Perform a Mail Merge

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Perform a Mail Merge

Perform a Mail Merge

The Mail Merge feature of Outlook 2013 allows you to send an email to multiple contacts in such a way that it will appear to each contact that he or she is the only recipient. You can personalize the information that you send so that each person is the only one in the To field, and you can alter the contents of the message to suit each individual.

To perform a Mail Merge:

  1. In the Contacts area, select the email's recipients by pressing and holding Ctrl as you click each contact. Contacts List
  2. From the Contacts Ribbon HOME tab, in the Actions group, select Mail Merge. Mail Merge in Actions Group of Home Tab
  3. Leave the Only selected contacts radio button selected, as well as New document under Document file, and under Merge options, from the Merge to: drop-down list, select E-mail. Mail Merge Contacts Dialog Box
  4. In the Message subject line that is displayed, type the subject of the email. Merge Contacts Dialog Box
  5. Click OK. Merge Contacts Dialog Box
  6. Microsoft Word will open, which is where you will compose your message. Word Document
  7. On the Word Ribbon, on the displayed MAILINGS tab, in the Write & Insert Fields group, select Greeting Line. Greeting Line in Write and Insert Fields Group of Mailings Tab
  8. In the Insert Greeting Line dialog box, if you want to change any greeting options, make your changes. Insert Greeting Line Dialog Box
  9. Click OK.
  10. The Greeting Line now appears in the Word document. Greeting Line
  11. Press Enter, and type the body and closing of your email message. Greeting Line and Email Message
  12. From the Preview Results group on the MAILINGS tab of the Ribbon, select Preview Results. Preview Results in Preview Results Group of Mailings Tab
  13. Use the arrows in the Preview Results group to click through a preview of each individual email. Preview Arrows
  14. From the Finish group on the MAILINGS tab, select Finish & Merge. Finish and Merge in Finish Group of Mailings Tab
  15. From the drop-down list, select Send E-mail Messages. Finish and Merge Drop-Down List
  16. In the displayed Merge to E-mail dialog box, click OK. Merge to E-mail Dialog Box
  17. Word sends the email to each recipient.
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