How to send personalized mass emails in Outlook?

Author: Siluvia Last Modified: 2025-04-03

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 with Kutools for 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.

the steps of sending personalized mass emails using mail merge function in Outlook

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 clicking "Mailings" > "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.

Send personalized mass emails with Kutools for Outlook

If you install Kutools for Outlook, this job will never be easy.

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Add greeting to all going to send emails whenever create, reply to and forward

Click "Kutools" tab, then go to select "Options", then in the popping up dialog, under "Reply" tab, tick "Add greeting when create, reply to and forward and email". You can customize the greeting as you need. And click "OK" to save.

the steps of sending personalized mass emails with Kutools for Outlook

Now, whenever you create, reply to, or forward an email, a personalized greeting will automatically be inserted at the beginning of the email body.

Separately send emails to mass receivers

Under "Kutools" tab, select "Send Separately", a Message composing window pops up.

Then click "SP To" button, the "Select Names" window is popped up. Hold "Ctrl" key to select the contacts you want to send email, and click "SP To" button to add them to the "SP To field". Then click "OK".