Email Setup Center
  • Home »
  • how to do an email merge in Outlook from excel

how to do an email merge in Outlook from excel

A mail merge in Outlook enables you to send personalized messages to many persons without making them know to whom else the same message was sent. It helps to send bulk messages personally. You can also send multiple emails from Excel. Let us see how to do an email merge in Outlook from Excel.

how to do an email merge in Outlook from excel

Steps to merge mail in Outlook from Excel

To send multiple personalized emails in Outlook, you have to create a mail format in MS Word and data of mail addresses in an Excel sheet.

How to add Outlook on Mac: 

  • Step 1:Open a new Excel sheet on your computer to create an email address list.
  • Step 2:Make sure that you create three columns such as title Name, Email, and City.
  • Step 3:Fill the list of names, emails, and city details in the required boxes.
  • Step 4:Once provided, save the document.
  • Step 5:Open Word on your device.
  • Step 6:Make sure that you compose the mail subject in the Word document.
  • Step 7:Select the Mailings section from the top of the page.
  • Step 8:Select the Start Mail Merge section and choose the Letters options from the drop-down menu.
  • Step 9:Now, choose the Select Recipients section.
  • Step 10:Choose the Use an Existing List option from the drop-down menu.
  • Step 11:Go to the file location where you have saved the Excel spreadsheet document.
  • Step 12:Double-click on the Excel spreadsheet file and click OK once selected.
  • Step 13:Now select and drag the Name on the mail format.
  • Step 14:Under the Mailings section, select the Insert Merge field.
  • Step 15:Choose Name from the drop-down menu.
  • Step 16:You will see the selected Name within the bracket.
  • Step 17:Now, select and drag the Email in the mail format.
  • Step 18:Select the Insert Merge Field section and choose the Email option from the drop-down menu.
  • Step 19:Similarly, select City in the mail format and navigate the cursor to the Insert Merge Field section.
  • Step 20:Select the City option from the drop-down menu.
  • Step 21:Make sure that the Email and City will be seen inside the brackets.
  • Step 22:Move to the top right side of the page and select the Finish & Merge section.
  • Step 23:Choose the Edit Individual Documents option from the drop-down menu.
  • Step 24:Now, the Merge to New Document window pops up on the desktop screen.
  • Step 25:Select All to merge all the records and click OK.
  • Step 26:You will see the Letters word document opens on your desktop with the messages you want to send to all the recipients.
  • Step 27:Close the Letters window and select the Finish & Merge section on the upper right side of the page.
  • Step 28:Choose the Send Email Messages option from the drop-down menu.
  • Step 29:Now, the Merge to Email window pops up on the desktop.
  • Step 30:In the To field, select the Email option from the drop-down menu.
  • Step 32:Provide the email subject in the Subject line field and Mail format as HTML.
  • Step 33:Make sure you select All under send records.
  • Step 34:Click OK.
  • Step 35:Open Outlook and select the Home section from the top of the page.
  • Step 36:Scroll down to select the Sent Items option.
  • Step 37:Make sure that the emails you composed are sent to your recipients.

Now, you know how to do an email merge in Outlook from Excel.