How To Mail Merge In Outlook?

Blocking a junk mail is not difficult in Hotmail if you follow the quick steps given on this page. If you have configured the Hotmail account in Microsoft’s Outlook email client, follow the below-mentioned steps on how to mail merge in outlook.

First Step - Composing an email

  • Step 1: Launch the MS Word application, open a new blank document, and compose an email message that you need to send to your recipients.

Second Step - Preparing your main document

  • Step 1: Click the Mailings tab and choose the Email Messages from the Start Mail Merge drop-down menu.

Third Step - Mailing list

  • Step 1: Create a mailing list using an Excel spreadsheet.
  • Step 2: Alternatively, you can use your Outlook contact. To use this, you have to set Outlook as the default email application.

Fourth Step - Linking mailing list to the email message

  • Step 1: Navigate to the Mailings tab, click the Select Recipients option, and select your data source.
  • Step 2: Now, select the Save option from the File menu.
  • Step 3: If you need to edit the recipient in the mailing list, click the Edit Recipients option.

Fifth Step - Adding personalized content

  • Step 1: Click the Greeting Line option, select the format that you wish to use, and select the OK option.
  • Step 2: This will insert the merge field.
  • Step 3: Save the changes by choosing Save from the File menu.
  • Step 4: If you use Mac, click the Mailings tab followed by the Insert Merge Field option and select the field that you need to include.
  • Step 5: Click OK after adding and formatting the fields that you need to include in the email message.
  • Step 6: Follow these steps on how to mail merge in outlook.

Sixth Step - Preview

  • Step 1: Once you click the Preview button, the content will be shown on the screen.
  • Step 2: Use the Next or Previous button to check the name and addresses in the body of each email message.

Seventh Step - Sending the email message

  • Step 1: If all the details are correct, go to the Finish & Merge drop-down menu and choose the Send Email Messages option.
  • Step 2: Go to the To field and select the email address column from the mailing list.
  • Step 3: Type a subject line for the email message in the Subject Line field.
  • Step 4: Navigate to the Mail Format field and select either the HTML or Plain Text option.
  • Step 5: Go to the Send Records field and select your preferred option.
  • Step 6: Once done, click the OK button to run mail merge.

Eighth Step - Saving the personalized email message

  • Step 1: If you need to save this personalized email message, go to the File tab and choose the Save option.
  • Step 2: The data source linked with this email message will also be saved.
  • Step 3: To use this document again, open it and select the Yes option when the prompt message appears on the screen.

If you having any further queries regarding on how to mail merge in outlook. Click the call button available on the screen.