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Insert a greeting line by pressing the “Greeting Line” button.

Now it is time to start writing your message with variables. Step 3: Create the message with Contact fields The Mail Merge tab in the Ribbon of Word as part of a Microsoft 365 subscription. Your screen should now look something like this.Ī new document will open. Message subject line: (you can modify this later too) At the bottom of the dialog set the “Merge options” to.“Only selected contacts” if you manually selected the contacts from the Contacts folder that you want to address.“All contacts in current view” if you filtered your view so that only the contacts that you want to address are visible.Verify if the correct options are set for contacts.Home-> option group: Actions-> button Mail Merge Home-> press the ellipsis (…) button on the right-> button Mail Merge… Now that we’ve selected the contacts, it is time to start the Mail Merge. View-> option group: Arrangement-> Categories Set your View to the “List” or “Phone” view.Sort or group your Contacts folder by Category or another field in 2 easy steps.You can do some quite advanced Search queries as well. Quick methods to apply a filter are įor instance, based on the Company or a Category (provided that you have assigned the same category to similar contacts). 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.Select the Contacts folder containing the contacts that you want to send an email to (press CTRL+3 to quickly switch to your Contacts folders).We start the Mail Merge process by specifying which of our contacts we want to send an email to. 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. Some have put a restriction on that but as long as you stay under a 100 it’s very likely you won’t run into any issues and there is probably no need to contact your ISP. In this mail merge example we will send a select amount of contacts an email and ask them whether their contact information is correct.Īs the whole process involves quite a few clicks, we’re going to break it down in 4 easy to follow steps.īefore 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. 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. Mail Merge from Word with another source.Mail Merge from Word with Outlook as source.The process for the other output options is very similar and this guide can also be used for that. This guide gives an overview of these methods and walks you through a couple of examples to do your own mail merge.Īlthough 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. 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 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. A mail merge allows you to send personalized messages to a large group of people at once without them knowing who else you have sent it to.