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.

  • Mac: Start Mail Merge 

  • Windows: Mail Merge Wizard 

• 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. 

  • Mac: Outlook - for sending from one's own email account

  • Windows (recommended): Outlook (classic) - for sending from either one's own email account, OR a shared mailbox

Tips

• To send from a shared mailbox, it is highly recommended that you 1) use Outlook (classic) for Windows and 2) create a new outlook profile.

• 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

• Go offline with Outlook during the mail merge to carefully review and control sending of messages!

Learning Resources

• See Microsoft's instructions for how to complete a mail merge to understand the basics.

• 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.