How to do a mail merge email with an attachment

A mail merge with an attachment! That's a great way to send personalized emails with relevant documents. Here's a step-by-step guide to help you achieve this:

Tools needed:

1. Microsoft Word (or any other word processor that supports mail merge)
2. Microsoft Excel (or any other spreadsheet software)
3. Email client (e.g., Outlook, Gmail, Yahoo Mail)

Step 1: Prepare your data

Create a spreadsheet with the following columns:

• Email address
• Name
• Relevant information (e.g., order number, invoice number, etc.)

Make sure to format the email addresses correctly (e.g., [name]@example.com).

Step 2: Create a mail merge document

Open Microsoft Word and create a new document. Go to the "Mailings" tab and click on "Select Recipients" > "Use an Existing List". Choose your spreadsheet file.

Create a new document with the following structure:

• Header: Insert a header with the subject line and any other relevant information.
• Merge fields: Insert fields for the name, email address, and relevant information. You can use the "Insert Merge Field" button or type {{ followed by the field name and }}.
• Body: Write the main body of the email, using the merge fields to insert personalized information.
• Attachment: Insert a placeholder for the attachment (e.g., {{Attachment:Invoice.pdf}}).

Step 3: Create the attachment

Create the attachment file (e.g., an invoice PDF) and save it to a location on your computer.

Step 4: Configure the mail merge

Go back to your Word document and click on the "Mailings" tab. Click on "Finish & Merge" > "Edit Individual Documents". This will open a new document for each recipient.

In the "Edit Individual Documents" window, select the attachment file you created in Step 3. You can also specify the attachment name and description.

Step 5: Send the emails

Click on "Finish & Merge" > "Send Email" to send the emails. Your email client will open with the prepared email and attachment.

Tips and Variations:

• Use a template: Create a template for your mail merge document to save time and ensure consistency.
• Use conditional logic: Use Word's conditional logic features to insert different content based on specific conditions (e.g., "If the order is over $100, insert a special message").
• Use multiple attachments: You can attach multiple files to each email by separating them with commas (e.g., {{Attachment:Invoice.pdf, {{Attachment:Receipt.pdf}}}}).
• Use a different email client: If you're using a different email client, you may need to adjust the steps accordingly.

By following these steps, you'll be able to create a mail merge email with an attachment that's personalized and relevant to each recipient.