Outlook how to mail merge

Mail merge in Outlook! Here's a step-by-step guide to help you merge data from a spreadsheet or a database into an email message using Outlook:

Prerequisites:

  1. You have a spreadsheet or database with the data you want to merge.
  2. You have Outlook installed on your computer.
  3. You have a basic understanding of Microsoft Office and Outlook.

Step 1: Prepare your data

  1. Open your spreadsheet or database and create a table with the following columns:
    • Column 1: Name (or any other field you want to use as a unique identifier)
    • Column 2: Email address
    • Column 3: Any other fields you want to merge into the email message (e.g., company name, address, phone number, etc.)
  2. Make sure the data is organized and formatted correctly.

Step 2: Create a new email message in Outlook

  1. Open Outlook and create a new email message by clicking on the "New Email" button in the Home tab.
  2. Type a subject line and any introductory text you want to include in the email message.

Step 3: Set up the mail merge

  1. Click on the "Insert" tab in the ribbon.
  2. Click on the "Quick Parts" button in the "Text" group.
  3. Select "Mail Merge" from the drop-down menu.
  4. In the "Mail Merge" dialog box, select "Use an existing list" and then click "Browse" to locate your spreadsheet or database file.
  5. Choose the file and select the table you created in Step 1.
  6. Click "OK" to close the dialog box.

Step 4: Merge the data

  1. In the email message, click on the "Insert Merge Field" button in the "Mail Merge" group.
  2. Select the field you want to merge from the drop-down menu (e.g., "Name", "Email address", etc.).
  3. Repeat step 2 for each field you want to merge.
  4. Outlook will insert the merge fields into the email message.

Step 5: Preview and send the email

  1. Click on the "Preview" button in the "Mail Merge" group to see how the email message will look with the merged data.
  2. Review the email message to ensure everything looks correct.
  3. Click on the "Send" button to send the email message to all recipients.

Tips and Variations: