How to send personalized mass emails in Outlook?

Sometimes you need to create personalized multi-recipient and then send mass emails to all of them just for saving time. What you should do to achieve the mass emails sending in Outlook? The following tutorials will show you how to send personalized mass emails in Outlook.

Send personalized mass emails using mail merge function in Outlook


Send personalized mass emails using mail merge function in Outlook

1. In Outlook, please navigate to the Contacts view. And then click View > Change View > Phone as the below screenshot shown.

2. Hold the Ctrl key to select multiple contacts that you will send emails to.

3. Go to the Home tab, click the Mail Merge option in the Actions group. See screenshot:

4. In the Mail Merge Contacts dialog box, please configure as follows:

  • 4.1) In the Contacts section, keep the Only selected contacts option selected;
  • 4.2) In the Fields to merge section, keep the All contacts fields option selected;
  • 4.3) In the Document file section, select the New document option;
  • 4.4) In the Merge option section:
  • Select Form Letters in Document type drop-down;
  • Select E-mail in Merge to drop-down;
  • Type in your email subject in the Message subject line drop-down.
  • 4.5) Click the OK button.

5. Then it opens a new Microsoft Word document. Click Mailings > Greeting Line in the document.

6. In the Insert Greeting Line dialog box, you can customize your greeting line format, and have a preview from your recipient list. And then click OK.

7. Then the Greeting Line field is inserted into the document. Now, compose your email body. All recipients will receive the same content. See screenshot:

Tips: You can insert email content by clickingMailings > Insert Merge Field . Then select the proper field from the list.
Make sure the Merge Field you have inserted should have related information in your contacts profile in Outlook. If not, compose the email content by yourself just like the above method 7 told.

8. After composing your email, click Finish & Merge > Send E-mail Message.

9. When a Merge to E-mail dialog popping up, click OK to send the mass emails.


Easily set up auto reply in Outlook without rules:

With the Auto Reply Manager utility of Kutools for Excel, you just need to check the certain email account and compose your auto reply subject and body as below screenshot shown to finish the auto reply settings. Download and try it now! ( 60-day free trail)


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  • To post as a guest, your comment is unpublished.
    Ankit · 2 years ago
    Hi ,
    Great thing is found here but have a condition can we add cc/bcc also to the mail merge??
  • To post as a guest, your comment is unpublished.
    charles · 3 years ago
    i don,t understand i need a good example or someone should help me out please and please
  • To post as a guest, your comment is unpublished.
    Harikrishnan · 5 years ago
    I am also here looking for how to add attachments ( 1 or more) with these personalised mass mails. Please post the relevant information.
  • To post as a guest, your comment is unpublished.
    Faustino · 5 years ago
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    mkey · 6 years ago
    and what to do if i want to send different title of an e-mail as well?? and CC ??
  • To post as a guest, your comment is unpublished.
    Halley · 6 years ago
    Thanks for finally talking about >Howw to send personalized mass emails
    in Outlook?
  • To post as a guest, your comment is unpublished.
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  • To post as a guest, your comment is unpublished.
    RUSS · 6 years ago
    Thank you for helping me on Mass Emails on Outlook 2007!
    I checked two dozen other sources & none worked, including MS
    • To post as a guest, your comment is unpublished.
      Yasir Arfat · 5 years ago
      Please tell me how to attach attachment with these mass emails.