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#WINDOWS MAIL MERGE FROM EXCEL HOW TO#
#WINDOWS MAIL MERGE FROM EXCEL WINDOWS#

You can not validate email addresses prior to sending without installing an address validation add-in for Word, which is not installed as standard. Due to this factor we recommend keeping to 100-150 recipients per mail merge. Therefore a mail merge to 300 people should take about 10 minutes to complete. Click OK.Ĭheck your sent items in the Outlook email client to monitor the messages, maybe move them to another folder afterwards.Īlthough your Outlook client will act like it has sent the messages, it will actually send the emails out in batches of 30 a minute, so you must leave your Outlook client online until all messages are in the sent items, and not the outbox. Enter a subject line and mail format (HTML to maintain formatting or any graphics), and that you want all records to be sent. In the To box, select the field from the Excel spreadsheet that has the recipients’ email addresses. One at a time, highlight the *** areas and Click Insert Merge Field, then choose the appropriate field for that information.įrom the right hand side of the top ribbon, select Finish and Merge, then Send Email Messages.

If you wish you can make sure you have chosen the correct recipient details by selecting Edit Recipient List.

This is to make sure the correct fields are used to populate the data. You also need to select the correct table in the spreadsheet and tick ‘First row of data contains column headers’. This is where you choose the Excel spreadsheet you have created with your recipients’ information in. The view may change slightly so you do not see a border around your document.Ĭlick Select Recipients and choose Use existing list. On the ribbon bar at the top, Click Start Mail Merge, then Email Messages.

You can put *** where you want your mail merge to pick up information from a field in your Excel document. This is a very simple example only containing a few lines of information.Ĭompose your message, or open a pre-prepared message in a Word document. It is usually straightforward to get the necessary information into Excel, for example from the MIS or Alumni system.

For example in this very simple pretend scenario we are going to mail out made-up usercodes and passwords to a few of members of staff. You only need the information that is necessary to personalise each message. Gather your recipients’ details in an Excel spreadsheet (this is important, if you try to access your receipients' details from another source you may run into problems). We will also use Word 2010 to create the mail merge, which will get recipient information (names, email addresses etc.) from an Excel 2010 spreadsheet.

#WINDOWS MAIL MERGE FROM EXCEL WINDOWS#

In this example, you will have your email account setup in the Outlook 2010 client on your Windows computer. Outlook mail merge from data in Excel, using a Word template

As an anti-spam measure Microsoft limit the number of messages that any account can send in a given day although these limits have risen rapidly in recent years.

It is not possible to add an attachment (usually it is easy to get around this by having the file hosted somewhere on a website and adding a link to it in the message).

It is not possible to set a different 'reply-to' address.

It is possible to get around this by setting up a profile for a shared account (something like but it takes a bit of time and effort In most cases people set up Outlook to check their own email account and so, by default, all messages will be sent from that account.

The messages can only be sent from the 'primary profile' set up on the computer.

Equally any non delivery messages will come back to the sender's inbox so are easy to spot.

The emails go into the sent items of the person doing the mail merge so it is easy to see to whom the messages were sent and when.

Please note that using Outlook / Word has certain advantanges and disadvantages over the previous solution: If you have this requirement please discuss with eSolutions. If you have this requirement Microsoft recommend you use a third-party provider that specialises in such services. It is likely not suitable however for mailing thousands of contacts. These instructions have been tested successfully with a mail merge list of 400 recipients and may be suitable for more. It replaces the Mach5 product that WBS has used for the last few years but is no longer supported due to its increasing unreliabliity and lack of manufacturer support.

#WINDOWS MAIL MERGE FROM EXCEL HOW TO#

This guide aims to show you how to use Outlook and Word for mail merges.