How to Use Outlook Mail Merge – Method Explained

Mail merge is a function of ms office software that gives you to spread a single message between numbers of people by their name. It helps to share your personalized emails data in groups at once without knowing the details of each other. Other than this, it is a great way to communicate with everyone with their own information. These users simply create a document that contains the information of their mailing recipient address and add them to the mail merge sheet quickly.

Features of Mail Merge

• Spread a single letter, greeting card, and wedding card, etc to multiple people.
• Get liberated from multiple documentations maintenance.
• Easy to use.
• Mail merge available in all versions of MS office software etc.

How to Use Mail Merge in Outlook?

If you want to send your personalized email to everyone through mail merge in outlook then learn the quick and easy steps carefully.

• In Outlook 2007: Open Microsoft Outlook.
• Select contact folder by pressing short cut key CTRL +3 or through the mouse.

• Click on the View menu » Current View » By Category for filtering the data that you want to keep visible.

• Click on Tools » Mail Merge… to open a mail merge dialog box in Outlook.

• Confirm the correct options:
  • The “All contacts in current view” this option will show all contacts that are available in the current folder.
  • “Only selected contacts” if you want to choose manually, then, select this option.

• From the bottom of this dialog box “merge options”:
  • “Document type:” Form letters.
  • “Merge to” Email option.
  • “Merge Subject line:” Here, type subject which is related to your letter:

Note: You can modify this subject line easily.

• Click on the “OK” button.

• A new document will be open from MS Word.
• If you are using Microsoft Office 2007, 2010, 2013 then, the mailing tab automatically selects from the menu.
• While in the previous version of MS Office, the mail merge toolbar will automatically show up.

Now, start writing here, that information you want to share with your recipients; there are four options available:

• • Greeting Line: Click on this tab and find an insert greeting dialog box.
  • From greeting line formats option 1: You can type hello or keep as is it “Dear”.
  • Option 2: Choose any formats you want to keep.
  • Option 3: Choose coma (,) Semicolon (;) or none. It’s totally your choice.
  • Greeting Line from invalid recipient name: In this, you will get dear sir or madam by default otherwise, you can change it from the drop-down list.
  • Now, click on “OK”.
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  • In addition, click on the Address Block.
  • From the, Insert recipient name in this format and choose your desired formats from the drop-down list.
  • Click on the check box and subsequently Insert the company name.
  • Likewise, click on the check box: Insert postal address. Here, choose your desired option.
• 

• • In this step, click on the Insert Merge field: Furthermore, choose any desired option.
• 
  • Now, you can type here in your regards and after that, click on Finish & Merge option drop-down list.
  • Consequently, a dialog box will open “Merge to an Email”.
  • From messaging option: choose Email Address Field.
  • In addition from the Subject line: Edit your subject or keep the same.
  • Moreover, from the Mail Formats: Select HTML formats.
  • Once done, the next step is to click on “OK”.
  • After that, hit Finish.

The Concluding Statement

To sum up, we have elucidated a complete and efficient solution for mail merge in MS Outlook. Other than this, the functionalities of the mail merge are also mentioned.