You are a staff member and want to send a bulk quantity of emails to people, where the majority of the email body will be the same information repeated, but parts of the email will be customised for each person.
Solution:
- You can use Mail Merge with an Excel Spreadsheet and Word Document to send bulk customised emails.
Steps:
Step 1. Create an email list using Excel.
- Create your excel table listing email address and any unique information you want to send in the email. For example:
- The column EMAIL contains the addresses you want to email. The columns NAME, COMMENT1 and COMMENT2 contain customised information you want inside each email.
- The column CODE is not really needed for sending the emails, but shows you can have extra columns in your excel table if needed.
Step 2. Create an email template using Word.
- Create an email template in Word. For example:
Step 3. Join your excel table to your email template.
- Join your email template (in Word) to your excel table by choosing Mailings > Recipient List > Use an Existing List…
Select your excel table and the correct sheet (usually Sheet 1):
Step 4. Insert customised fields into your email template.
- Choose Mailings > Insert Merge Field and insert customised fields anywhere in your email template.
- For example, a total of three customised fields have been inserted.
Step 5. Send emails.
- Choose Finish & Merge > Send Email Messages…
- Make sure To: is joined to the correct column you’re the excel table, and add something for the email’s subject line. Click OK and the emails will start sending.
- In Outlook, you can confirm that the emails were sent by checking the Sent Items folder
