How to use mail merge to send bulk email messages

• Go to Mailings > Start Mail Merge > Email Messages
  
   

• The mailing list is your data source. For more information, see Data sources you can use for a mail merge.

  • If you don’t have a mailing list, you will be able to create one during mail merge. 

  • If you are using an Excel spreadsheet as your data source, format the ZIP/postal codes as text to avoid auto-deletion of any leading zeroes. For more information, see Format mail merge numbers, dates, and other values in Excel. 

  • If you want to use your Outlook contacts as a list source, make sure Outlook is your default email program and is the same version as Word.

Link your mailing list to your email message

• Make sure your data source has a column for email addresses and that there is an email address for every intended recipient.

  • Go to Mailings > Select Recipients.

  • Choose a data source. For more information, see Data sources you can use for a mail merge.

  • Choose File > Save.

Add personalized content to the email message

• Go to Mailings > Greeting Line.

• Choose a format. 

• Choose OK to insert the merge field.

• Choose File > Save .

  • You can add other fields from your data source to your email message. For more information about this, see Insert mail merge fields.

    Note: After inserting fields, you will need to format your email manually. 

  • To learn how to fix any missing part of your addresses or other fields, see Mail merge: Match Fields.

  • To change the font, size, or spacing of the merged content, select the merge field name and make the needed changes.

Preview & finish

• Choose Preview Results, and then choose Next  or Previous  to see the names and addresses in the body of your letter.
  

• Choose Finish & Merge > Send E-mail Messages.
  

• In the To box, choose the email address column or field from your mailing list.

  • Note:  Word sends an individual message to each email address. You cannot CC or BCC other recipients. You cannot add attachments, but you can include links, 

• In the Subject line box, type a subject line for the message.

• In the Mail format box, choose HTML (the default setting) or choose Plain text to send the document as the body of the email message. 

• Under Send records, select one of the following

  • All records (default).

  • Current record only the record viewable on your screen is sent the message.

  • From and To send only a range of records.

• Choose OK to run mail merge.

• Go to Mailings > Start Mail Merge > Email Messages.
  

• In Word, created the email message that you intend to send.

Setup mailing list

• The mailing list is your data source. For more info, see Data sources you can use for a mail merge.

  • If you don’t have a mailing list, you can create one during mail merge.

  • If you're using an Excel spreadsheet, format the ZIP/postal codes column as text to avoid auto deletion of leading zeroes. For more information about this, see Format mail merge numbers, dates, and other values in Excel.

  • If you want to use your Outlook contacts, make sure Outlook is your default email program and is the same version as Word.

Link mailing list to your email message

• Make sure your data source has a column for email addresses and that there's an email address for each intended recipient.

  • Go to Mailings > Select Recipients.

  • Choose a data source. For more info, see Data sources you can use for a mail merge.

  • Choose File > Save.

Add & format merge fields

• Go to Mailings > Insert Merge Field, and then choose the fields to add.
  

• In your document, select Drag fields into this box or type text, and select the text to remove it.

• Add and format the fields you want to be included in the email message, then select OK.

Preview & send

• Go to Mailings > Preview Results to see how the email messages look.
  
  
  To scroll through each email message, use the left and right arrow buttons on the Mailings tab. 

• Select Preview Results again to add or remove merge fields.

• When ready, go to Mailings > Finish & Merge > Merge to E-Mail.

  • Merge to E-Mail is unavailable if you have not selected your default email program.

• Choose the To merge field, the subject, and whether to send as text, HTML, or as an attachment. When you send as an attachment, the email has no body text; instead, the message is sent as an attached document. 

• Select Mail Merge To Outbox.