How do i send one email to multiple recipients using Mail merge in Word

Hi Tina,

From your screenshot, a different email is sent for each recipient, but my requirement is, a single mail to be sent to multiple recipients, I mean multiple recipients in To field.

As of now, there is no requirement to add cc or bcc recipients, but in future we may get these.

If there is a specific group of recipients to whom you routinely send emails, it would be more efficient to create a group in Outlook and send from Word using that group name in the To: field of the email header that you get when you use Send to Email Recipient (As Attachment).

If you need help creating a group, see https://support.microsoft.com/en-us/office/create-a-contact-group-in-outlook-3f73d218-52d6-4f88-a733-9ff37073ee4c

The Merge with Attachments facility on my Merge Tools Add-in will send messages to multiple email addresses in each of the To:, CC: or BCC: fields if the addresses in those fields in the data source are separated by a semi-colon. You do not need to use the CC or BCC fields if they are not required.

My Merge Tools Add-in is contained in the MERGE TOOLS ADD-IN.zip file that you can download from the following page of my One Drive:

https://1drv.ms/u/s!AmuIXmFDy-1ahDYSiUNl1pFAvGvI?e=srSq6A

Extract the files from the archive and read the:

“READ ME – Setting up and using the Merge Tools Add-in.pdf

to see how to install and use the various tools.

Using those tools, it is possible to perform the following types of merge that cannot be done with Mail Merge “out-of-the-box”:

• Merge to e-mail messages either with or without attachments, with the documents created by the merge being sent as either Word or PDF attachments or as the body of the e-mail message.
• Merge to individual documents in either Word or PDF format with the filenames being supplied by the data in one of the fields in the data source
• Many to One type merges, which can be used for creating documents such as invoices where there are multiple records in the data source that have common data in one of the fields
• Merging to a document that will include a chart that is unique to each record in the data source
• Merging a document with Content Controls
• Merging a document that contains Legacy FormFields
• Duplex Merges
• Merging to a printer that will collate and staple the output created from each record in the data source.

The requirements for using the system are:

• The mail merge main document must be of the Letters type, though that does not mean that the output cannot be sent as an e-mail message where relevant.
• For the Many To One, Merge with Attachments and Merge to Individual Docs utilities, the data source may be either a table or query in an Access database, or in the form of an Excel worksheet. For the Chart Merge utility, see the Mail Merging with Charts document that is included in the Merge Tools Add-in Zip file for additional requirements for the data source for use with that utility
• For a data source in the form of an Excel worksheet, the field names must be in the first row of the worksheet and there must be a field name in all of the cells in that row that are within the range of columns that contain the data.
• For both types of data source, the field names must contain only alphanumeric characters (No @,#,$,%,&,(,), etc) and the field names must not start with a numeric character (0-9). The number of characters in the field names, including spaces, must not be more than 40.

Hi Doug,

Thanks for this suggestion, i am not sure whether i can suggest this add-in for my organization as this is a third-party add-in, but the add-in looks promising.

Dear Niru.shetty

Good day.

Thank you for posting in Microsoft Community.

According to your description, we understand you want to use Word mail merge to send one email to multiple recipients. It works for single recipient but not for multiple recipients using Excel spreadsheet as Existing list.

For the situation you encountered, we understand it has affected your work, sorry for the inconvenience caused.

We did a test from our side, prepared a Excel list with recipients name and email address. When we tried mail merge in Word, it works, and if went to Outlook, we can see 3 emails sent out.

For troubleshooting, could you confirm information below?

We appreciate your understanding that sometimes the initial reply may not resolve the problem very soon. However, we can work together to narrow down the situation. Please kindly provide more information to let us work further.

1.Does the issue happen when you use a specific Word template do mail merge? If you try a different Word document, does it work?

2.You mentioned I have tried ;  and then ", "(comma with a space), but none works when the mail is merged onto Outlook, could you share a screenshot of it?

And could you also share a screenshot of your Excel spreadsheet? Note: please mask all private information.

3.When select recipients, just for test, if you Type a New List and create new address list with several recipients, does it work? This way helps narrow down if the issue only happens when using Excel spreadsheet as Existing list.

4.What is the version of your Word application? Please go to File>Account, capture a screenshot of Product Information, as shown below.

Thanks your patience and understanding.

Hope you keep safe and healthy always!

Sincerely,

Tina | Microsoft Community Moderator