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How to send personalized mass emails in Outlook?

Author Siluvia Last modified

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.

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

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

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

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

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

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

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".

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

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:

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

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.

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

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

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

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

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

Send personalized mass emails with Kutools for Outlook

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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.

the steps of sending personalized mass emails with Kutools for Outlook

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".

the steps of sending personalized mass emails with Kutools for Outlook

Composing your email body, then click "Send".

the steps of sending personalized mass emails with Kutools for Outlook


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