Did you ever hear about the Mail Merge feature used in Excel?
Usually, people send mail through Google Mailbox or other mailing platforms. When you need to send bulk mail, mail merge from Excel to Outlook is a wonderful option to avail. Sending emails to a large number of people is now just a click away.
Mostly, this feature is used when you need to send personalized emails such as new offers, billing deadlines, etc. Though mail merge is a cost-effective option you need to make an expensive platform for mailing. With a mail server of any kind, you can set up a mail merge. Let’s see how to mail merge from Excel to outlook.
Before that let’s understand what is Mail Merge.
A process that lets you send personalized emails automatically to a huge number of people on the bases of the database is called Mail Merge. With this option, you can find data from a source file and add that data to the mail body.
How to Mail Merge from Excel to Outlook
Below are some steps to follow that let you execute mail merge.
Make Email Content in Microsoft Word
- First, you need to make the content ready in Microsoft Word. For this, open Microsoft Word from the Start Menu.
- Open the Blank document option to make a new file.
- Click on the Mailings option given on the word.
- From the Mailings option, choose Start Mail Merge.
- Click on the E-mail Messages option.
- Start writing the content you need to add in the mail.
- Now, the word file is ready. Let’s get started with our next step.
- In the next step, you need to arrange Mail Merge Data in Excel. In this file, different data is added such as Name and Date are needed to be added in the mail body.
- For this, open an empty Excel file.
- Make 3 columns Name, Date, and Email.
- Add relevant data in each column.
- Save this file and click on the File tab of the Excel file.
- Click on the Save a Copy option.
- Select a location to save the file from the File Manager.
- Now, press the Save button.
- Your file is saved in the selected location.
- In the next step, you need to link the mailing data with the email. For this, the word file will format the mail based on the data from the Excel file.
- Open the Select Reception menu and click on the Use an Existing List.
- Select the Excel file from File Explorer.
- Now, click on the Open button.
- Open the file to display.
- Check the option in, First row if the data contains the column headers.
- Now, click on OK.
- Now you can link the variables with the Excel columns.
- Choose Name and click on the Insert Merge Field option.
- You will see a menu appears with column names from the selected Excel file.
- Click on the relevant column row.
- You will notice changes in the Name option.
- Repeat this procedure for the Data variable as well.
- In the next step, you need to have a look at the Preview of the file and close the Mail Merge.
- For this, click on the Preview Results menu to have a look at the preview.
- You will see the data and name are changed.
- You can get the next members one by one with a button.
- Choose the Finish & Merge menu and you will get a list of options.
- Choose to Send Email Messages option.
- You will see the Merge to E-mail window and choose the E-mail option given in the To box.
- In the Subject line field, add the subject.
- Press Ok.
- In the next step, you need to check Mail Merge messages from Outlook. Now, you need to check if the mail merge has been completed or not.
- For this, open the Outlook app already on the computer.
- Go to the menu and choose the Outbox option.
You will see the sent emails.
Final Thoughts
Whenever you need to send personalized emails to a huge number of people, an Outlook mail merge is the best option. For this, you have to use three applications, so that you can execute mail merge easily. These three apps are Word, Excel, and Outlook.
