- OUTLOOK MAIL MERGE FROM EXCEL SPREADSHEET HOW TO
- OUTLOOK MAIL MERGE FROM EXCEL SPREADSHEET ZIP
Select the ‘Preview Results’ button to see an email exactly as your recipient will view it. When you’re done, it should look like this: Optional Step: Preview every email your contacts will receiveīefore we go any further, it’s a good idea to check our work and make sure we haven’t made any mistakes. In our example, we’re replacing the first name, last name, and company.
Repeat this process for each additional personalization field. Click ‘ Insert Merge Field’ and select from the list of field names. When the mail merge runs, it will insert the corresponding value from your Excel emailing list depending on who is receiving the email Now it’s time to s wap out each of the fields in your email with the placeholder tags for the mail merge. Insert personalization fields into your email template Note: If you’re on Mac, a dialog box asks if you want to trust the Excel Workbook text converter, connecting your Excel spreadsheet to your Word Email. When the system will show you the table selection dialog, select the appropriate sheet and data. Select your Excel document from the file picker. Click ‘ Select Recipients’ from the drop-down list to define our data source. Step 1: Start your mail merge from the ribbon button by clicking ‘ start mail merge’ and selecting ‘ Email Messages’ from the pull-down list. If you don’t see it, simply navigate to the Ribbon settings under the file menu and make sure the Mailings Tab is checked in the list of sections to include. Now it’s time to connect our Word document to the recipient list in Excel and configure Word to personalize the message based on our contact data. Start your mail merge in Word with two steps Focus on your email content first and foremost the quality of your email will have the most significant impact on its success. The best way to draft your message is to get started without worrying about your personalization fields. Now that we have our mailing list together, it’s time to put together our source document in Word. Part 2: Draft your email template in a Microsoft Word document OUTLOOK MAIL MERGE FROM EXCEL SPREADSHEET ZIP
Set cells to the appropriate format so currency fields, numbers with decimals, percentages, and zip codes show up correctly in your message. Personalized fields will be formatted according to their selected data type in Excel in your email We will return to it once we’ve configured our email and are ready to set up our email recipients. In our example, we’re sending a cold outreach sales email, so we will also include the contact’s company name.įinal step: Open the file menu and save your Excel document. The most common personalization used in a mail merge is to include the recipient’s name in the message greeting line. Part 1: Configure the data used to personalize your message Minor errors are easy to miss when you’re working with bulk messages.
Double-check everything for accuracy and ensure your contacts’ personalized information and email addresses are accurate. Use separate columns for each data field you will insert into your personalized emails (be specific with your names as you’ll use them again). Put the email addresses in the first column. Your mail merge spreadsheet in 3 simple steps: Who’s on your mailing list? Who do you want to receive your message, and what information do you wish to personalize in it? The first step of the mail merge process is to create an emailing list on an excel spreadsheet that will act as our data source. Finally, we send the mail merge and an email is processed by Outlook to each contact from our list. In Word, we will draft our email message, planning specific personalizations that will cater each message to the individual recipient. We start our mail merge from Excel by organizing the contact information of our leads in one document. OUTLOOK MAIL MERGE FROM EXCEL SPREADSHEET HOW TO
To demonstrate, we’ll send a cold outreach sales email to a list of leads.Ī quick summary of how to set up a mail merge from Excel: This blog post will walk you through creating and sending a personalized mail merge step by step.
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They can also save you time on tasks like mailing personalized letters, envelopes, and creating mailing labels. Mail merge is typically used to send mass emails that have been personalized to their recipient (like replacing “Hello! 👋” with “Hey John!”). Doing a mail merge in Word gives you all of the functionality of a mailing list, without the need to configure an expensive email platform. A mail merge is a fantastic way to save you time when you’re emailing a large recipient list.
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