How To Create a Mail Merge for E-mail Using Microsoft Outlook, Word & Excel 2010

How To Create a Mail Merge for E-mail Using Microsoft Outlook, Word & Excel 2010
youtu.be/lmECpeulsJg

E-mail Merge Training: How to create a simple mail merge for e-mail using Microsoft Word & Microsoft Excel which is sent via Microsoft Outlook.

Transcription:
In this video we are going to create a simple mail merge for e-mail using Microsoft Word and Microsoft Excel which will merge the records in Excel with the message text in Word and send via Microsoft Outlook. Microsoft Excel will hold our data so the names of the people who we are going to e-mail, along with their information, including their e-mail address and any other specific data you want to send in an e-mail as tailored and customized to single person, that can be replicated to send as a mail merge in e-mail, to a large number of contacts.

The Microsoft Word document will act as our e-mail message itself, the text within the e-mail and in this case, I’ve saved them both to the desktop to be easily accessible here. We’ll start by creating the data. We’re going to just use two fields in this case, the person's first name and e-mail address. In this example, we will use a few people's first names and their e-mail address so we can see how this would look if it were a larger e-mail mail merge. I will also format the field headings, just so they stand out a little better.

Now I save the Excel file and move into Microsoft Word. This is where I create my e-mail message. I paste the text from my e-mail message in Word and make format the message, just as I would a normal e-mail in Microsoft Outlook. I then save the document.

In this case, there will be multiple recipients so I can remove the first name in my message and replace it with the merge field for “First Name”. I also want to say, “Thank you” at the end of the message, followed by their first name.

If you notice at the top menu bar, there’s an option called “Mailings”. Click here and then select, ”Start Mail Merge”. In the drop down menu for “Start Mail Merge”, select, “E-mail Messages”, to start the E-mail Mail Merge. Then we go to select the option called, “Select Recipients” and then, “Use an Existing List”, where we will locate our Microsoft Excel Spreadsheet that I’ve placed on the desktop, containing or list of contact merge data. I select the first sheet contained in the spreadsheet. As you can see there is just one sheet, but if there were multiple sheets, you could access that here.

Now I can either use of formal greeting line and there's a number of different ways to format this, including the use of titles and what to insert in the case where there is no merge data for a contact. In this case, I like to drop in a single merge field. It’s pretty simple to do it this way. I just place my curse after the greeting, where I want the person’s first name to appear and select, “Insert Merge Field”. I then locate and select the field, “First_Name”. I place my cursor after the, “Thank you,” at the end of the message and insert the “First_Name” field again, under the, “Insert Merge Field” drop down menu item.

The next thing is to review the data. I click, “Preview Results” to review the data that has been merged to the e-mail form, so I can see the final output results. If you forward through each messages, you can see that Jim is the first name that comes up. If I continue forward, you can see that the next e-mail message in the merge is addressed to Bob and the one after that is to Jenny. You can skip forward to the very beginning of all the merged records or to the very end of all your records to see the results, prior to sending.

Next, you save the document. The final step is to run the merge. Under the menu, “Finish & Merge”, you hit, “Send E-mail Messages”.
This is what connects the merge to Microsoft Outlook. Word now confirms that it has the right field for the e-mail address. We then type a subject in the subject line field. You can select all of the records, the current record, or a range of records that you would like to send. In this case, we will just send all.

That’s it. You hit “Send” and it will now merge and send an individual e-mail message out, to each of the records in your contact list. Word does this by accessing and sending the messages through the Microsoft Outlook 2010 desktop application.

I hope this is helpful and happy e-mail merging!

HC Development
Dwight Holcomb
hcdcevelopment.com/
dwightholcomb.com/
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How To Create a Mail Merge for E-mail Using Microsoft Outlook, Word & Excel 2010
youtu.be/lmECpeulsJg