Skip to Main Content

Indiana University Indiana University


Send Multiple E-mails to an Access or Excel Recipient List

You may have a list of business e-mails already created in an Access table or Excel spreadsheet and would like to send a mass mailing using Microsoft Outlook.  Perhaps you would like to invite everyone on your list to a special event, or you would like to let everyone know that you are being promoted to a different department in your organization and, therefore, would like to provide different contact information.

If you have an Outlook profile set up on your machine, you can send multiple e-mails quickly to many recipients at once by using Microsoft Word and the Mail Merge feature. If no Outlook profile is set up, then when you try to send the e-mails, you will get a warning stating that no Outlook profile is set up on your machine.

Just follow these steps:

  1. Open Microsoft Word.
  2. Click the Start Mail Merge button on the Mailings tab of the Ribbon and choose E-mail Messages to define the type of mail merge you want to create.
  3. Click Select Recipients on the Ribbon.
  4. Choose Use Existing List
  5. Navigate to the Excel file or Access object that contains the data source with your e-mail addresses.
  6. Click Edit Recipient List to choose those records that you want to include in the mailing. Click OK when you have chosen the recipients or filtered the list.
  7. Write your e-mail message in the Word document.
  8. To finish the merge, click the Finish & Merge button on the Ribbon.
  9. You can either edit or view the individual email messages, or send the e-mail messages directly.

If you choose Send E-mail Messages, you will get this dialog box:

Merge to Email dialog box

In the To box, using the drop-down arrow, choose the field in your list that contains the e-mail address. Add a subject line and choose the desired Mail format. Click OK, and the messages will be sent immediately.

Keep in mind that if you want any formatting, you must add formatting within the Word main document before completing the merge. You can also personalize the messages (such as adding a first name) by inserting merge fields into the Word document.


5 Responses to "Send Multiple E-mails to an Access or Excel Recipient List" to “Send Multiple E-mails to an Access or Excel Recipient List”

  1. Flora McNeil Says:

    I do like the manner in which you have framed this particular issue plus it does indeed present me personally a lot of fodder for thought. On the other hand, because of what I have experienced, I really trust as other remarks stack on that folks stay on issue and in no way embark upon a tirade regarding some other news du jour. All the same, thank you for this excellent piece and whilst I can not really agree with the idea in totality, I respect the standpoint.

  2. Lakysha Says:

    How do I use this process if my email is hosted through Google…I think this is great by the way.

  3. Susan Says:

    Lakysha,
    You can perform a mail merge using gmail and google docs using a named group of contacts from Google. Here is a link with video that may be helpful:

    http://www.labnol.org/software/mail-merge-with-gmail/13289/

  4. Bulk Emails Says:

    How fortunate I am that I was able to read this post. I got a lot of knowledge I’ve been looking for. Thanks a lot for posting this.

  5. Daniel Says:

    What a great tip!! thank you so much!

Leave a Reply

Get Training Tips via RSS Subscribe to Entries feed or Read Comments via RSS Subscribe to Comments feed.