How To Use Mail Merge In Outlook

How To Use Mail Merge In Outlook is generally used to get the word out and keep customers updated with information. For example, someone might want to make a newsletter with articles of interest to their readers or let them know about events taking place in the next few days.

What is Mail Merge in Outlook? Why & How is it important for the user?

Mail merge allows you to send the same message to a group of people with different information included. This is sometimes referred to as a “batch” mail merge and it can be done with personalized letters and emails.

Create an address label that enables the user to enter their recipient’s first name for example, or create a signature block containing the sender’s address, date and day of the week.

For example, in a mass mailing, you might include instructions to insert each recipient’s name in a certain place. The mail merge would combine this with a list of recipients to produce one mailing for each person on the list.

If you are sending out Christmas wishes or want to let your customers know that the new year has begun, it’s best to use a template letter.

There are a few options for the mail merge. There are a few examples to do the mail merge.

  • Mail Merge from Outlook
  • Mail Merge from Word with Outlook as source
  • Mail Merge from Word with another source

How to send mail merge from outlook?

Your contact relationships are dependent on the quantity and quality of each relationship. Relationships can be divided into four categories:

  • First, select the contact from your list just by clicking and holding on their icon using your keyboard or touchpad.
  • Contacts that aren’t selected will not receive the same mail. In order to create a mailing list, select the Contacts you want to send your mail to and click the ‘Add’ button on the top right corner.
  • The mail merge action is a simple yet effective application of Access 2013. For example, it allows you to save time and effort in assembling large quantities of identical correspondence because the details for each individual letter appear on the screen automatically.

mail merge

Carefully select delegates based on the two options available. (all you have to do is check the box for each delegate you want).

  • All contacts in the Current view – Only the visible contact is selected by default. If you filter your contact list, only the visible contacts are selected if you then go to a different view.
  • Only selected contacts—if you manually selected the contacts from the Contacts folder that you want to send your particular mail.

Merge option

  • Document Type: There are three options [Form Letter, Mailing Label, Envelope & Catalog], by default you will get Form Letter selected.merge-option-document-type
  • Merge to: These three options New Documents, Print & email, Select ‘Email’ from the drop-down lists. New Documents
  • Message subject line: The last option asks you to type the message subject line.
  • Click OK.
  • Outlook initializing Microsoft word.

Outlook initializing Microsoft word.

  • After a few minutes, a separate Microsoft word document opened with the Mailings tab on the ribbon.


  • All you have to do is type away or copy and paste your message on the sheet of words provided. There are some minor details that are important to go over before we start.
  • # Step1 – Press Greeting Line: Basically, you should structure your letter in a way that is not commonly perceived by regular recipients and that allows for varying amounts of information to be distributed based on the specific number of people intended to read it.

Press Greeting Line

  • You can also edit the fields to make them more relevant to your purpose – you might instead want to write “Respected” instead of “Dear”.
  • You can check the preview of how it is,
  • Click the OK button and we’ll have completed the macro to apply “Hello, [FirstName]” to all three addresses.
  • You can start writing just below the greeting line.
  • To choose contacts from a list, click the “Address Block”. This will open up your contact book where you can search for and select names to send out invitations.

To choose contacts from a list, click the “Address Block”. This will open up your contact book where you can search for and select names to send out invitations.

  • Click Ok. Ensure that you select the checkbox before proceeding, however! An important step! Do check that you have selected the option to insert the recipient’s name in the format # insert company name # insert a postal address.
  • Now “Insert Merge Field” button includes some other information like – Telephone Number, Job description, City, company, account number, and more.
  • Finally, you can add your signature part finally.

preview result button

  • The “preview result button” allows you to check what your mail looks likes.
  • You can filter your individual mail to separate each type by clicking on the right-hand toolbar.
  • Now it’s time to close your task by sending the e-mails. Click the “Finish & Merge button” and select “Send E-mail Messages.

Merge Email

  • Forget about that just finish it Click OK.

How do I do a mail merge in Word? (Mail merge outlook with attachment)

Microsoft Word has this feature that lets you have your documents automatically generate multiple copies of a letter or marketing piece. This tutorial will show you how to do it and it’s easier than you might think.

Open the Microsoft Word sheet.

  • Click to Tab “Mailing” on the top of the sheet. start mail merge icon
  • Find out the Start Mail Merge button and click >> Click Step by Step mail merge wizard
  • Step by Instruction Box appears on the right side of the sheet. which button do you click to use the mail merge
  • Wizard
  • Here select “E-mail messages”.
  • Press the Next button, step 2 asks you ‘How do you want to start up your letters?’
  1. Use the Current Document.
  2. Start from the template.
  3. Start from the existing document.
  • Click Next, You will get three options to fetch your recipients for Outlook mail merge.
  1. Use an existing list
  2. Select from Outlook contact
  3. Type a new list.

Here, I’m in the middle of merging emails from my PC. Which reminds me, maybe I should sync my contacts with my outlook before going ahead.

  • Click on the link, and a dialogue box will appear. Within this dialogue, you can either select an email address or copy and paste it into your email client without having to open the junk mail folder.

Click Contact

  • Select the required contact list and Click Ok, You will find another dialogue box.
  • Word opens the “Mail Merge Recipients” dialogue box where you can specify to who you wish to send your postcard greeting.
  • This dialogue consists of helpful tools like – Sorting, filtering, finding duplicates, validate the address. You can also remove a particular contact from the list if you decide that they are not necessary to receive mail from the list.


  • Click Ok, Step 4 – Now, it’s time to write your content and follow the steps mentioned above. You can now choose to save this template as a draft, or you can send it immediately to your recipient.
  • The next phase in writing your letter is to review how the recipient has been updated. You can also attach and make changes to the recipient.
  • All set Click the “Finish & Merge button” and select “Send E-mail Messages.

Outlook mail merge from excel

The initial steps are similar to the above explanation while fetching your recipients for Outlook mail merge, there are three options:

  • Use an existing list
  • Select from Outlook contact
  • Type a new list.

This is the easiest option, and it makes the most sense for small businesses. However, if your contacts list consists only of a few names, then you might want to consider keeping it in Excel or uploading your contacts to another cloud service like google sheets.

  • Click Browse (refer to snapshot)
  • Select your excel file containing contact details along with an email address.
  • Hit Ok
  • The next step opens up the Mail Merge Recipients dialogue box and the further process is
  • similar to that mentioned above.

These options can be helpful for the marketing team if they need to update their customers or inform them. For example, many times I’ve seen bloggers send out a message to subscribers about a new post published.

Outlook mail merges with attachment campaign management with Easy Mail Merge you will get access to detailed status reports about the ongoing email campaigns,

so you can see how many Outlook emails were already sent and how many of them failed to be delivered and pause or resume current mass email campaigns.

Mail merge is also helpful to print a set of envelopes or labels. This process can be extremely effective and efficient with Microsoft Excel, which has a fully equipped bulk mail merge function set.