How to do mail merge with attachment
Mail merge with attachment! That's a powerful feature that allows you to send personalized emails with attachments to a large number of recipients. Here's a step-by-step guide on how to do it:
Software Requirements:
- Microsoft Word (or compatible word processor)
- Microsoft Excel (or compatible spreadsheet software)
- Microsoft Outlook (or compatible email client)
Step 1: Prepare your data
- Create a spreadsheet (e.g., in Microsoft Excel) with the following columns:
- Email address
- Name
- Attachment file name (optional)
- Enter the data for each recipient in the corresponding columns.
Step 2: Create a mail merge document
- Open Microsoft Word and create a new document.
- Go to the "Mailings" tab in the ribbon.
- Click on "Select Recipients" and then "Use an Existing List" to select your spreadsheet.
- Click on "Finish & Merge" to create a mail merge document.
Step 3: Add the attachment
- In the mail merge document, go to the "Insert" tab in the ribbon.
- Click on "Attach File" and select the attachment file you want to send.
- In the "Attach File" dialog box, select the file type and specify the file name.
- Click "OK" to attach the file.
Step 4: Customize the email
- In the mail merge document, you can customize the email by adding placeholders for the recipient's name and email address.
- Use the "Insert Merge Field" button to insert the placeholders.
Step 5: Merge the documents
- Go back to the "Mailings" tab in the ribbon.
- Click on "Finish & Merge" to merge the documents.
- Select "Edit Individual Documents" to create a separate document for each recipient.
Step 6: Send the emails
- Open Microsoft Outlook (or your email client) and create a new email.
- Attach the merged document to the email.
- Send the email to each recipient.
Tips and Variations:
- You can use different attachment files for each recipient by specifying the file name in the spreadsheet.
- You can also use conditional logic to attach different files based on specific conditions (e.g., attach a specific file if the recipient is in a certain department).
- If you're using a cloud-based email client, you may need to use a different method to attach the files, such as using a cloud-based file sharing service.
- You can also use other software, such as Adobe Acrobat or Google Docs, to create and send mail merge documents with attachments.