Personalized emails via mail merge is a great way for clients and customers to know you care. It can personalize your emails and increase your response rates. This step-by-step guide will show you how to send personalized emails via mail merge in Outlook Mac. Let’s get started!

Mail Merge Outlook Mac allows you to send personal emails to all members of your list.

It is also available for mail merge outlook mac users, as well as mail merge word, mail merge excel, and many other applications!

Mail merging doesn’t matter which program you use. Let’s take a look at the steps for Outlook, Word, and Excel so you can send personalized mass emails immediately.

Open the mail merge program that you want to use

We will use Outlook in this example.

Next, create an email message and send it to everyone on your list

If you wish, you can also cc/bcc others.

Type the following in the body of your email:

“Hello!

I wish you all a very happy holiday season. I wanted to inform you about an upcoming sale/event. It would make it more personal to send each person a separate email.

To create this message, I used mail merge, and Outlook Mac. It was very easy and took only a few minutes.

Please don’t hesitate if you have any questions.

Best,

[Your Name]”

After you have typed your message, click on “More Fields” and select “Insert Merge Field.”

Then, you can choose from a variety of merge fields such as Email Address, First Name, Last Name, and Email Address.

After you’ve completed all the fields, it is time to send the email. Once you click on “Send”, your mail merge Outlook Mac message is sent to all recipients.

Mail merges can be used to send customized messages to large groups of people simultaneously without them knowing who you sent them to.

This is a great way to personalize bulk communications. You can send people their information (such as a login name or password) or send Christmas cards.

There are many ways to mail merge. You can also use a variety of tools to simplify the process and add more possibilities.

This book will give you an overview of different strategies and show you how to create your mail merging using just a few examples.

You can mail merge to a document, or a printer. However, in these examples, we will use email as the output. You can use this guide to help you with other output options, as the process is very similar.

Outlook Mail Merge Outlook button. If all the people you want to add are already in Outlook Contacts, then starting a Mail Merge within Outlook is the easiest option.

This mail merge example will ask a subset to verify their contact information.

Because it requires a lot of clicks, we’re going to break down the process into four parts.

Step 1 – You can filter or choose your contacts

The Mail Merge process begins by choosing the contacts to which we want to send an email.

Choose the Contacts folder that contains the contacts you wish to email. (To quickly move to your Contacts directories use CTRL+3)

You can choose the contacts that you wish to send an email to or add a filter to your display to ensure only those people are visible. Here are some quick ways to add a filter.

Perform a search.

You could, for example, depend on a business or a specific category (provided you have not assigned the same category to other contacts). Some Search queries can be quite complex.

You can sort your Contacts folder into categories or groups in two simple steps.

Choose “List” or “Phone” as your View.

View-> Change to another view

Create a new arrangement.

Ribbon simplified (Microsoft 365).

View-> Sort by-> Categorization

Ribbon in traditional style

Arrangement-> Categories (View-> Choice group)

Step 2 – Begin the mail merge process

Now that you have selected your contacts, it’s time for the Mail Merge to begin.

Simplified Ribbon: Open Outlook’s Mail Merge dialog (Microsoft 365).

Home-> Right-click on the ellipsis (…) link-> Mail Merge

Ribbon in traditional style

Home -> Actions-> button button button button button button button button button button button button button button button button button button button button button button button button button button -> merge email

You can filter your view to only address the contacts that you wish to, but make sure you have the appropriate settings. For example, “All contacts in the current view” is a setting that will limit your view to only address the contacts that you are interested in.

If you have manually selected contacts from the Contacts folder, you can select “Only selected contacts”.

To;

Form letters are one type of document.

The destination for the merge should be e-mail.

The subject line of the message: You can choose whatever subject you want for your message> (you can also modify this later).

Step 3 – Use the Contact fields to create your message

Now you may begin writing your message using variables. This may seem more difficult than it is.

You can add a greeting to your document by pressing the “Greeting Line” button.

If the contact information is not complete, choose the greeting line that you would like to use.

You can put whatever you like in the format fields. Instead of typing “Dear”, you can instead type “Hello”

To prevent the word from sticking to the addressee’s name, you will need to add a space after it.

To close the dialogue, press OK and then ENTER to start a new line within the document.

In this box, type the following:

“Please verify the contact information that we have on file and confirm or provide us with updated information.”

To create a new line, press ENTER again and then press the “Address Block” button to enter the address.

Because we have already addressed the person, we disable the option “Insert recipient’s name in this form:” in our address block.

We also unchecked the option “Insert Company Name” as we are only addressing individuals.

To end the dialogue, press OK and then ENTER to start a new line.

Click the button to insert the merge field. We’ll include your home number.

Next, select Home Phone from the popup menu and press Insert.

To close the dialog, press Close and then ENTER to open a new line.

Type now to express your gratitude and best wishes.

Step 4 – Distribute your personalized mass mailing

Just a few clicks and checks later, you will receive the messages.

You can preview your results before you send them by clicking the “Preview Results” button.

Use the arrow buttons on the toolbar to browse all of the personalized emails.

It’s now time to send your messages. Click “Send Email Messages …” from the Finish & merge menu.

The dialogue box will be opened. This dialog box will not need to be modified as we have already selected the contacts and defined the subject. Click OK to complete the merge.

Mail Merge From Word button to use Outlook as your source Word document. You can also start mail merging in Word. It will produce the same result as if you did it in Outlook.

The dialogue box that is used to select the correct contacts is the key element of the change. More on this later.

This example will send an email to a select number of contacts. However, we won’t bother with the letter writing as it is similar to the last example.

Click the Start Mail Merge button and select the tab Mailings from the Mail Merge Wizard. Mail Merge Wizard with Step-by-Step Instructions

The Task Pane panel appears on the right side. This panel allows you to choose the type of document.

Select “E-mail messages” in the drop-down menu.

We can select the document we want to start by pressing Next. Click Next to begin typing your stuff.

This example will be based on Outlook. Click “Select from Outlook Contacts” to get started.

Outlook allows multiple Contacts folders. We’ll choose the one that we want to use by clicking “Choose contacts Folder.”

After selecting the Contact folder you wish to use, Outlook may prompt you with the “Choose Profile” box.

This dialogue is confusing if you don’t know what it means. There’s only one option or it’s set at the correct default. So press OK.

Now, the “Mail Merge recipients” window appears. This allows you to choose which contacts you wish to send.

This window offers a variety of selection and filtering options. This dialogue can slow down if you have many contacts. It refreshes the screen after nearly every action.

If you want to merge your entire Contacts folder, however, the “Find duplicates ” option is a great choice.

Once you have chosen your recipients, it’s time to compose your message. The Mail Merge Wizard already shows some variables. You can write the message in the same way as the previous example.

You can see a preview of all emails that you will send in the next step.

To set the final parameters, press “Electronic Mail ” in Step 6.

It is worth noting, however, that this dialogue is identical to the previous example. However, you will need to provide some additional details.

To: Email address____________

This email will include your personal information as the subject.

Once you have set the parameters, click OK to send the emails immediately.

Mail merge with another source of Word

Button “Select Recipients”

If you want to send personal emails via Outlook, but the information isn’t in Outlook, such as Excel, Access, SQL queries, CSV files, etc., you can start your mail merge within Word. ).

This procedure is identical to merging mail in Word with Outlook as the source. However, the merge fields must match.

Start the mail merge in Word, following the instructions above, until you reach Step 3 of the Mail Merge Wizard screen.

In Step 3, choose “Use an already existing list”.

Choose Browse… from the drop-down menu.

Choose the location of the information-containing document.

Access databases, Excel sheets, Database Queries, and Text Documents can all be used, provided they are in a format Word can understand.

You might need to add delimiters depending on which file type you choose. These are characters that are used for separating columns and rules.

Step 4 will be completed after you have selected the file and optionally filter your contacts to address.

Step 4: Match the fields from your source with the Mail Merge fields. This will allow you to use predefined blocks such as “Greeting Line”

It is possible to match the Name field with the “Last Name” merge field of an Excel sheet that contains the columns Name, Email address, Usernames, and Passwords.

Choose Match Fields from the drop-down menu.

You’ll now see a popup in Word with the typical Merge Fields, which can be used in templates.

Expand the drop-down option next to “Last name” and choose the column in your source file (in this example, an Excel sheet), that contains the data (in this case, column “Name”.

Before you press OK, make sure to match any other fields.

Now you can continue with mail merging according to the previous steps.

Make sure you are in the message-sending dialog and that the “To” box is set to the column with the list of email addresses.

Mail merge outlook mac- mail merge mail mac

Step-by-step instructions Mail merge outlook Mac

Choose the mail merge recipients from either your address book or another data source.

Now, the “Select recipients” window appears. This allows you to choose which contacts you wish to send.

This window offers a variety of selection and filtering options. This dialogue can slow down if you have many contacts. It refreshes the screen each time you change a filter.

Mail merge is made more accessible by the “Find duplicates …” option. If you have duplicate addresses or data fields in your contacts, the names of those contacts will be highlighted so that they can be removed from your mail merge list.

This function is especially important if you intend to mail merge with Outlook contacts.

Drop-down and “Select All”, options allow for targeted mail merges. For example, you can select only contacts who are located in a particular state or have not been contacted in recent months. This could be helpful if the mail merge is part of an outreach campaign. Filtering by company name and other fields is also possible.

Once you’ve made your selections click the “OK” button, now, the mail merge will begin with the recipients you have chosen.

Microsoft Word offers different methods to send mail merges to a limited number of people, not to the entire address list.