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How to send personalized mass emails in Outlook?

Author: Siluvia Last Modified: 2024-07-12

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.

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.


Send personalized mass emails with Kutools for Outlookk

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.

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.

Composing your email body, then click Send.

doc personalized mass send kutools 4



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Comments (11)
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This comment was minimized by the moderator on the site
This article is simply magnificent! It presents information comprehensively and includes practical examples and recommendations. I found it very helpful and inspiring. Thank you very much to the author for such outstanding work!
This comment was minimized by the moderator on the site
Hi Dnyaneshwar Arun Mahajan,

Thank you so much for your kind words and feedback! I'm thrilled to hear that you found the content of the article useful. It means a lot to know that the information I shared is helping others. Thanks again for your support!
This comment was minimized by the moderator on the site
Hi ,
Great thing is found here but have a condition can we add cc/bcc also to the mail merge??
This comment was minimized by the moderator on the site
i don,t understand i need a good example or someone should help me out please and please
This comment was minimized by the moderator on the site
I am also here looking for how to add attachments ( 1 or more) with these personalised mass mails. Please post the relevant information.
This comment was minimized by the moderator on the site
Sweet blog! I found it while searching on Yahoo News. Do you have any tips on how to get listed in Yahoo News? I've been trying for a while but I never seem to get there! Thanks Feel free to visit my web blog cialis
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