How to mail merge email with attachment
Mailing merging an email with an attachment involves using a mail merge template in a software application, such as Microsoft Word or Excel, to combine a list of email addresses with a message and attachment. Here's a step-by-step guide on how to do it:
Method 1: Using Microsoft Word
- Create a new email template in Microsoft Word by going to "File" > "New" > "Email Message".
- Design your email template with placeholders for the recipient's name and other information you want to include.
- Go to "Mailings" > "Select Recipients" and choose "Use an existing list" or "Create a new list".
- Select your list of email addresses and click "OK".
- Go to "Mailings" > "Finish & Merge" and choose "Edit Individual Documents".
- In the "Merge" dialog box, select the attachment you want to include and click "OK".
- The merged emails will be saved as separate documents in the location you specified.
Method 2: Using Microsoft Excel
- Create a new Excel spreadsheet with the following columns:
- Email address
- First name
- Last name
- Attachment (file path or URL)
- Design your email template by creating a new worksheet with the following columns:
- To
- Subject
- Body
- Use the "VLOOKUP" function to merge the data from the spreadsheet into the email template.
- Use the "INSERT" function to insert the attachment into the email template.
- Use the "MAILTO" function to send the merged emails.
Method 3: Using a third-party email marketing software
- Choose an email marketing software that supports mail merging, such as Mailchimp or Constant Contact.
- Create a new campaign and design your email template with placeholders for the recipient's name and other information.
- Upload your list of email addresses and other data to the software.
- Use the software's mail merge feature to combine the data with the email template.
- Attach the file you want to include and configure the attachment settings.
- Send the campaign to your list of email addresses.
Tips and considerations
- Make sure to test your mail merge before sending it to your entire list to ensure that the attachments are being sent correctly.
- Be mindful of email attachment size limits and consider using a cloud storage service like Google Drive or Dropbox to host your attachments.
- Use a clear and descriptive subject line and include a brief summary of the attachment in the email body.
- Consider using a template with a clear and concise design to make it easy for recipients to read and understand the email.