how to do an email merge in outlook for mac

Press OK to close the dialog and press ENTER to start a new line.

This is a great way to have bulk messages look more personal, send everybody their own information (like a logon name and password) or send out Christmas cards.

There are various ways to do a mail merge and there are various tools available to further simply the process or add even more options.

This guide gives an overview of these methods and walks you through a couple of examples to do your own mail merge.

Although you can also do a mail merge to a document or directly to a printer, in our examples we will use an email as the output.

The process for the other output options is very similar and this guide can also be used for that.

Mail Merge from Outlook Mail Merge from Word with Outlook as source Mail Merge from Word with another source Mail Merge with 3rd party tools Mail Merge from Outlook Starting a Mail Merge from within Outlook is the easiest method if all the people who you want to include are already in a Contacts folder in Outlook.

In this mail merge example we will send a select amount of contacts an email and ask them whether their contact information is correct.

Important Before continuing, please verify with your ISP or mail admin first if there are any restrictions in how many emails you may send within an hour or in total on a day.

Some have put a restriction on that but as long as you stay under a 100 its very likely you wont run into any issues and there is probably no need to contact your ISP.

If there is a limit set, then you can use a Mail Merge tool with scheduling functionality to work around these limits and send out the mail merge is smaller batches.

Select the Contacts folder containing the contacts that you want to send an email to (press CTRL3 to quickly switch to your Contacts folders).

Select the contacts that you want to email to or apply a filter to your view so that only the contacts that you want to address are visible.

For instance, based on the Company or a Category (provided that you have assigned the same category to similar contacts).

Simplified Ribbon (Microsoft 365) View- Arrange By- Categories Classic Ribbon View- option group: Arrangement- Categories Open the Mail Merge dialog in Outlook: Simplified Ribbon (Microsoft 365) Home- press the ellipsis () button on the right- button Mail Merge Classic Ribbon Home- option group: Actions- button Mail Merge Verify if the correct options are set for contacts; All contacts in current view if you filtered your view so that only the contacts that you want to address are visible.

Only selected contacts if you manually selected the contacts from the Contacts folder that you want to address.

At the bottom of the dialog set the Merge options to; Document Type: Form Letters Merge to: E-mail Message subject line: (you can modify this later too) Your screen should now look something like this.

The Mail Merge tab in the Ribbon of Word as part of a Microsoft 365 subscription.

This sounds more difficult than it is; Insert a greeting line by pressing the Greeting Line button Select the greeting line that you want and which greeting line to use when no proper information is found from the contact information.

Please be aware that you need to type a space at the end of the word in order not to have it stick to the name of the addressee.

Press OK to close the dialog and then press ENTER to start a new line in the document.

Here type the following; Please verify your contact details that we have on file and either confirm it to us or provide us updated information.

Press ENTER again to start a new line and insert the address by pressing the Address Block button.

As weve already addressed the person, we remove their name from the address block by disabling the option Insert recipients name in this format: As we only address individuals in our example we also disable the option Insert company name.

How To Do An Email Merge In Outlook For Mac