Mail merge basics

Sending email to multiple recipients based on a template with customized information is a powerful use of mail merge. This article briefly touches on the elements, though the particulars are best to search in the tools you are using.

Overview

• Microsoft Word is commonly used as the hub for this activity. Create your message here, and find Mailings in the toolbar. Use Start Mail Merge if on a Mac, or for the best experience use the Mail Merge Wizard using Word for Windows.
• A data source is needed to fill in the unique information you wish to send. Most commonly this is a .csv or Excel file, often with names, email addresses, and potentially other useful data. Collecting and managing this data source is not within the scope of this article.
• An email program is required to send your emails. Outlook for macOS can manage this when sending from one's own email account, but Outlook (classic) for Windows allows for the most flexibility including sending from a shared mailbox.

Tips

• Go offline with Outlook during the mail merge to carefully review and control sending of messages!
• Outlook needs to be set as the default email client.
  • Windows: Settings > Default apps
  • macOS: open Mail app > Mail menu > Settings (Mail requires an account be set up to open - if you are opening it only to change the defaults, turn off all but one service to sync for maximum speed and minimum data transfer)
• To send from a shared mailbox, see related articles for guidance on creating an additional profile using the Window Outlook app.

Learning Resources

• The help built into Microsoft Word provides excellent guidance.
• LinkedIn Learning's in depth video on mail merge has a number of shorter chapters to address specific questions.