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How to do a Mail-Merge in MS Office

Mail-merge is an excellent feature of MS office that lets you send personalized emails, letters, also allows you to print addressed envelopes for a large group in one go and much more. We can either send individualized mail to a big group of receipts or can either take a bulk printout of a huge list of addresses with minimal effort. Here is the series of steps which you need to perform in-order to do a Mail-merge in Outlook

1. As usual, create an excel data sheet with all the necessary columns such as receipt name, email, date or whatever you want unique in each mail to be sent. Here is the instance. Below is the mail-merge bulk excel file we have prepared. It has the email ID for the users, to whom we want this mail to be sent and other distinct details that we would require in our mail merge.

2. Below is the example mail structure we prepared in MS word, which we are going to send to the users. This mail has all the required data columns (Highlighted Red), which will be picked from this mail-merge excel sheet in the later stage. 


3. Now choose Mailing option from the menu bar. Click on Start Mail Merge and pick E-mail Messages. choose Step-by-Step Mail Merge Wizard. (Please refer to the below Image)


4. After that, a new window will emerge on the right-hand side. There are a total of six steps in this method, and you are on the first step currently. Click on Next: Starting document available at the bottom (Refer below screenshot).

     5. the next window, you will be requested to determine your E-mail message type if you want to select the current one or from the template. Just leave it as it is and click Next: Select recipients from the bottom (refer to the below screenshot).


6. In the following windows, you can either choose contacts from the outlook instantly or use the existing list that we have already prepared initially. So, we will pick the latter. Click on Browse to load our excel data. ( refer to the below image) once done click Next.

7. In the fourth step, you will have the option Next: Preview your e-mail message. Before you decide on this option, you need to add data from the loaded merge sheet.

8. Please go to Insert Merge Field in the Mailing tab and start picking all the available data fields from the tab. For instance, in the below image, we are adding Manager Name from available fields from our Excel. Hover over Manager in the mail and select it all. Go to Insert Merge Field and Select Manager Name column. 

9. Follow the same steps to add other data as well. Your email will look like this in the next windows once all the fields from merge excel are added. 

10. Then select Preview Email from the bottom to the right had side. It will display your email with complete added merge data and then click on Electric Mail. Add a subject line and ok.

11. You are done. An email will be sent to all receipts from the merge sheet with individual data needed for each individual. You can ascertain if the mails are gone or not in the Sent Items of your Outlook. (refer below screenshot).

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