Sending personalized emails by mail merge is a great way to show your clients and customers that you care. Not only does it make your email campaigns more personal, but it can also help improve your response rates. In this step-by-step guide, we'll show you how to create and send personalized emails by mail merge in Outlook Mac. Let's get started!
Mail Merge Outlook Mac is a fantastic feature that helps you send personalized emails to everyone on your list.
It can be used by mail merge outlook mac users as well as mail merge word, mail merge excel and more!
No matter what program you use, the process for mail merging is essentially the same. Let's review the step-by-step instructions for Outlook, Word, Excel and other tools so that you can start sending out personalized mass emails today
In this example, we will be using Outlook.
You can also cc or bcc other individuals if you'd like.
"Hello!
I hope you are all doing well. I wanted to let you know about an upcoming event/sale/etc. and I thought it would be more personal if I sent each of you a separate email.
So, I used mail merge Outlook Mac to create this message. It was really easy and took just a few minutes.
If you have any questions, please don't hesitate to let me know.
Best,
[Your Name]"
After typing the message, insert the merge fields by clicking on the "More Fields" button and selecting "Insert Merge Field."
You can then choose from a list of available merge fields, such as First Name, Last Name, Email Address and more.
Once you have inserted all of the merge fields, it's time to send the email! Click on the "Send" button and your mail merge Outlook Mac message will be sent to all of your recipients.
You can use a mail merge to deliver customised messages to a large group of people at the same time without their knowing who else you've sent it to.
This is a terrific approach to personalise bulk communications, send everyone their own information (such as a logon name and password), or send out Christmas cards.
There are a variety of ways to accomplish a mail merge, as well as a variety of tools to help simplify the process or add even more possibilities.
This book gives you an overview of various strategies and shows you how to make your own mail merging using a few of examples.
Although you may execute a mail merging to a document or directly to a printer, we'll use email as the output in our examples. This guide can also be used for the other output options because the process is quite similar.
Outlook Mail Merge Outlook button If all of the people you wish to include are already in an Outlook Contacts folder, starting a Mail Merge from within Outlook is the simplest option.
In this mail merge example, we'll send an email to a subset of contacts asking if their contact information is correct.
We're going to break the process down into four simple parts because it involves quite a few clicks.
We begin the Mail Merge procedure by selecting the contacts to whom we wish to send an email.
Select the Contacts folder containing the contacts you wish to email (to rapidly move to your Contacts directories, use CTRL+3).
Choose the contacts you wish to email or set a filter to your display so that only the people you want to contact are visible. The following are quick ways to apply a filter:
Carry out a search.
For example, depending on a business or a category (provided that you have assigned the same category to similar contacts). You may also perform some rather complex Search queries.
In two simple actions, you may sort or group your Contacts folder by Category or another field.
Select "List" or "Phone" as your View.
View-> Switch to another view
Make a new arrangement.
Ribbon that's been simplified (Microsoft 365)
View-> Sort By-> Categorization
Ribbon in the traditional style
Arrangement-> Categories (View-> choice group)
It's time to start the Mail Merge now that we've picked the contacts.
Simplified Ribbon: Open the Mail Merge dialogue in Outlook (Microsoft 365)
Home-> Right-click the ellipsis (...) button-> Mail Merge...
Ribbon in the traditional style
Home -> Actions -> button -> button -> button -> button -> button -> button -> Merge Emails
If you filtered your view so that only the contacts you want to address are visible, make sure the relevant settings for contacts are set; "All contacts in current view" if you restricted your view so that only the contacts you want to address are visible.
"Only selected contacts" if you manually selected the contacts you wish to address from the Contacts folder.
Set the "Merge options" at the bottom of the dialogue to;
Form Letters are a type of document.
E-mail should be the destination of the merge.
Message subject line: whatever you choose as your message's subject> (you can modify this later too)
Now you may begin writing your message using variables. This appears to be more complicated than it actually is.
By pressing the "Greeting Line" button, you can add a greeting line to your document.
Choose the welcome line you want to use and which greeting line to use if the contact information does not provide enough information.
In the format fields, you can type whatever you want. So, instead of typing "Dear," you can type "Hello."
Please note that you must type a space at the end of the word to prevent it from "sticking" to the addressee's name.
To end the dialogue, press OK, then ENTER to begin a new line in the document.
Type the following in this box:
"Please double-check the information we have on file for your contact information and either confirm it or supply us with updated information."
To start a new line, hit ENTER again, then press the "Address Block" button to enter the address.
We disable the option "Insert recipient's name in this format:" in the address block because we've already addressed the person.
We also uncheck the option "Insert company name" because we are only addressing individuals in our case.
To exit the dialogue, press OK, then ENTER to begin a new line.
By hitting the "Insert Merge Field" button, we'll now include the home phone number.
Select Home Phone from the pop-up menu and then press Insert.
To exit the dialogue, press Close, and then ENTER to start a new line.
"Thank you in advance and best regards, " type now.
With just a few more clicks and checks, the messages will be delivered.
It's best to preview your results first before sending by pressing the "Preview Results" button.
To browse through all of the personalised emails, utilise the arrow buttons in the toolbar.
Now it's time to send the messages; click "Send E-mail Messages..." from the Finish & Merge menu.
A new dialogue box will appear. We don't need to alter anything in this window because we've already defined the subject and selected all of the correct contacts. To finish the merge, click OK.
Use the Mail Merge from Word button using Outlook as the source Word document. It's also feasible to start your mail merging from Word. The end outcome is identical to what you would get if you started it in Outlook.
The key change is the dialogue box used to pick the appropriate contacts, but more on that later.
We'll send an email to a selected number of contacts in this example, but we'll skip the letter writing because it's similar to the previous example.
Select the tab Mailings in the Mail Merge Wizard, then click the Start Mail Merge button. Mail Merge Wizard with Step-by-Step Instructions...
On the right side of the document, the Task Pane panel will appear, allowing you to select the document type.
Choose "E-mail messages" from the drop-down menu.
By pressing Next, we'll be taken to step 2, where we'll be able to select which document to begin with. We simply click Next because we will be typing our own stuff.
We'll use Outlook as the source for this example, so click "Select from Outlook contacts."
Because Outlook allows you to have numerous Contacts folders, we'll need to select the one we'll be using by choosing "Choose Contacts Folder."
You may be provided with the "Choose Profile" box from Outlook after selecting the Contact folder of your choice.
If you're unfamiliar with this dialogue, there's either only one option in the drop-down list or it's set to the correct default, so press OK.
The "Mail Merge Recipients" window now appears, allowing you to pick which contacts to send to.
This window provides a number of filtering and selection options. When you have a lot of contacts, this dialogue can be a little slow because it refreshes the screen after almost every action.
However, when you wish to use the whole Contacts folder for your mail merge, the "Find duplicates..." option comes in handy.
After you've chosen your recipients, you'll need to write your message. Some variables are already shown in the Mail Merge Wizard. The message can be written in the same manner as in the preceding example.
The following step allows you to see a preview of all the emails you'll send.
Before sending your message, press "Electronic Mail..." in Step 6 to set the final parameters.
It's worth noting that this is the identical dialogue as in the last example, but you'll need to fill in some details this time.
To: Email Address_____________
Your personal information is the subject line of this email.
After you've set the parameters, pressing OK will start sending the emails right away.
Mail Merge with another source from Word
Button "Select Recipients"
You can start your mail merge from within Word if you wish to send out personal emails using Outlook but the information isn't in Outlook (for example, Excel, Access, a SQL query, a csv-file, etc.).
The procedure is similar to executing a mail merge in Word with Outlook as the source, with the exception that the merge fields must be matched.
Restart the mail merge from Word as directed above until you reach the Mail Merge Wizard's Step 3 screen.
Choose "Use an existing list" in Step 3.
Select Browse... from the drop-down menu.
Choose the location of the information-containing document.
Excel sheets, Access databases, Database Queries, Text Documents, and a variety of other sources can all be used as long as they are in a structured format that Word can operate with.
You may need to include delimiters, which are the characters that are used to separate the columns and rules, depending on the file type you chose.
Continue to Step 4 after you've picked the file and optionally filtered your contacts to address.
When you get to Step 4, you should match the fields from your source to the Mail Merge fields so that you can use predefined blocks like "Greeting Line."
You could want to match the Name field to the "Last Name" merge field in an Excel sheet that has the columns Name, Email Address, Usernames, and Passwords.
Select Match Fields from the drop-down menu.
In Word, you'll now get a popup with typical Merge Fields that can be utilised in templates.
Expand the drop down option next to "Last Name" and select the column in your source document (in our example, an Excel sheet) that contains that data (in our case, column "Name").
If necessary, match the other fields before pressing OK to exit the dialogue.
You can now proceed with the mail merging as described in the previous steps.
When you come to the message-sending dialogue, make sure the "To:" box is set to the column containing the list of email addresses to send to.
Mail merge outlook mac- mail merge mail mac
Select the mail merge recipients from your address book or other data source
The "Select Recipients" window now appears, allowing you to pick which contacts to send to.
This window provides a number of filtering and selection options. When you have a lot of contacts, this dialogue can be a little slow because it refreshes the screen every time you change a filter.
In mail merge, the "Find duplicates..." option comes in handy. If there are any contacts with duplicate email addresses or other data fields, their names will be highlighted for easy removal from your mail merge list., so don't forget to check that box before continuing if it's an option.
This function is particularly important if you plan to mail merge with your Outlook contact list.
The "Select All" and drop-down options allow for very targeted mail merges, such as only those contacts who live in a certain state or have not been contacted recently (this could be useful if the mail merge is part of an outreach campaign). You can also filter by company name or other data fields.
When you have made your selections, click on the "OK" button to continue. The mail merge will now begin with the recipients that you've chosen.
If you need to send a mail merge to only a certain group of people and not the entire address book, Microsoft Word provides different ways of doing this.
