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:
- Open Microsoft Word.
- 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.
- Click Select Recipients on the Ribbon.
- Choose Use Existing List…
- Navigate to the Excel file or Access object that contains the data source with your e-mail addresses.
- 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.
- Write your e-mail message in the Word document.
- To finish the merge, click the Finish & Merge button on the Ribbon.
- 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:
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.