
Great video... Quick question... Can I add my Outlook email signature to these emails???
The only thing I think of is to copy and paste your signature into the Word doc you are setting up for the mail merge.
Quick question! I have multiple mailboxes in outlook. How can I indicate and check that the email will send from the right account? Thank you for this fantastic video! I watched 5 different ones today, and this was the only one I found to be helpful enough to get me to the "ready to send" stage. :)
Here is my video on changing the default account czcams.com/video/eCHl3qIYXss/video.html
Great video. I never had the option to send the email. I clicked email at the beginning (instead of letter) but when I got to the step to finalize, email was greyed out. I had my outlook running. I'm using 365. Any ideas?
Great! Good diction and speech.
I experience an anomaly inserting a logo on top of the word document. The recipient(s) receive the blast with the picture duplicated. Once on top of the message as I intended and a duplicate at the bottom of the message.. ...
An test email sent from Outlook, outside of the mail merge feature of word did not give me any problem.
I tried with every picture format and I got the same undocumented feature...
Great tutorial. i wanted to know if i would like to cc someone in the same email. how can we do that.
Hi, This is a great video and thank you for posting it. Can you confirm if we can CC and BCC as well via this merge?
Hello. You can't CC or BCC with a mail merge as I did it. There are third party apps that will do CC or BCC
Thanks. Can you send emails for specific contact in an excelsheet? Let's say sending emails to contacts in a specific city
This was very helpful, thank you! One question, how can I CC someone on these messages?
That would require a third-party app.
WOOOOOOOOOOOOOOOOOOO!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!! 😆
35-year-old double majoring environmental activist, college student, and intern JUST DID HER FIRST CAMPAIGN MAIL MERGE FOR THE 30x30 NAT GEO EVENT, BABY!!!!! WOOOOOOO SHEET that feels good 😎
Thank you!
At the Finish and Pay step after I fill out the "Merge to E-mail" dialog box and select "All" under Send records, I see Word step through all the records. But no emails are generated. How does Word know where the emails are supposed to be issued from, if I am using Outlook for the Web? If I click on Edit Individual Documents, I see the merge happening correctly. But I can't seem to send it to the Outlook mail system.
How about if I want cc and/or bcc to some recipients or to all recipients. I wonder why Word and Excel 365 still does not have this feature while some guys out there already created add ins, vba, etc.
Hi Chris, can we schedule mail merge using excel?
Can you mail merge with the Mail with OneDrive that I set up when Windows 11 that uses my Yahoo or Gmail ?
Thank you for the video. How do I get personalized links from my excel sheet to be hyperlinked in the mail merge email?
By default, that can't be done with a Mail Merge. You can add the url, but they aren't hyperlinks. It drive me crazy, but that is how it works.
Hi Chris, can you add a signature? If new emails get a signature by default is it added by Outlook as part of the email merge or do you need to include it in the Word source text?
you need to include in your word
Thanks for sharing this
Is it possible to have different topic for each mail?
In the body of the email yes, but if you are asking about the subject line, no. There are third party apps that allow different subject lines.
Hi Chris, thanks for the helpful video! Quick question, if I am using an Email Signature in Outlook will is show up in a mail merge or do I need to add it to the Word document in the mail merge? Thanks
You have to add your signature to the Word doc. I've never understood why, but that is how it works.
@@ChrisMenardTraining Thanks for your response! I was looking in the comments to see this answer!
I am an author wanting to use email merge to send Query letters to potential literary agents, but I do not use Excel. Can I use a list I just made up, or one from my contacts?
Hi Cris ,
Thank you for this email . I followed all steps but not working for me
Can we personalize the subject like organisation name and country name of each clint?
I need to know how you built multiple emails in excel for mail merge?
I followed your steps to the letter, both on Thursday and today. None of the emails went out, and none are showing in my sent folder. Any ideas?
I followed every step, but my email body didn't look the way I had them. The format changed when my clients received the email.
Is it also possible to add someone in CC of all the mails while using mail merge?
I followed the video but I can’t find them in my sent folder. It showed them going out though. Where should I look?
How can I choose my outlook email id, in case I have multiple email id added in my outlook. .. I want to send email from a one specific email id only, from my multiple id's.