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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

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Send personalized mass emails using mail merge function in Outlook

1. Please launch your Outlook application, make sure that you are in the Contact section. Change your Contact View to Phone view by clicking View > Change View > Phone in order to make it easier to select contacts.

2. Hold Ctrl key to select the multi-recipients one by one.

3. After finish selecting contacts, please go to Home tab, click Mail Merge option. See screenshot:

4. After clicking Mail Merge, a Mail Merge Contacts dialog will popup. In this dialog, you can:

A: Check Only selected contacts under Contacts if you just want to send mass emails to those people you have just selected. On the contrary, check All contacts in current view to select all contacts from your current view;

B: Select Form Letters in Document type;

C: Select E-mail in Merge to section;

D: Type in your email subject in this Message subject line.

5. After finish setting the Mail Merge Contacts dialog, please click OK to close the dialog.

6. Then it brings up new Microsoft Word documents. In Mailings tab, please click Greeting Line in Write & Insert Fields section.

7. The Insert Greeting Line dialog popping up after you clicking Greeting Line in Mailings tab. You can customize your Greeting line, but the default settings of the greeting line performs well, you just need to click OK to continue.

Note: The Preview shows you that different certain greetings will be displayed to its corresponding recipients when they receive the email.

8. Now, compose your email content. All recipients will receive the same content. See screenshot:

9. Besides, you can insert email content by clicking Mailings > Insert Merge Field. Then select the proper field from the list.

Note: Make sure that 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 8 told.

10. When you finish composing your email, click Finish & Merge > Send E-mail Message. See screenshot:

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


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  • To post as a guest, your comment is unpublished.
    Ankit · 1 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 · 2 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 · 4 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 · 4 years ago
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    mkey · 4 years ago
    and what to do if i want to send different title of an e-mail as well?? and CC ??