- Open Outlook. Go to Contacts and select the people you want to mail by Ctrl + clicking the multiple names on your contact list. To effectively select the multiple names, opt for View Arrange by Categories.
- Note: Mail merge does not work with distribution lists.
- On the Home ribbon, under the Actions control group , go to Tools Mail Merge. The Mail Merge Contacts dialog box opens up.
- For the fields bulleted under Contacts, choose Only selected contacts.
- At the bottom, for Merge options "" Merge to; select Email from the drop down. A Message subject line field appears. Fill it with the common subject. Click OK.
The completed dialog box looks like this"¦
Compose the email in Word
- When you click OK, MS Word starts up and opens in a new document with the focus on the Mailings tab. You can use the default document or any other template you desire.
- The selection of recipients has already been done from within Outlook. So, we will use the Write & Insert Fields panel to insert our custom fields.
- For the word of greeting, click on Greeting Line. Configure the greeting as you want it to appear.
- To insert any other contact specific like a home address or a phone number, click on Insert Merge Field for a large drop down list.
- Write the body of the email in the Word document.
- Once you are finished with the fields you want to include, preview the final look by clicking on Preview Results and then moving through your recipients by clicking on the previous and next record buttons in the Preview Results panel.
- Click on Finish & Merge Send E-mail Messages. The Merge to E-mail dialog box opens up. Click OK.
MS Word then does the job of automatically posting the emails in a flash. You can save the document you used for the mail merge, as it also saves the link with the data source i.e. the contacts.